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HomeMy WebLinkAbout2013 Sustainability Commission Minutes & Agendas 2013 MEETING SCHEDULE SUSTAINABILITY COMMISSION • January 8 • February 12 • March 12 • April 9 • May 14 • June 11 • July9 • August 13 • September 10 • October 8 • November 12 • December 10 The Sustainability Commission holds its regular meetings in the Center of Elgin's West Conference Room at 6:00 p.m. Contact Person: Aaron Cosentino Management Analyst cosentino a a( cityofelgin.orq 847/214-5861 SUSTAINABILITY COMMISSION Agenda Tuesday,January 8, 201'1 13 6 PM, Centre of Elgin, East 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 and revision of Neighborhood Improvement Grant program and scoring criteria for 2013 program year 2. General discussion of goals and objectives for 2013 3. Neighborhood Improvement Grant Application for Lords Park Farm Animal/Sustainability Garden Pilot Project 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 Agenda Tuesday,January 8, 2013 6 PM, Centre of Elgin, East Conference Room, 100 Symphony Way A. Call to order(chairperson) B. Roll Call (staff liaison) Commissioner Anderson, Frazier, Jacobs,Jacox, Knoerr, Martin, Masterson, Segel present. C. Approval of previous meeting's minutes Minutes approved. D. Discussion Items 1. Review and revision of Neighborhood Improvement Grant program and scoring criteria for 2013 program year City staff and the city's Sustainability Commission reviewed the existing program guidelines and propose several revisions: Provide for replacement trees on private property Staff administering the program has experienced an influx of requests from both private property owner and homeowners' association asking for funding to help mitigate the tree losses caused by the Emerald Ash Borer. As the grant program exists now, only projects located on public property are eligible for funding. This change would permit existing homeowners' associations to apply on behalf of its residents for private property tree replacement. Staff is recommending that only tree replacement applications be accepted from private property owners. The commission indicated concern about the amount of requests that would be received for this component of the grant as well as how many trees one property owner would be permitted to replace. Staff Liaison Aaron Cosentino indicated that this provision would be reviewed by the city's legal department to help develop safeguards against abuse. The commission unanimously approved this revision. Removing requirement that 50%of match come from volunteer hours Currently, program guidelines state that, If]or every dollar requested from the City, the applicant must provide at least a dollar of matching funds in the form of cash, donated professional services or materials, or volunteer labor. Of that match, at least 50% must be in the form of volunteer labor." The commission recommended striking the language "at least 50% must be in the form of volunteer labor." Removing this language allows applicants to contribute their entire match in the form of cash. Staff sees this as a ministerial change, as past practice has permitted cash only matching funds. The commission unanimously approved this revision. Creation of standardized post project report The program guidelines require a final project report. To ensure consistency, staff will be developing a standardized report for all applicants that will help measure the effectiveness of each project. Commissioner Knoerr indicated she would draft a first draft of the reporting tool. The commission unanimously approved this revision. Additional scoring criterion for specificity of project match To better assess each project reviewed, staff and the Sustainability Commission are recommending an additional scoring criterion for the presence of matching funds. Doing so offers a redundancy in scoring to ensure projects comply with the requirements of the grant and can incent applicants to provide more clarity in matching fund proposals. For example projects that provide detailed match information such as specific dollar amounts or specific volunteer schedules would score higher than applicants that simply propose to match funds with "volunteers" but then provide no further detail. The commission unanimously approved this revision. 2. General discussion of goals and objectives for 2013 The commission discussed general objectives for 2013. Commissioner Anderson noted that she would like to see Elgin pursue a "dark sky" initiative, which relates to reducing unnecessary lighting, reducing light pollution. It was generally agreed upon that the commission should devote time to reinvigorating the working group members and devising projects that would garner interest from volunteers. It was suggested to have a set number of possible initiatives at the Green Expo in May,then using the event to solicit volunteers. 3. Neighborhood Improvement Grant Application for Lords Park Farm Animal/Sustainability Garden Pilot Project The commission reviewed the proposal from the Friends of the Lords Park Zoo related launching a non-petting, farm animal exhibit. Secondarily, the proposal asked for support from the commission to allow for the donation of two elk from a local group to the large animal exhibit in the zoo. Staff liaison Aaron Cosentino indicated that both the city's land management superintendent and the city manager have approved this donation.The commission's support would take the form of the vaccines for the first year of the Elks' life at the zoo. This was estimated at approximately$600. While the commission felt that there were too many unanswered questions related to the first component of the proposal, it felt that moving forward with the Elk component was appropriate. The commission unanimously voted to approve just the Elk component of the grant. E. Working Group Reports No reports. F. Old Business 1. Solar and Wind Energy ordinance creation Staff Liaison Aaron Cosentino indicated that the ordinance review was complete on his end, and he had forwarded the draft to the community development department for final review and submittal to the city's legal department. 2. No Mow Conversion Proposal Status No update. 3. WaterSense Toilet Rebate Program Proposal No update. G. Commissioner comments/announcements Commissioner Todd Martin resigned from the Sustainability Commission as he was chosen to serve on the city's Strategic Planning Advisory Commission. Commissioner Martin indicated that he very much enjoyed his time on the Sustainability Commission. H. Adjourn The meeting was adjourned. 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, February 12, 2013 6 PM, Centre of Elgin, East 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. 2012 Neighborhood Improvement Grant Application for Elgin Shared Harvest Food Co-op feasibility study 2. Review of proposals from HLR and Pizzo and Associates for native conversion of"No Mow" sites at Lords and Wing Park E. Working Group Reports F. Old Business 1. Solar and Wind Energy ordinance creation 2. WaterSense Toilet Rebate Program Proposal 3. Farm Animal Exhibit at Lords Park 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, February 12, 2013 6 PM, Centre of Elgin, East Conference Room, 100 Symphony Way A. Call to order(chairperson) B. Roll Call (staff liaison) Commissioners Anderson, Frazier, Masterson,Jacox, Knoerr, Segel present. C. Approval of previous meeting's minutes Minutes were approved. D. Discussion Items 1. 2012 Neighborhood Improvement Grant Application for Elgin Shared Harvest Food Co-op feasibility study Shared Harvest Food Co-op representatives Don Obenauf, Chris Watson,Jennifer Benson and Kathy Haerr were present and discussed the Shared Harvest Food Co-op's desire to have the Sustainability Commission fund 50% of a feasibility study to determine if a food co-op could exist in downtown Elgin.Two proposals were received ranging in price from $9,000 and $11,000.The Shared Harvest's application sought funding for the $11,000 proposal. Matching funds would come from stock sales in the corporation. In general the commission was supportive of the idea of funding a feasibility study for the co-op. Commissioner Knoerr asked what the Shared Harvest would do if the study indicated a food co-op would not be feasible. The representatives from the Shared Harvest indicated they would make whatever changes necessary per the report so the concept is feasible. During the discussion it was found that the Shared Harvest was incorporated as a for-profit corporation. The commission indicated that the Neighborhood Improvement Grant program is not open to for-profit corporations. Staff Liaison Cosentino noted that for the purposes of the grant application, it should be scored, and then he would determine if indeed the Shared Harvest, as applicant, would be ineligible.The commission scored the grant application as follows: 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) 15 points b. Project activities address a highly recognized need within the neighborhood(0 to 15 points) 10 points 3. Participation a. Project includes opportunities to involve neighbors in shaping and carrying out the project(0 to 10 points) 8 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 4. 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 The commission voted unanimously to fund the application in the amount of$5,500, assuming the Shared Harvest was found to be an eligible applicant. 2. Discussion of Neighborhood Improvement Grant wrap-up reports Commissioner Knoerr developed a post-project report for the Neighborhood Improvement Grants.The commission was unanimously supportive of the form and supported requiring applicants to use the form at the end of their projects. 3. Review of proposals from HLR and Pizzo and Associates for native conversion of"No Mow" sites at Lords and Wing Park Due to the costs of this project, the commission voted to table this item indefinitely. 4. Filming and interview of commissioners for Judson University documentary E. Working Group Reports F. Old Business 1. Solar and Wind Energy ordinance creation 2. WaterSense Toilet Rebate Program Proposal 3. Farm Animal Exhibit at Lords Park 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, April 2, 2013 6 PM, Centre of Elgin, East 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 Water Day participation —Judi Brownfield 2. Food Scrap composting 3. Education and outreach proposal—Commissioner Dave Segel E. Working Group Reports F. Old Business 1. Solar and Wind Energy ordinance creation 2. WaterSense Toilet Rebate Program Proposal 3. Farm Animal Exhibit at Lords Park 4. 2012 Neighborhood Improvement Grant Application for Elgin Shared Harvest Food Co-op feasibility study 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, April 2, 2013 6 PM, Centre of Elgin, East Conference Room, 100 Symphony Way A. Call to order(chairperson) B. Roll Call (staff liaison) Commissioners Frazier,Jacobs, Jacox, Knoerr, Masterson and Segel present. Commissioner Jim Bell attended the meeting in an unofficial capacity as he has not been officially appointed by the city council. C. Approval of previous meeting's minutes Minutes were approved. D. Discussion Items 1. Elgin Water Day participation—Judi Brownfield Judi Brownfield, coordinator of Elgin Water Day spoke about the event.The event is a collaboration between local Elgin businesses, U46,the city and Elgin Artspace Lofts. The event is primarily student conceived and student driven. Ms. Brownfield noted that holding the event is indeed the goal, but the process for the students is equally as important. Ms. Brownfield noted Elgin High School students are learning how to put on an event, network and connect to the community in ways not typical for students in their positions. The event will be a synthesis of arts and sustainability, focused around water.The event entails a reception at the Elgin Artspace Lofts featuring local water themed artwork. There will also be what Ms. Brownfield referred to as a "wow factor" of a 30-foot tall fabric-fall, mimicking a waterfall. Underneath the fabric-fall an interpretive dancer has volunteered her time to dance in between the "falls."The next day, visitors will be encouraged to walk along the Fox River, visiting various educations exhibits created by Elgin High School students. These exhibits will discuss water conservation and other water related topics. The event will end with a guided tour of Elgin's Riverside Treatment Plant. Councilwoman Tish Powell, in attendance, mentioned that efforts to market this event outside of Elgin's borders should be made, as Elgin does and should continue to act as a regional center for culture, arts and sustainability. Ms. Brownfield asked for the commission's sponsorship of the event for marketing, printing of marketing materials, reception incidental costs and the fabric-falls exhibit. The total amount requested was $1,000. The commission reviewed and scored Ms. Brownfield's proposal as follows: • Project integrates with the goals and objectives of Elgin's Sustainability Action Plan (0 to 20 points) 20 points • Project results in outcomes that address a community need (0 to 20 points) 20 points • 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 • Project promotes opportunities to include and form partnerships with other groups or organizations (0 to 10 points) 10 points • The proposal demonstrates excellence in design, planning, and execution of the proposed project or activity (0 to 10 points) 9 points • Budget reliably represents the projects expenses and revenue (0 to 10 points) 10 points • Project funding is spent efficiently and leverages volunteer labor or outside funding (0 to 10 points) 10 points The commission voted unanimously to sponsor the Elgin Water Day event. 2. Food Scrap composting The commission discussed generally the idea of food scrap composting in Elgin. Staff Liaison Aaron Cosentino spoke about three types of food scrap composting, residential, commercial and neighborhood composting. Each has advantages and barriers. Advantages arise from reducing the amount of waste going to landfills and creating nutrient rich compost. Barriers arise from both the haulers and customers. A common barrier for haulers is generating route density (i.e. sufficient food scrap volume) to make a route economical. Barriers for customers can involve the expense of food scrap composting (although it is suggested by industry proponents that food scrap composting can reduce regular trash pickup costs). Compost facilities face regulatory and permitting challenges as well. The food scrap industry in general suffers from a lack of facilities that can accept food scraps. The facilities are limited in part by these regulatory barriers. Interest groups have formed to lessen these barriers at the state level. Liaison Cosentino mentioned that residential and commercial food scrap composting has been successfully implemented in different areas of the country. San Francisco, California and Boulder County, Colorado are notable examples. Locally, Oak Park has recently completed a successful residential food scrap composting pilot and DuPage County has actively encouraged commercial composting. Councilwoman Powell, chair of the Recycling and Waste Management working group, noted that composting was something her group had a specific interest in, and included a recommendation to launch a residential composting pilot in the Sustainability Action Plan. It was envisioned by the working group that a pilot would be completed prior to a new solid waste contract being finalized so that if successful, composting services could be added to Elgin's solid waste program. Councilwoman Powell also noted that commercial composting is an appropriate area to focus on to raise awareness about composting. She also added, that it may be a good idea to brand the initiative so that participating businesses could be recognized for their contribution to green initiatives. 3. Education and outreach proposal—Commissioner Dave Segel Commissioner Dave Segel presented on his views of how the commission should go about outreach and engagement. He recommended the commission provide materials for others to teach sustainability to a particular audience. He used a sustainability toolkit developed by the Field Museum and distributed by the Gail Borden Library as an example. Commissioner Knoerr suggested that the commission develop a pool of volunteers that could go out into the community and teach certain topics, targeted to certain audiences. The commission voted unanimously to utilize upcoming sustainability events to develop a volunteer base that would be provided sustainability teaching materials. Commissioner Masterson also used this time to discuss the commission's plans for the Green Expo. The commission will use its existing educational banners, a table for Energy Impact Illinois, run the recently created Judson University Architecture program video on a loop in the racquet ball courts, and have a table for signing volunteers up for teaching sustainability. Commissioner Masterson also spoke about Freedom Field, an alternative energy resource center in Rockford, Illinois. He indicated that he would like to organize a community trip to the center to learn more about alternative energies. E. Working Group Reports None. F. Old Business These items were not discussed due to time limitations. 1. Solar and Wind Energy ordinance creation 2. WaterSense Toilet Rebate Program Proposal 3. Farm Animal Exhibit at Lords Park 4. 2012 Neighborhood Improvement Grant Application for Elgin Shared Harvest Food Co-op feasibility study 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, May 14, 2013 6 PM, Centre of Elgin, East 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 Neighborhood Improvement Grant Program Applications E. Working Group Reports F. Old Business 1. Solar and Wind Energy ordinance creation 2. WaterSense Toilet Rebate Program Proposal 3. Farm Animal Exhibit at Lords Park [ 4. 2012 Neighborhood Improvement Grant Application for Elgin Shared Harvest Food Co-op feasibility study 5. Food Scrap composting 6. Education and outreach proposal—Commissioner Dave Segel 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, May 14, 2013 6 PM, Centre of Elgin, East Conference Room, 100 Symphony Way A. Call to order(chairperson) B. Roll Call (staff liaison) Commissioners Anderson,Jacox,Jacobs, Knoerr, Masterson, Segel present C. Approval of previous meeting's minutes Minutes approved. D. Discussion Items 1. Review of Neighborhood Improvement Grant Program Applications The commission reviewed the Neighborhood Improvement Grant applications. Six ash tree replacement applications were received. Combined,these applications represent 132 trees throughout Elgin for an approximate reimbursement cost of$16,005. Applicants include four homeowners' associations, one individual property owner and one manager of several multi- family developments throughout the city. Since trees are meant only to replace ash trees, each applicant was required to submit verification of ash tree removal, or provide assurance that ash trees on their property will be removed prior to seeking reimbursement for any replacement trees. Each applicant selected approved trees from the city's tree preservation ordinance rated A or B. Applicants could also choose trees from the forestry department's recommended species list. The commission viewed the applications as largely the same and chose to evaluate them as a batch. Commissioners also asked that the city arborist prior to funding review the applications. Each application was supported with the condition that the city arborist review each application and appropriate species mixes were included. 2. Elgin Youth Leadership Academy partnership opportunities Diane Ortega-Ehreth, Executive Director of the Elgin Youth Leadership Academy (EYLA) spoke to the commission. There are approximately 125 students grades 7 - 12. Students that graduate the program (all six years) are afforded a two year scholarship to Elgin Community College. Eligible students are six graders from within District 509, Elgin Community College. Action Items -Set up meeting between interested commissioners and EYLA representatives. E. Working Group Reports F. Old Business 1. Solar and Wind Energy ordinance creation This item was forwarded to the community development department for final review, alterations and submittal to the planning and zoning board. 2. WaterSense Toilet Rebate Program Proposal—No update 3. Farm Animal Exhibit at Lords Park— Former commissioner Todd Martin noted that he had heard the parks and recreation department included the farm zoo in their budget for 2014. 4. 2012 Neighborhood Improvement Grant Application for Elgin Shared Harvest Food Co-op feasibility study Staff liaison Aaron Cosentino indicated that the city legal department was researching the city's ability to assist the Shared Harvest in funding their feasibility study. 5. Food Scrap composting—No update 6. Education and outreach proposal —Commissioner Dave Segel— No update G. Commissioner comments/announcements Former commissioner Todd Martin attended the meeting. Mr. Martin suggested that all non- profit agencies be made aware of the Neighborhood Improvement Grant program. 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 SPECIAL MEETING Agenda Tuesday, June 18, 2013 6 PM, Centre of Elgin, West Conference Room, 100 Symphony Way A. Call to order(chairperson) B. Roll Call (staff liaison) C. Discussion Items 1. Potential partnership opportunities between the sustainability commission, School District U-46 and the Elgin Youth Leadership Academy D. 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 SPECIAL MEETING MINUTES Tuesday, June 18, 2013 6 PM, Centre of Elgin, West Conference Room, 100 Symphony Way A. Call to order (chairperson) B. Roll Call (staff liaison) Gary Masterson, Dave Segel,Jim Bell, Laura Knoerr, April Anderson,Trish Molley (Larsen Middle School) and Joann Hartmann (Youth Leadership Academy) C. Discussion Items 1. Potential partnership opportunities between the sustainability commission, School District U-46 and the Elgin Youth Leadership Academy Ms. Hartmann described the Youth Leadership Academy's operations and goals. There are approximately 125 students grades 7 - 12. Students that graduate the program (all six years) are afforded a two year scholarship to Elgin Community College. Eligible students are six graders from within District 509, Elgin Community College. Action Items: - Provide list of topics (objectives)from the sustainability plan that might be of interest to students - Determine if a field trip to Freedom Field in Rockford is possible - Determine if administering volunteer events for the Elgin Public Works Department is of interest to the students - Ask city staff if they would be willing to mentor students Trish Molley from Larsen Middle School and teacher in charge of Larsen's "Green Team" spoke as well. Ms. Molley described the program. Approximately 25 students from Larsen are part of this team. The team has a website http /greenlancers.webs.com/. The students write newsletters, create videos, interview community members and hold contests within the school to promote sustainability.This year the team's goal is to create an ambassador program. Current team members would meet with other students from feeder schools, other middle school and eventually other high schools. Action Items: - Begin to network with Deb Perryman of U-46 to see how the groups can work together - Provide information from sustainability plan and educational banners to the students, in an effort to have them create short videos which could be shared throughout the community D. 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,July 9, 2013 6 PM, Centre of Elgin, East 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 Neighborhood Improvement Grant Program Application —Century Oaks West Subdivision Median Landscaping 2. Sustainability Dashboard Development E. Working Group Reports F. Old Business 1. Solar and Wind Energy ordinance creation 2. 2012 Neighborhood Improvement Grant Application for Elgin Shared Harvest Food Co-op feasibility study 3. Food Scrap composting 4. Education and outreach proposal —Commissioner Dave Segel 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,July 9, 2013 6 PM, Centre of Elgin, West Conference Room, 100 Symphony Way A. Call to order(chairperson) Staff Liason Cosentino introduced the commission to Elgin Police Deputy Chief Bill Wolf, the newest member of the commission. B. Roll Call (staff liaison) Commissioners Anderson, Bell, Frazier,Jacox, Jacobs, Knoerr, Masterson, Segel, Wolf present C. Approval of previous meeting's minutes Minutes of May 14 were approved with an adjustment adding Commissioner Frazier to the list of attendees Minutes of June 18 special meeting were approved. D. Discussion Items 1. Review of Neighborhood Improvement Grant Program Application—Century Oaks West Subdivision Median Landscaping Constance Krajecki and another member of the subdivision attended the meeting.The application was for landscaping to be applied to the median at the entrance of Century Oaks West. Ms. Krajecki indicated that there is not a homeowners' association and maintenance has been left to a small group of residents. The median has become an eyesore for the community and they would like assistance in cleaning it up and refreshing its plants. Ms. Krajecki had initially visited the Mayor, who referred her to this the Neighborhood Improvement grant program.The commission was concerned about maintenance. The residents indicated that their small group of residents would continue maintenance of the median to count as their matching funds. The commission scored the proposal as follows: 1. Municipal Compatibility a. Project integrates with the City's Sustainable Master Plan and is consistent with City policy and ordinances (0 to 10 points) 10 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) 15 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) 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 4. 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) 5 points c. The proposed project meets all grant guidelines and provides detailed matching contribution by identifying specific dollar matching amounts and specific volunteer scheduling as opposed to generalized representations of matching dollar amounts or volunteer support(0 to 10 points) 5 points Total: 85 Comments: The application was approved unanimously; Commissioner Anderson removed herself from voting, as this is her neighborhood. 2. Sustainability Dashboard Development (Commissioner Masterson) Commissioner Masterson described his interest in developing a real-time dashboard for city operations, environmental data and building performance modeled after the city of Oberlin and Oberlin College's dashboard. http://oberlindashboard.org/. Commissioner Wolf asked if this data would actually change the communities behavior, or if this would simply track information for that reason alone. Commissioner Segel and Knoerr commented that putting this data out to the public in an easily accessible format would increase transparency and might change the way residents interact or participate in decision making. Commissioner Masterson noted that he would also like to work with Judson and Elgin Community College to broaden the scope of the dashboard. Action Items: • Contact representatives from ECC and Judson to determine level of interest • Contact professor from Oberlin College to determine scope and cost of project 3. Urine Town Partnership (Commissioner Jacobs) Commissioner Jacobs is involved with the production of Urine Town, a musical about the government charging its citizens to use the bathroom, and the subsequent revolt that ensues from such a infringement. He proposed the commission sponsor the event, not monetarily, but through cross promotion on the commission's Facebook page. The commission had concerns that the subject matter was not in-line with the commission's goals. For instance the play involved murdering individuals by throwing them off a building and had a "dark" ending. The commission also expressed concerns that despite no money being exchanged, the word "sponsor" implies money which might raise questions in the community on what the commission and by extension,the city of Elgin is spending money on. The commission indicated they were open to sponsoring artistic events such as Water Day or a play with a clear environmental message. Commissioner Jacobs motioned to sponsor the play.The motion died for lack of a second. E. Working Group Reports None. F. Old Business 1. Solar and Wind Energy ordinance creation—On track to be completed by the end of the year.The ordinance is to be submitted to the planning and zoning commission. 2. 2012 Neighborhood Improvement Grant Application for Elgin Shared Harvest Food Co-op feasibility study—The city of Elgin legal department is determining if the city can sponsor the feasibility study. 3. Food Scrap composting—No update. 4. Education and outreach proposal—Commissioner Dave Segel—Commissioner Segel describe his vision for an education and outreach proposal. The commission agreed it theory, but struggled to find a tangible initiative that could be voted on. The commission encouraged commissioner Segel to continue his outreach efforts, but also to bring groups back to the commission, similar to what was done with the Elgin Youth Leadership Academy. The commission also expressed interest in developing an event focused around organic gardening. The commission will hold a special meeting to determine details on this event. G. Commissioner comments/announcements Commissioner Masterson indicated that he had called Freedom Field to schedule a trip there, but had not heard from them. 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 rik Agenda Tuesday, August 13, 2013 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. Neighborhood Improvement Grant Application —Friends of the Fox Educator Proposal 2. Budget Update and 2014 Focus/Goals 3. Shales and Bode Road Detention Basin Native Conversion Proposal E. Working Group Reports F. Old Business 1. Solar and Wind Energy ordinance creation 2. Food Scrap composting G. Commissioner comments/announcements 1. Might Acorns Update from Aaron Cosentino 2. IGIG Update from Aaron Cosentino 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, August 13, 2013 6 PM, Centre of Elgin, West Conference Room, 100 Symphony Way A. Call to order(chairperson) B. Roll Call (staff liaison) Commissioners Anderson, Bell,Jacox, Knoerr, Masterson, Segel and Wolf present C. Approval of previous meeting's minutes Minutes were approved D. Discussion Items 1. Neighborhood Improvement Grant Application— Friends of the Fox Educator Proposal Dave Rigby from Friends of the Fox presented this application. The proposal sought funding for an education and outreach coordinator for the area generally extending from Algonquin to Oswego, of which Elgin is a large part. The educator would provide science-based water quality testing trips to local school children.The current educator serves the northern areas of Illinois and operated from April -July.To date the program has served 23,000 kids over 4 years.The current educator is consistently booked and the program has seen a great deal of success.The total cost for the startup of the educator is approximately$20,000. $14,500 of that budget goes towards staffing costs for the educator and interns. Mr. Rigby reported that Friends of the Fox was seeking as much funding as the commission was willing to provide. The commission expressed concerns that the city was being asked to fund the lion's share of cost with no guarantee that the city of Elgin would receive direct benefits. It was suggested that Friends of Fox approach Elgin schools first to determine interest levels, or solicit other funding partners to disperse the cost amongst benefitting communities. The commission did support the program and offered to draft a letter in support of Friends of the Fox to seek other funding partners. The commission was unwilling at this time to commit to recommending funding for this initiative. It was motioned to support the proposal in general by appointing Staff Liaison Cosentino, Commissioners Masterson and Wolf to meet with the Friends of the Fox to hone and sharpen proposal with end goal to get support for city council. The commission voted unanimously to approve this motion. 2. Budget Update and 2014 Focus/Goals Aaron Cosentino reported that the commission's budget stands at$36,700. This amount consists of unspent funds in 2012 and the 2013 funding. The commission discussed priorities and a potential work plan for 2014. Items include: • Implement STAR Communities Index- $500- $5,000 • Water Day Sponsorship - $1,000 • Green Expo Sponsorship- $2,500 • Hosting a Harvest event- $1,000—2,000 • Convert "No Mow Zones" to native landscapes- $47,860 • Conservation@Home - Unknown cost • Electric vehicle charging stations, split the cost with Fox Valley—Unknown cost • Friends of the Fox $$3,000-$20,000 • Education Initiatives- Unknown cost Aaron Cosentino noted that this work plan might need to be finalized before the commission's September meeting.The commission indicated that a special meeting could be scheduled if need be. Aaron Cosentino will follow up with the commission on that subject. 3. Shales and Bode Road Detention Basin Native Conversion Proposal Aaron Cosentino presented a proposal from Hampton, Lenzini and Renwick for professional services to convert a detention basin to one of native landscaping. The project would take approximately 4 years to establish the plants to a point where they could be turned over to the city with little maintenance needs.The cost for the entire project is$16,690. Commissioner Bell indicated this would eliminate approximately one acre of mowing from the city's mowing contract. The commission voted unanimously to pursue the project per city procurement procedures. E. Working Group Reports F. Old Business 1. Solar and Wind Energy ordinance creation —The item remains in the Planning Department, awaiting review by the Planning and Zoning Board. 2. Food Scrap composting— No Update G. Commissioner comments/announcements 1. Might Acorns Update from Aaron Cosentino The first year of the Mighty Acorns program was completed earlier this year. One classroom participated. The program went well and in addition to the program activities the children built and decorated Swallow bird houses which are now installed throughout the nature center. The fall program will have two classrooms. 2. IGIG Update from Aaron Cosentino Aaron Cosentino reported that nineteen rain gardens will be built in 2013 and planted in 2014. Three of which will be at Lowrie Elementary School. He also noted that permeable paver alleyways would be bid in 2013 and constructed in 2014. 3. Chairman Masterson reported that Freedom Field would be willing to host an Elgin contingent sometime in September or October. He would like to invite the Mayor and members of the city council, Strategic Planning Advisory Commissioners, the Chamber of Commerce and other community stakeholders. 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, September 10, 2013 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. Friends of the Fox Watershed Educator Updated Proposal 2. Budget Update and 2014 Focus/Goals E. Working Group Reports F. Old Business 1. Solar and Wind Energy ordinance creation 2. Food Scrap composting 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 10, 2013 6 PM, Centre of Elgin, West Conference Room, 100 Symphony Way A. Call to order (chairperson) B. Roll Call (staff liaison) Commissioners Anderson, Jacox, Knoerr, Masterson, Segel, Wolf present. C. Approval of previous meeting's minutes Minutes were approved. D. Discussion Items 1. Friends of the Fox Watershed Educator Updated Proposal Staff Liaison Cosentino described the updated proposal. Since the last meeting, city staff identified additional funding within the city's National Pollutant Discharge Elimination System permit contract with Baxter and Woodman Engineering.This consultant agreement is for services related to obtaining the city's NPDES permit from the Illinois EPA. This permit is necessary because the city has combined sewer overflows that enter the Fox River. As part of this permit process, aside from data upkeep and general administration of the permit, is an educational component, specifically, classroom education. With several years already spent organizing the city's program the consultant had indicated a desire to expand educational efforts.These efforts would assist the city in obtaining the permit. In the past NPDES educational funds have been spent on developing water bill inserts and classroom education through the water conservation district, but not to the scale proposed by the Friends of the Fox. The NPDES budget for education is $5,000 all of which would be contributed to this proposal. The sustainability commission would then contribute an additional $5,000 for a total of $10,000. As a stipulation of this funding the Friends of the Fox agrees to only service Elgin schools, unless other funding partners are found. According to Gary Swick of the Friends of the Fox,the educator is already chosen and is a retired U46 teacher familiar with stormwater management and water testing. The commission voted unanimously to approve this proposal. 2. Budget Update and 2014 Focus/Goals ICICI Annual Implement STAR Communities Index-$500-$5,000 $ 500 Water Day Sponsorship $ 1,700 Increased$700 Green Expo Sponsorship $ 2,500 Hosting a Harvest event $ 2,000 Co.,vert"Nu Mod Z.,ri s"t.,native la.eh.apps $47,800 Conservation@Home $ 5,050 Additional information needed to justify cost Electric vehicle charging stations,split the cost with Fox Valley—Unknown cost Attempt to install in 2013 Friends of the Fox $ 5,000 Paired with$5,000 from NPDES Permit Education Initiatives/Quote for engineering services for green roof for EPD $ 10,000 Commissioner Education $ 1,500 Ecological Restoration Courses(4 @$375 each) Promotion of green technology and job creation(postage and design) $ 1,700 TOTAL '$ 29,950 The commission deliberated and unanimously agreed to pursue the initiatives listed above. E. Working Group Reports Todd Martin from the Strategic Planning Advisory Commission (SPAC) indicated that the SPAC would be discussing the city's waste hauling agreement requirements. The commission indicated interest in providing input to this process related to food scrap composting and other environmentally sustainable waste hauling practices. F. Old Business 1. Solar and Wind Energy ordinance creation — No Update 2. Food Scrap composting—Discussed above 3. Freedom Field Visit, Sept. 21—Chairman Masterson asked the commissioners to assist in finding individuals to attend the Freedom Field visit. 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, October 22, 2013 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. Presentation by Trish Molley- Larsen Middle School 2. Sustainable Film Festival Proposal 3. I-Go Presentation (tentative) 4. Detention Basin Proposal Review 5. Freedom Field Wrap-Up Report (Chairman Masterson) 6. Green Aggregation Sponsor Discussion E. Working Group Reports F. Old Business 1. Electric Vehicle Charging Stations 2. Solar and Wind Energy ordinance creation 3. Food Scrap composting 4. Friends of the Fox Educator 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, October 22, 2013 6 PM, Centre of Elgin, West Conference Room, 100 Symphony Way A. Call to order(c hairperson) B. Roll Call (staff I iaison) Commissioners Anderson, Bell, Frazier, Jacobs, Masterson, Segel present. C. Approval of previous meeting 's minutes Minutes were approved. D. Discussion Items 1. Presentation by Trish Molley - Larsen Middle School Trish Molley, teacher at Larsen Middle School and coordinator of the Larsen "Green Team" presented two videos created by her students related to playing outdoors and alternative transportation options. The videos were made entirely by her middle school students. The commissioners applauded her group and the videos. Ms. Molley also announced that her group will be recognized by USAgain as one of four student groups in Illinois for Outstanding Environmental Educational Club on November 11, 2013, in St. Charles, Illinois. Ms. Molley reported that her next steps with the club are to travel to other schools and be an "ambassador" to other U46 schools. She asked if the commission would consider funding the transportation of her students and/or the cost for a substitute teacher while she is at another school. Staff Liaison Cosentino indicated those expenditures did not seem appropriate as it would essentially be the city of Elgin paying a teacher's salary and/or paying for transportation for students of another taxing district. Ms. Molley also asked if the city of Elgin would be willing to assist in finding a computer that her students could use to create these videos. According to Ms. Molley, the computers provided to her students are "netbooks" and unsuitable for creating videos. To create the two videos shown to the commission, she let students use her desktop computer provided by her school. However, those desktop computers were recently replaced with laptops, also unsuitable for video editing. Staff Liaison Cosentino indicted he would ask the city's IT director if a loaner computer would be available for Ms. Molley's classroom. Commissioner Anderson also suggested that Ms. Molley use the existing transportation for band and orchestra members, which travels to middle schools weekly. Ms. Molley agreed that was a good idea and will pursue that option. 2. Sustainable Film Festival Proposal Tom Armstrong with the Elgin Community Network presented a funding request from a cooperative group of non-profits to conduct a four-film festival over the first quarter of 2014. The films would show films about healthy eating and healthy lifestyles at locations throughout Elgin, including the Gail Borden Public Library. Several other groups are participating in the festival including Shared Harvest Food Co-op, Sherman Hospital, Activate Elgin and the Elgin Climate Change Organization. The total cost of the event is $3,250. The request to the commission was for$1,000. Mr. Armstrong noted that funding this item would meet the Healthy Living and Community Education Goal #1 in the Sustainability Action Plan, Educate the community on the value of sustainable practices and healthy living. Specifically the proposal would meet, Objective #4, Promote healthy eating habits and Objective #6, Disseminate information about sustainable practices and healthy living to the community through traditional media and other creative marketing resources. The commission scored the proposal as follows: 1. Municipal Compatibility a. Project integrates with the City's Sustainable Master Plan and is consistent with City policy and ordinances (0 to 10 points) 10 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) 10 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) 10 points 4. Project Feasibility a. The proposal demonstrates excellence in design, planning, and execution of the proposed project or activity (0 to 10 points) 5 points b. Budget reliably represents the projects expenses and revenue (0 to 10 points) 5 points c. The proposed project meets all grant guidelines and provides detailed matching contribution by identifying specific dollar matching amounts and specific volunteer scheduling as opposed to generalized representations of matching dollar amounts or volunteer support (0 to 10 points) 5 points Total: 75/100 The commission voted to approve this request, Commissioner Anderson voted against the proposal noting the budget was not specific enough. 3. I-Go Presentation (tentative) This item did not occur. 4. Detention Basin Proposal Review Staff Liaison Cosentino noted that after reviewing the project with city engineering and utilities department he did not recommend the commission move forward with the project. As designed, the basin at Shales and Bode Road fills with stormwater if the existing storm sewer surcharges, which only occurs in heavy rains. When converting basins to naturalized states it is preferable to have even low-volume rain events drain into the basin for filtration. For this reason Staff Liaison Cosentino felt spending this amount of the commission's funds on a project with minimal water quality benefit is not advisable. Commissioner Bell disagreed and felt this project was more related to landscaping and, similar to the commission's no-mow zones, was about establishing native landscapes on city property to reduce mowing and increase naturalized habitats. The basin would also provide some water quality benefit during larger rain events. Commissioner Bell also noted that this would remove this basin from his department's mowing contract thereby savings funds annually. The commission agreed with Commissioner Bell and voted to move forward with the project using Integrated Lakes Management's proposal in the amount of$16,333. Commissioner Anderson asked that a volunteer planting day be incorporated into this project to reduce costs. 5. Freedom Field Wrap-Up Report (Chairman Masterson) Chairman Masterson reported on a September 21 visit to Freedom Field in Rockford, Illinois. He showed the commission several pictures attached hereto. Chairman Masterson also reported on a Windmill dedication ceremony which occurred October 18, 2013, pictures also attached. 6. Green Aggregation Sponsor Discussion Staff Liason Cosentino reported that Sandy Kaptain of the Sierra Club had asked the commission to sponsor a green aggregation workshop. This workshop would provide information about electric aggregation. There would be no cost to the commission. The commission agreed to sponsor the event. E. Working Group Reports Tom Armstrong of the Transportation and Mobility working group reported that the first comprehensive plan public meeting will be held sometime in November. F. Old Business 1. Electric Vehicle Charging Stations -This item will be presented to the city council at its October 23 meeting. 2. Solar and Wind Energy ordinance creation -Commissioner Segel mentioned that he had spoken to some community members that were frustrated with the delays in this ordinance and asked that Staff Liaison Cosentino follow up to determine what the commission can do to help move the item along. 3. Food Scrap composting - Commissioner Segel noted that he will approach the Strategic Planning Advisory Commission (SPAC) related to this item. The SPAC is currently reviewing the city's solid waste contract in preparation for re-bidding it in 2014. 4. Friends of the Fox Educator Proposal - Staff Liason Cosentino indicated this contract is in the process of legal review. G. Commissioner comments/announcements Commissioner Masterson reported that he will be attending Elgin Community College's Energy Management Division advisory board meeting in November. Commissioner Jacobs reported that he is directing a play, Angel Street, at the Albright Theatre in Batavia. 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 12, 2013 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. Energy Detectives Program Presentation (Christie Chandler-Stahl) 2. Elgin Community College Energy Management Program (Andy Erbach) 3. Valley Creek HOA Book Sharing Stations Neighborhood Improvement Grant Application Review E. Working Group Reports F. Old Business 1. Electric Vehicle Charging Stations 2. Solar and Wind Energy ordinance creation 3. Food Scrap composting 4. Friends of the Fox Educator Proposal 5. Detention Basin Proposal Review 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 12, 2013 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, Masterson and Segel present C. Approval of previous meeting's minutes—Commissioner Segel made a motion to amend the minutes. He requested that the reference to his being frustrated with the progress of the draft Solar Energy Ordinance be change to reflect that he was not frustrated but rather those he spoke to were frustrated. D. Discussion Items 1. Energy Detectives Program Presentation (Christie Chandler-Stahl) Ms. Stahl spoke to the commission about the Gail Borden Library Rakow branch's Energy Detectives Program. The program allows children from fourth to eighth grade to earn an energy detective certificate after going through a series of interactive educational sessions throughout the Library.The commission indicated they would assist the Rakow branch in promoting the program. Ms. Stahl also invited the commission to hold a meeting at the Rakow Branch. The commission was receptive to this idea. Audience Member Bob Belick also suggested the commission look into Climate Cycle, a non-profit that will install an electricity generating bicycle in a public space, then once a certain threshold of electricity generated is met, provide a solar panel to building at no cost. The commission was also receptive of that idea. 2. Elgin Community College Energy Management Program (Andy Erbach) Mr. Erbach presented information to the commission related to Elgin Community College's Energy Management Program. His presentation is attached and made a part of these minutes. The commission similarly told Mr. Erbach they would assist in conducting outreach about his programs. 3. Valley Creek HOA Book Sharing Stations Neighborhood Improvement Grant Application Review— Marita Ainsworth (via phone) and her husband Ron (in- person) presented the Valley Creek HOA's proposal to create five mini-library sites throughout their neighborhood. Mr. Ainsworth showed the commission a short video that was placed on KickStarter.com for the same kind of project in Elgin. Book Sharing Stations are essentially community repositories for books. Residents are encouraged to take books at their leisure and contribute their own. The application sought funding for five stations, with two boxes at each station (one for children and one for adults) for approximately$9,400. The commission expressed concern over the application's lack of demonstrable community support. Questions were asked related to how many people would actually use these stations, who would maintain the boxes, how illicit materials would be kept out of the boxes, increased liability of the city by having these boxes on public property, where specifically the boxes would be and the cost. The commission voted to table the item pending further information included a listing of interested members, specific locations and more specific cost information. 4. Bob Belick, Sustainable Strategies Presentations E. Working Group Reports F. Old Business 1. Electric Vehicle Charging Stations—Staff is still soliciting sponsorships for the stations. 2. Solar and Wind Energy ordinance creation—A draft is complete and will be presented to the Planning and Zoning Board in December. 3. Food Scrap composting— No Update 4. Friends of the Fox Educator Proposal—Contract sent to Gary Swick, president of Friends of the Fox for signature. 5. Detention Basin Proposal Review—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 10, 2013 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. Presentation from Chet Kolodziej, Operator of Freedom Field, on various sustainability initiatives from other cities and organizations 2. Review of Electric Aggregation contract renewal adjustments (Aaron Cosentino) E. Working Group Reports F. Old Business 1. Electric Vehicle Charging Stations 2. Solar and Wind Energy ordinance creation 3. Food Scrap composting 4. Friends of the Fox Educator Proposal 5. Detention Basin Proposal Review 6. Valley Creek HOA Book Sharing Stations Neighborhood Improvement Grant Application Review 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, December 10, 2013 6 PM, Centre of Elgin, West Conference Room, 100 Symphony Way A. Call to order(chairperson) B. Roll Call (staff liaison) Commissioners Anderson, Bell,Jacobs, Knoerr, Masterson, and Segel present C. Approval of previous meeting's minutes Minutes were approved. D. Discussion Items 1. Presentation from Chet Kolodziej, Operator of Freedom Field, on various sustainability initiatives from other cities and organizations Mr. Kolodziej spoke at length regarding Freedom Fields operations. The slides of which are attached hereto. 2. Review of Electric Aggregation contract renewal adjustments (Aaron Cosentino) Staff Liaison Aaron Cosentino recounted five options he heard during a Sierra Club meeting for communities to consider when renewing their electric aggregation contract. The five options he presented were: • Option 1: Power content labeling which involves asking suppliers to provide prices for various energy mixes (i.e. Percentage of coal inclusion 10%, 20% etc.), and location (in- state or out of state). • Option 2: Carve outs; asking that a certain percentage from specific types of energy such as wind. For example Chicago requested 5% comes from wind energy. • Option 3: Community development fund; supplier provides community a lump sum that can be used by customers for renewable energy projects, for residents, businesses or local government buildings. • Option 4: Suppliers can bundle renewable energy generation from residents, businesses or governmental entities and facilitate selling those on the renewable energy credit (REC) market. Would help incentivize property owners to install renewable energy systems. • Option 5: Create a wind consortium with other aggregated towns. Wind over solar, as Illinois' wind capacity is greater than solar. The commission voted unanimously to recommend that the city pursue establishing a Community Development Fund and bundling REC's when negotiating a new contract with the chosen energy supplier. E. Working Group Reports F. Old Business 1. Electric Vehicle Charging Stations Staff Liaison Cosentino indicated that he was currently seeking sponsors for the charging stations. 2. Solar and Wind Energy ordinance creation Staff Liaison Cosentino indicated that the Planning and Zoning Commission would be reviewing the ordinance within the next few months, after which time it would be presented to city council. 3. Food Scrap composting Commissioner Segel reported that he attended the Strategic Planning Advisory Commission (S- PAC) meeting on this topic and will continue to work with that group as they form recommendations for the city's upcoming waste hauler contract negotiations. 4. Friends of the Fox Educator Proposal Aaron Cosentino reported that the FotF educator had already worked with students from Harvest Bible and would continue to seek educator participants over the winter months. 5. Detention Basin Proposal Review No update. 6. Valley Creek HOA Book Sharing Stations Neighborhood Improvement Grant Application Review 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.