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HomeMy WebLinkAbout2014 Sustainability Commission Minutes & Agendas 2014 MEETING SCHEDULE SUSTAINABILITY COMMISSION • January 14 • February 11 • March 11 • April 8 • May 13 • June 10 • July 8 • August 12 • September 9 • October 14 • November 11 • December 9 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 aCa citvofelgin.org 847/214-5861 SUSTAINABILITY COMMISSION Agenda Tuesday,January 14, 2014 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. Introduction to the year, project review and budget review (Staff Liaison Cosentino) 2. Presentation from Mary Lu Seidel from Neighborhood Housing Services regarding Friendship Trail Proposal 3. Energy Detectives Updates Program update (tentative) 4. Update on Strategic Planning Advisory Commission activities related to food waste management 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. C SUSTAINABILITY COMMISSION Agenda Tuesday,January 14, 2014 6 PM, Centre of Elgin, West Conference Room, 100 Symphony Way A. Call to order(chairperson) B. Roll Call (staff liaison) Commissioners Anderson, Jacobs, Knoerr, Masterson and Segel present. C. Approval of previous meeting's minutes Minutes were unanimously approved. D. Discussion Items 1. Introduction to the year, project review and budget review (Staff Liaison Cosentino) Staff Liaison Cosentino presented the following existing and future project list: 2013 Existing Projects & 2014 Work Plan '4 1 Name Amount Implement STAR Communities Index-$500-$5,000 $ 500 BPAC Ease of Use Map $ 7,000 Water Day Sponsorship $ 1,700 Green Expo Sponsorship $ 2,500 Mighty Acorns Hosting a Harvest event $ 2,000 Conservation@Home $ 5,050 Friends of the Fox $ 5,000 Elgin Hist Soc Windmill S $ 2,468 Education Initiatives/Unallocated $ 10,000 Commissioner Education $ 1,500 Elgin Water day N/A Promotion of green technology and job creation(postage and design) $ 1,700 NENA Butterfly garden $ 6,000 TOTAL '$ 29,950 Century Oaks Media Planting $ 1,250 Healthy Eating Film Fest $ 1,000 EHA Anti-Litter Campaign $ 3,500 Friends of the Fox Educat $ 10,000 Shales&Bode Basin Cony $ 17,000 Charging stations $ 9,000 Sustainability Initiatives Lords Park Elk $ 600 The commission supported the work plan. Aaron Cosentino also reported the Sustainability Commission's approved 2014 budget was in the amount of$30,000. The Neighborhood Improvement Grant Program was budgeted in the amount of$65,810 which represents carry over from previous years. No new funding was added in 2014 nor are funds added in any subsequent year in the five-year plan. 2. Presentation from Mary Lu Seidel from Neighborhood Housing Services regarding Friendship Trail Proposal Mary Lu Seidel asked that the Sustainability Commission lend its support in the form of a letter to the Neighborhood Housing Services' (NHS) Neighborworks Program. The 2014 proposal involves converting an existing city-owned parcel into a native, passive recreation area adjacent to a stream. Her proposal stated: "The NHS team proposes recruiting a team of volunteers for its June 2014 NeighborWorks Day to convert two vacant lots along Willow Creek into a natural area and trail, allowing safe access and exploration to the creek's edge at the back of these deep lots. The Ellis Middle School environmental club called the Science N.E.R.D.S. students came up with the name Friendship Trail, which embodies the spirit of community and education that is this project. The property is located at 315 and 319 Illinois Avenue, just north of Villa Street in the South East Elgin neighborhood." The commission expressed concerns about the long-term maintenance of the area, noting that the city would not be in a position to assist in the native restoration of the parcel. Mrs. Seidel indicated that NHS would be leasing the parcel from the city and be responsible for the maintenance. She seemed confident that she would be able to locate the necessary restoration services to maintain the area. Upon addressing their maintenance concerns, the commission unanimously supported the proposal via a letter of support. 3. Energy Detectives Updates Program update (tentative) None. 4. Update on Strategic Planning Advisory Commission activities related to food waste management Strategic Plan Advisory Commission (SPAC) member Todd Martin reported that the SPACand city staff approached all major waste-haulers asked questions related to the feasibility of many potential waste-hauling options, of which food waste composting was one. Mr. Martin reported that nearly all waste-haulers reported that food waste composting would be challenging. The haulers cited high cost and low participation rate for residents. Mr. Martin also reported that the SPAC is generally not supportive of food scrap composting on a residential scale and that if anything, the city should be focused on large scale, single source food waste management with ins tuitions like schools and hospitals. Mr. Martin did mention that he would be lobbying the SPAC to encourage the use of natural gas trucks powered garbage trucks instead of diesel-fueled trucks. The SPAC was divided on the issue. E. Working Group Reports- None F. Old Business 1. Electric Vehicle Charging Stations—Staff Liaison Cosentino reported that the city council would be reviewing the electric vehicle charging station at its January 22 meeting. 2. Solar and Wind Energy ordinance creation— No update 3. Food Scrap composting—See above 4. Friends of the Fox Educator Proposal—No upate 5. Detention Basin Proposal Review— It was reported that this should be removed from the Old Business category. 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. SUSTAINABILITY COMMISSION Agenda Tuesday, February 11, 2014 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. Collaboration between Elgin Community College and Freedom Field (Andy Erbach and Chet Kolodziej) 2. Composting Possibilities (Dustin Good) 3. Presentation from Jun Yoshitani of AlgaXperts LLC 4. Green Expo i. What types of sustainability topics and information should we target? ii. Who should we invite to participate who can provide and/or present that type of information? iii. What is the quickest and best way to engage with these SMEs? iv. Sustainability Honor Roll E. Working Group Reports F. Old Business 1. Solar and Wind Energy ordinance creation 2. Conservation@Home 3. 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, February 11, 2014 6 PM, Centre of Elgin, West Conference Room, 100 Symphony Way A. Call to order(chairperson) B. Roll Call (staff liaison) Commissioners Frazier, Masterson and Segel present. C. Approval of previous meeting's minutes Minutes were not approved as there was not a quorum. D. Discussion Items 1. Collaboration between Elgin Community College and Freedom Field (Andy Erbach and Chet Kolodziej) Chet Kolodziej presented regarding Freedom Field and their work with Elgin Community College. Two Elgin Community College students have worked on bio-gasification projects. Mr. Kolodziej spoke on that topic. A copy of his presentation is attached and made part of these minutes. 2. Composting Possibilities(Dustin Good) Mr. Good, as a representative of the Strategic Plan Advisory Commission proposed an idea that would see the city of Elgin host a community compost site at the city's public works facility. The commission discussed the idea. ECC students would generally maintain the compost site, but public works employees would need to rotate the organic material every so often. The commission felt the idea was worth further discussion and suggested Dustin Good look into the city parcel lease program instead of using city facilities and labor to maintain the compost site. 3. Presentation from Jun Yoshitani of AlgaXperts LLC Mr. Yoshitani presented on a wide range of topics related to algae. A copy of his presentation is attached and made part of these minutes. 4. Green Expo The commission discussed the upcoming Green Expo and developed ideas on areas the commission could target. These included highlighting sustainable businesses via a sustainability "honor roll", Freedom Field, hydroponics and biomass gasification. E. Working Group Reports Todd Martin of the Transportation and Mobility working group and the Strategic Plan Advisory Commission asked the commission consider authoring a letter of support to include an option that would see the city's next waste hauler use compressed natural gas vehicles. F. Old Business 1. Solar and Wind Energy ordinance creation— No update 2. Conservation@Home— No Update 3. 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. SUSTAINABILITY COMMISSION Agenda Tuesday, April 8, 2014 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. Backyard Chicken Discussion (presentation from Christina Aagesen) 2. Neighborhood Improvement Grant Review i. Century Oaks Median Amendment (2013) ii. Gateway Project Task Force Legal Fund (2014) iii. Willow Lakes Estates Memorial (2014) 3. Subjects for Tables for Green Expo 4. Sustainability Honor Roll Nominations E. Working Group Reports F. Old Business 1. Solar and Wind Energy ordinance creation 2. Conservation@Home 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 8, 2014 6 PM, Centre of Elgin, West Conference Room, 100 Symphony Way A. Call to order(chairperson) B. Roll Call (staff liaison) Commissioners Anderson Jacobs, Masterson, Segel, Frazier, Hernandez present. C. Approval of previous meeting's minutes Minutes from January 14 and February 11 approved. D. Discussion Items 1. Backyard Chicken Discussion (presentation from Christina Aagesen) Ms. Aagesen provided a detailed presentation about backyard chicken raising and presented a draft ordinance for the commission to consider a copy of which is attached hereto.The commission unanimously voted to move forward with public outreach and development of a draft ordinance to submit for city council consideration. 2. Neighborhood Improvement Grant Review i. Century Oaks Median Amendment (2013) The commission considered a request by the Century Oaks HOA to amend their original application and incorporate additional native species. The commission reviewed the revised cost estimate and determine that it would be more cost effective for the city to purchase the plants wholesale and install the plants using a volunteer planting day.The commission unanimously approved this course of action. • ii. Gateway Project Task Force Legal Fund (2014) Mr. John Kavalunas presented to the commission outlining the Bowes Creek Active Adult communities initiative to halt or redirect high-intensity power lines that would be placed adjacent to his subdivision. According to Mr. Kavalunas, the plan for these wires includes removing trees that currently buffer his subdivision and is home to wildlife. Having exhausted other arguments, he proposed to use the commission's funds to either 1) conduct a tree inventory to determine the species of the trees that are to be removed, thereby making the argument that they provide an environmental benefit to the surrounding ecosystem or 2) hiring an expert witness that would make a similar statement about the environmental value of the swath of trees. The commission voted to table this item until more information was available concerning the efficacy of conducting a tree inventory and/or retaining an expert witness. iii. Willow Lakes Estates Memorial (2014) Mr. Ray Russell presented to the commission outlining Willow Lakes Estates application for funding to complete Phase II of Memorial Island. The project would improve portions of an island within Willow Lakes Estates to commemorate veterans, prisoners of war, police and fire fighters. The end product will be a walking path to an engraved stone memorial and American flag post. Having already raised more than $10,000 and installed the flag, the neighborhood is attempting to raise the remaining $3,588 to complete the project. A dedication ceremony is planned for Saturday, May 24. The commission scored the 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 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) 7 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) 10 points b. Budget reliably represents the projects expenses and revenue (0 to 10 points) 10 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) 10 points The commission unanimously approved the grant application. 3. Subjects for Tables for Green Expo The commission voted to include the following table for the Green Expo. • Meet and Greet for speakers before and after their presentation • Hawthorne Hill Nature Center • SWAN Neighborhood Rain Garden project • Envision Elgin comprehensive plan update • Elgin Community College Sustainability Club 4. Sustainability Honor Roll Nominations Chairman Masterson asked the commission to consider which organizations would be good candidates for a Sustainability Honor Roll program.The program would publicly recognize businesses or other groups that are actively contributing to the environmental health of the city of Elgin. The commission suggested that instead or in addition to the Sustainability Honor Roll, an environmental component be worked into the Elgin Image Awards, an existing annual award event. 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. SUSTAINABILITY COMMISSION Agenda Tuesday, June 10, 2014 6 PM, Centre of Elgin, West Conference Room, 100 Symphony Way A. Call to order (c hairperson) B. Roll Call (staff I iaison) C. Approval of previous meeting 's minutes D. Discussion Items 1. Food Day Month/Harvest Fest Discussion (presentation from Kathy Haerr) 2. Aldo ench design and implementation 3. City staff opening on commission 4. Commission strategic direction and goals E. Working Group Reports F. Old Business • 1. Sustainability Honor Roll 2. Conservation@Home G. Commissioner comments/announcements 1. Planting Day at Lowrie Elementary 2. Mighty Acorns contract renewal 3. Greenhouse at Hawthorne Hill Nature Center 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,June 10, 2014 6 PM, Centre of Elgin, West Conference Room, 100 Symphony Way A. Call to order(chairperson) B. Roll Call (staff liaison) Commissioners Frazier, Jacobs, Hernandez, Knoerr, Masterson, and Segel present. C. Approval of previous meeting's minutes Minutes from May 14 to be approved with June 14 minutes at July 14 meeting. D. Discussion Items 1. Food Day Month/Harvest Fest Discussion (presentation from Kathy Haerr) Kathy Haerr and Judy Brownfield provided a detailed presentation on a proposed Food Day month and Harvest Fest event to be held in Elgin in October 2014.They also provided a detailed budget proposal for the commission to consider the funding for. The commission voted to support the proposed event, through funding and assisting in the planning and implementation. The commission scored the application as follows: Project: Food Day Date: 10/4/14 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) 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) 8 points. b. Budget reliably represents the projects expenses and revenue (0 to 10 points) 8 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) 7 points The commission unanimously approved the grant application. 2. Aldo bench design and implementation 3. City staff opening on commission As of June 14, Commissioner Bell retired, Commissioner Anderson renewed term, Commission Frazier renewed term, and Commissioner Wolf ended his term.The commission motioned to amend the ordinance to allow for not more than one city staff member to be required. 4. Commission strategic direction and goals E. Working Group Reports F. Old Business 1. Sustainability Honor Roll 2. Conservation@Home G. Commissioner comments/announcements Commissioner Jacobs gave a statement regarding solar and wind ordinance issues. While he would like solar panels, there are no permits available. He was to meet with Commissioner Masterson and Mayor Kaptain in near future. Commissioners stated need to update website, as well as obtain business cards for Commissioners Frazier, Jacobs, Masterson, Hernandez, as well as for liaison Center. 1. Planting Day at Lowrie Elementary 2. Mighty Acorns contract renewal 3. Greenhouse at Hawthorne Hill Nature Center 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, July 8, 2014 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 E. Working Group Reports F. Old Business 1. Planting Day at Lowrie Elementary 2. Backyard chickens 3. Solar and Wind Ordinance 4. Mighty Acorns contract renewal 5. Greenhouse at Hawthorne Hill Nature Center 6. Food Day Month/Harvest Fest Discussion 7. Aldo bench design and implementation 8. Sustainability Honor Roll 9. Conservation@Home 10. Electric Vehicle Charging Station 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 8, 2014 6 PM, Centre of Elgin, West Conference Room, 100 Symphony Way A. Call to order(chairperson) B. Roll Call (staff liaison) Commissioners Anderson, Frazier, Hernandez, Knoerr, Masterson, and Segel present. C. Approval of previous meeting's minutes Minutes from May 14 and June 14 approved. D. Discussion Items E. Working Group Reports F. Old Business 1. Planting Day at Lowrie Elementary Liaison announced the rain garden planted at Lowrie Elementary on May 17, 2014 and showed pictures of the volunteer event. 2. Backyard Chickens Aaron Cosentino gave a presentation on backyard chickens to City Council at the City Council retreat June 25, 2014. City Council was in favor of city staff drafting an ordinance to consider at upcoming City Council meeting. 3. Solar and Wind Ordinance Ordinance is to be presented to City Council at July 23, 2014 City Council meeting. 4. Mighty Acorns Contract Renewal Aaron Cosentino will send commissioners final report. 5. Greenhouse at Hawthorne Hill Nature Center Liaison announced that the commission paid for a concrete slab which was laid at Hawthorne Hill Nature Center for the base of their greenhouse. 6. Food Day Month/Harvest Fest Discussion Kathy Haerr presented Food Day graphics, timelines of events and planning, as well as drafted public relation products and applications for artists,vendors, and sponsors.The commission is to compensate Kathy for the $200 deposit on the Art Space rental for the event. Aaron will draft a co-sponsorship agreement for the event to be reviewed by the city legal department. 7. Aldo bench design and implementation Liaison shared photos of the Sustainability Commission aldo bench. Information was also shared where the bench is and will be displayed, as well as the associated passport contest. 8. Sustainability Honor Roll There was discussion on finding substance behind the honor roll, and how to announce it to the public, either through a press release or as part of the Food Day events. A motion was passed for commissioners to submit a nominee (person/business/school/organization) and reasoning to be discussed and determined at August 2014 meeting. 9. Conservation@Home The commission agreed to consider Conservation@Home and have topic as a discussion item on August 2014 agenda. 10. Electronic Vehicle Charging Station Aaron Cosentino provided commission with an update on Electronic Vehicle Charging Station status. Currently the contract with Charge Point has been completed, while contracts with Ron Jones Electric and Carbon Day LLC are still in progress. 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, August 12, 2014 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. Conservation@Home E. Working Group Reports F. Old Business 1. Solar and Wind Ordinance 2. Food Day Month/Harvest Fest 3. Sustainability Honor Roll 4. Electronic Vehicle Charging Station 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 Minutes Tuesday, August 12, 2014 6 PM, Centre of Elgin, West Conference Room, 100 Symphony Way A. Call to order(chairperson) B. Roll Call (staff liaison) Commissioners Segel, Masterson,Jacobs, Knoerr, Hernandez, Frazier, and Anderson present. C. Approval of previous meeting's minutes July 2014 Minutes approved D. Discussion Items 1. Conservation@Home Regarding The Conservation Foundation's Conservation@Home proposal letter,the commissioners found that HOAs may not be feasible. Commissioners expressed concerns regarding interest in program by HOAs. It was suggested to, instead, hold presentation at library to increase attendance and availability to the community. The commission wants to seek business interest in presentations before pursuing program with TCF to ensure attendance.The commission discussed focusing on a business audience, rather than residential. Each commissioner agreed to contact a local business to inquire interest in Conservation@Work. There was a motion to reach out to local businesses, and see if they would be interested in having a representative attend and educational presentation regarding Conservation @ Work no later than the end of December 2014. E. Working Group Reports F. Old Business 1. Solar and Wind Ordinance The commission was updated that the solar/wind ordinance is in the revision process since July 23's City Council Meeting. It will not be up for approval until at least end of August's City Council meeting. When revised proposal is ready, Aaron will send it out prior to City Council meeting. Aaron will also, per request of commissioners, look into schedule meeting with Mayor in regards to having solar farms on city buildings (ie. Water Treatment facility). 2. Food Day Month/Harvest Fest Commissioners were updated that Aaron drafted a co-sponsorship agreement. It is currently being processed by the city's legal department. 3. Sustainability Honor Roll Three commissioners presented nominees for Sustainability Honor Roll. April nominated EGC & Pat Hill, Gary nominated Friends of the Fox, and David nominated St. Joe's green team & MultiFilm packaging firm. 4. Electronic Vehicle Charging Station Commissioners were updated that all three contracts between Charge Point, Ron Jones Electric, and Carbon Day LLC have been completed. Electronic vehicle charging station has been ordered, and it will be installed in parking garage when received. Judson, Mcgraff Nissan, and Elgin Climate Change organizations are sponsors. 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, September 9, 2014 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. STAR Communities Program E. Working Group Reports F. Old Business 1. Food Day Month/Harvest Fest 2. Sustainability Honor Roll G. Commissioner comments/announcements 1. 2"d Annual Northern Illinois Energy Summit& Expo 2. Fox River Country Day School Trip 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, September 9, 2014 6 PM, Centre of Elgin, West Conference Room, 100 Symphony Way A. Call to order(chairperson) B. Roll Call (staff liaison) Commissioners Anderson, Frazier, Hernandez, Jacobs, Masterson, and Segel present C. Approval of previous meeting's minutes Minutes from August 2014 meeting were approved D. Discussion Items 1. STAR Communities Program The purpose of purchasing the STAR Communities Program was to use it to establish a baseline and then look at different metrics that we want to adopt in order to measure progress on where we're at with sustainability and other STAR community index items. It would require a lot of data collection (time) but if we could create a report,we can evaluate where we are at in comparison to other communities. There is no commitment to publicizing where we stand. The question lies in who will collect the data, as it will be very time consuming. Commissioners discussed an interest in moving forward with it. It would require individuals to take initiative and collect data. There was a motion to further review the program and identify areas that commissioners would like to take on responsibility for retreiving data, and well as find participants through outreach (ie., ECC,Judson, the city's website, social media sites, and/or newsletter). E. Working Group Reports F. Old Business 1. Food Day Month/Harvest Fest Commissioner Segel updated commission on the status of the Food Day event. The issue is constant, so they would like it to be an ongoing event. They would like to have a quarterly meeting, connected to the food seasons. Instead of one big event,they would like to have several small events throughout the year that lead up to the main event. As time was restricted with getting a contract completed, it was decided to have the event take place next year.This will allow for more time to plan and promote. 2. Sustainability Honor Roll The Walking Bookclub at Gail Borden Library was nominated by Melissa. The program encourages getting outside, being active, learning, and being social. There was discussion of having our honor roll highlighted in the city newsletter quarterly, as well as posting recognition on website and social media. It was suggested to review nominees and select one person/business/organization per quarter to feature in the newsletter. 3. Conservation@Home April contacted Siemens, and did not receive any interest in Conservation@Work. Melissa contacted James McKee from ECC, and the conversation is still in progress. G. Commissioner comments/announcements 1. 2nd Annual Northern Illinois Energy Summit& Expo Gary briefed commission on opportunity to attend the expo taking place October 9 & 10.The commission could pay registration fee if there are interested commissioners. We will pass information along to Chamber of Commerce, ECC, and Judson. 2. Fox River Country Day School Trip Gary provided a slideshow of photos from the previous week's visit to Fox River Country Day School. He briefly discussed some ideas that were suggested, as to the future use of the property. There are not restrictions on the use of the property, but there are regarding what can be added to the property. 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 14, 2014 6 PM, Robert Gilliam Municipal Complex, City Hall, Second Floor South Conference Room, 150 Dexter Ct. A. Call to order(chairperson) B. Roll Call (staff liaison) C. Approval of previous meeting's minutes D. Discussion Items 1. Riverside Manor Entry Way Site Improvements 2. Northern Illinois Renewable Energy Summit& Expo Presentation and discussion led by Chairman Gary Masterson and Commissioner David Segel E. Working Group Reports F. Old Business 1. STAR Communities Program 2. Sustainability Honor Roll 3. Conservation @ Home/Work 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, November 11, 2014 6 PM, Robert Gilliam Municipal Complex, City Hall, Second Floor South Conference Room, 150 Dexter Ct. A. Call to order (chairperson) B. Roll Call (staff liaison) C. Approval of previous meeting's minutes D. Discussion Items 1. Riverside Manor Entry Way Site Improvements 2. Northern Illinois Renewable Energy Summit & Expo Presentation and discussion led by Chairman Gary Masterson and Commissioner David Segel E. Working Group Reports F. Old Business 1. STAR Communities Program 2. Sustainability Honor Roll 3. Conservation @ Home/Work 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, November 11, 2014 6 PM, Robert Gilliam Municipal Complex, City Hall, Second Floor South Conference Room, 150 Dexter Ct. A. Call to order(chairperson) B. Roll Call (staff liaison) Commissioners Anderson, Frazier, Hernandez, Knoerr, Masterson & Segel present C. Approval of previous meeting's minutes September 2014 meeting minutes approved D. Discussion Items 1. Riverside Manor Entry Way Site Improvements DeeDee Michon, an Elgin resident of over 30 years, who resides in Riverside Manor, has raised $2250 to redesign and improve the entry way to the neighborhood. She is asking that we match that amount with funds from the Neighborhood Improvement Grant. Commissioners were given a packet of information on the project prior to the meeting. With an updated City of Elgin landscaping proposal handed out at the meeting, commissioners were able to evaluate the project with relevant numbers and diagrams. DeeDee answered questions from commissioners, and left the meeting so the commission could make a decision. The commission scored the project as follows: Neighborhood Improvement Grant Scoring Sheet Project:Riverside Manor Entry Way Date:11/11/2014 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 b. Project or activities require minimal maintenance and staff time (0 to 10 points) 10 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 b. Project activities address a highly recognized need within the neighborhood(0 to 15 points)15 3. Participation a. Project includes opportunities to involve neighbors in shaping and carrying out the project(0 to 10 points)10 b. The project promotes opportunities to form partnerships with other groups or organizations to complete joint projects or activities (0 to 10 points)10 4. Project Feasibility a. The proposal demonstrates excellence in design,planning, and execution of the proposed project or activity(0 to 10 points)10 b. Budget reliably represents the projects expenses and revenue(0 to 10 points) 10 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 Total:95/100 Comments: The commission would like to suggest some plant revisions to the project in order to bring in more natives species that will bloom over the seasons. The commission will not compensate for relocation of sign, but agrees to match the funds raised by the neighborhood for landscaping. The commission, under the condition that they swap out some plants from the proposal to provide more native plants, will support this project and match the $2250 raised by the neighborhood for the project. 2. Northern Illinois Renewable Energy Summit& Expo Presentation and discussion led by Chairman Gary Masterson and Commissioner David Segel Chairmen Masterson and Commissioner Segel shared brief presentations received from the Northern Illinois Renewable Energy Expo & Summit that they attended together in October. Some presentations were specifically about education, while others shared success stories of companies or entrepreneurs. Presentations shown included: Sweden, Method Chicago Plant, Multifilm in Elgin, Northern Illinios Renewable Energy, Car Sharing and Home Kits, Rock River Environmental Services, Whole Trees, as well as Freedom Field. E. Working Group Reports F. Old Business 1. STAR Communities Program Commissioner Hernandez has talked to a few professors at ECC, and they are in the process of discussing ways to recruit help, for example, offering extra credit to students that help out. The idea of the program is that it provides a lot of different ways a community can begin to enhance and broaden the ways they address sustainability. Some things will be easier to implement and provide more value, where some things may be difficult to achieve in certain communities. The commission needs to figure out what is realistic to implement here in Elgin. They need to determine what is critical, and where they can have the most influence and results that connects with citizens, in terms of communication and opportunity. The commission plans to take the sustainability plan categories, and figure out the top three that they select as priority items for 2015, and then determine how we want to address them (outreach, education, possible implementation). The commission will also look at the Sustainable Master Plan and City of Elgin's Strategic Plan to help distinguish these priorities for 2015. 2. Sustainability Honor Roll The commission will recognize one person or organization per quarter of the year, and spotlight he/she/them in the quarterly newsletter. They will also propose a physical award of some type to be given out, which is to be made of sustainable and/or recycled materials. 3. Conservation @ Home/Work Commissioner Anderson announced that a Conservation@Home coordinator just joined the Northern Kane County Wild Ones group, and local businesses can now contact her. G. Commissioner comments/announcements Commissioner Segel passed out an Illinois Task Force on Civic Education document for the commission to review. 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 9, 2014 6 PM, Robert Gilliam Municipal Complex, City Hall, Second Floor South Conference Room, 150 Dexter Ct. A. Call to order(chairperson) B. Roll Call (staff liaison) C. Approval of previous meeting's minutes D. Discussion Items 1. Commission goals and focus for 2015 related to the following: i. City of Elgin Strategic Plan ii. City of Elgin Sustainability Master Plan iii. STAR Community Index E. Working Group Reports F. Old Business 1. Sustainability Honor Roll i. Voting for 1st nominee to be awarded ii. Ideas for physical award to be given 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 Minutes Tuesday, December 9, 2014 6 PM, Robert Gilliam Municipal Complex, City Hall, Second Floor South Conference Room, 150 Dexter Ct. A. Call to order(chairperson) B. Roll Call (staff liaison) Commissioners Anderson, Hernandez, Masterson and Segel present C. Approval of previous meeting's minutes November minutes approved D. Discussion Items 1. Commission goals and focus for 2015 related to the following: i. City of Elgin Strategic Plan ii. City of Elgin Sustainability Master Plan iii. STAR Community Index The commission discussed many ideas that would be exciting to try in 2015. While the ideas covered several areas of the Sustainability Master Plan, there was a motion for the commission to focus on the following areas in 2015: Alternative Energy, Green Building Technology and Energy Conservation, Healthy Living and Community Education, as well as Transportation & Mobility. Specific ideas related to those focus areas are listed below: • Alternative Energy: Chairman Masterson expressed the desire to focus on alternative energy and energy conservation. Several parts of the Sustainable Master Plan need to be followed up on, for example, the residential revolving loan program. It would include an energy audit and 0%financing. While these programs exist, we need to advertise them. • Green Building Technology and Energy Conservation: Chairman Masterson suggested the commission reach out to large box stores in the area, and have them install electronic vehicle charging stations and/or wind turbines. Commissioners discussed a few other solar ideas related to Green Building Technology and Energy Conservation. The commission could look into solar gardens. Another idea is to install solar panels on top of parking decks, to supply their own power for lighting, and pass along to charging stations (ie.The Centre Parking Deck). It may be possible to get discounts from a local solar company. • Healthy Living and Community Education: Related to healthy living objectives, Commissioner Anderson suggested we create a connection between ROPE houses, habitat for humanity, and landscaping. There could be opportunities for seed sharing communities and seed libraries that go beyond vegetables and include wildflowers and native plants. This could involve children collecting seeds in the fall, and planting in the spring. The commission had several ideas for increasing community education related to sustainability in 2015. Commissioner Segel would like to find speakers from Chicago-based companies to deliver presentations in our community. Education for the public and in schools, especially concerning energy in neighborhoods, could be assisted with the Conservation@Home program, as well as Friend of the Fox. It will be important to utilize resources and events (Water Day, Food Day, Green Expo) and support new events(Earth Day at Hawthorne Hill). The commission is to contact the library to set up a presentation series on sustainability.To support this, commissioners will need to look for groups and individuals interested in presenting, and try to format the presentations to occur seasonally. In addition, series should include programs and presentations geared towards adults as well as school groups. Outreach and marketing will be crucial to the success of such a series. • Transportation & Mobility: Chairman Masterson wants police vehicles to convert from gasoline to liquid propane. Government grants exist that can rebate 50-60%of the conversion costs. The conversion allows for more horsepower per volume, and a lower cost.This would require a meeting with head of police fleet. The commission also brought up the idea of biofuels, and looking for companies that will provide sites and maintain them. Elgin is located in an area with access to natural gas, quality composting, and more with the abundance of agriculture. E. Working Group Reports F. Old Business 1. Sustainability Honor Roll i. Voting for 1s` nominee to be awarded Commissioners present turned in their ranked votes for the Sustainability Honor Roll. Commissioners absent had been instructed to email their votes to the liaison, to be integrated. ii. Ideas for physical award to be given The commission suggested several ideas for the physical award, including: • Use a local company, Andersons. • Award should be personalized with name/material/design. • Consider a framed certificate, with frame made from recycled material, and holding a representative photo of the nominee with an award logo. G. Commissioner comments/announcements Commissioner Hernandez would like the commission to be represented at an entrepreneur event held at Elgin Community College on Wednesday, April 22. Commissioner Segel stated that ECCO is interested in passing an ordinance in Elgin to eliminate plastic bags. He was interested in everyone's thoughts on if this was a realistic implication for the future. Chairman Masterson suggested the commission request annual presentations from each of the groups we fund (Friends of the Fox, Mighty Acorns), so we can be updated on what they are doing. He also noted that many people are not coming to meetings, and commissioners should consider whether or not this is still an avenue they would like to pursue. In addition, Chairman Masterson also wants to follow up on the retrofit program and other things the commission has started in regards to energy efficiency (Center City Retrofit Grant Program). One objective was to bring solar leasing companies to Elgin. Gary suggests that commissioners go to website, pick out three sections of Sustainable Master Plan, and look for objectives to follow up on. The liaison is to send the commission a list of objectives and what projects have been started, are in progress, and are completed. He will also be looking into more information on the upcoming GreenTown Aurora. Other commissioner comments were related to the two current vacancies on the commission. Getting more diversity within the commission is a good idea, and the commission could try to find candidates from Judson, U-46, and other Elgin area stakeholder groups. 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.