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HomeMy WebLinkAbout2015 Sustainability Commission Minutes & Agendas Sustainability Commission 2015 Meeting Schedule 2nd Tuesday of each month at 6:00 p.m. City Hall, 2nd Floor South Conference Room January 13 February 10 March 10 April 14 May 12 June 9 July 14 August 11 September 8 October 13 November 10 - December 8 SUSTAINABILITY COMMISSION Agenda Tuesday,January 13, 2015 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. Partnership with Gail Borden Public Library and local governmental, educational and non-profit organizations Chairman Masterson will present an opportunity to team up with different area organizations to promote awareness of various sustainability-related issues through programming that targets different age/interest groups. Christie Chandler-Stahl from the GBPL's Rakow Branch will be there to help explore options. 2. Food Day 2015 update Kathy Haerr and Judi Brownfield will update the commission on plans for 2015 Food Day-related events. 3. Education & Outreach Opportunities for the city of Elgin related to Organic Waste Commissioner Segel will present opportunities related to organic waste to consider implementing. 4. STAR Community Membership Our annual membership is up for renewal. Let us consider the cost of the membership, our utilization of it, and whether or not we renew for another year. E. Working Group Reports F. Old Business 1. Sustainability Honor Roll i. Decision regarding physical award ii. Feature in Neighbor Newsletter 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,January 13, 2015 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,Jacobs, Knoerr, Masterson and Segel present. C. Approval of previous meeting's minutes December 2014 minutes were approved. D. Discussion Items 1. Partnership with Gail Borden Public Library and local governmental, educational and non-profit organizations Chairman Masterson and Christie Chandler-Stahl, from the Gail Borden Public Library's (GBPL) Rakow Branch, discussed opportunities to team up and promote awareness of various sustainability-related issues through programming. The Rakow branch has offered prairie education, and would like to do more with the community.The idea would be to have different aged groups of children doing educational activities, perhaps even going out on field trips. It would be beneficial to have our youth be able to identify invasive plants, so that they could potentially help mitigate their expansion.Through a series of programming,the education could start with the big picture, and then narrow its focus to local issues over time. Some potential partners for these educational programs include Illinois Department of Natural Resources (IDNR), Elgin Community Network, Kane County Forest Preserve, Friends of the Bluff Spring Fen, Friends of the Fox River, and Fox River Study Group. Christie has talked with Stacy from the main GBPL building, and they are on board with flushing out a big overarching plan where we can get several partners on board. The Rakow branch's property can be used for programs, and they could look into using Hawthorne Hill and Trout Park as well. The idea of doing "Book to action" projects is very appealing.They would like to engage local organizations, give them financial support, and move on with setting up some programs. An idea the group could start with is building a butterfly garden. We could reach out to Charlene,from Elgin Community College (ECC) and Wild Ones of Northern Kane County,to teach a program. Friends of the Fox,and students of Deb Perryman's class could help with water quality programs. Roots and Shoots is umbrella perspective, which describes how to start a community project.This resource could be very useful in getting this idea off the ground. While discussing the idea of seed libraries, it was brought to light that they are illegal in the state of Illinois unless they are tested. The commission could be of value in writing a letter of opposition to the state.The library's March &April newsletter has a deadline of Friday,Jan. 16. The May&June newsletter has a deadline of March 15, which is a realistic date for the group to have something ready to go. Commissioner Knoerr made a motion to follow up with Christie to clarify projects that we can work together on to make the deadline of March 15, as well as write a letter of protest to the seed library illegality.The motion was passed 7-0. 2. Food Day 2015 update Kathy Haerr filled in the commission on the event she hosted at the Art Space last fall, related to Food Day. She informed the commission that they did what they could with the time restraint they had last year, as paperwork much longer than anticipated. The most recent Food Day meeting, which included a couple of the commissioners, was held at the end of last summer. They discussed creating workshops for 2015 involving food and sustainability to support the efforts of Food Day.As they entered the New Year,they wanted to move forward to putting workshops together, thus they began the search for a venue. They(Kathy Haerr, Judi Brownfield & Commissioner Segel) met at Habitat for Humanity in downtown Elgin. After having a long discussion with Habitat for Humanity, they found that they have a similar mission and put forth comparable efforts within the community.This changed the direction of the conversation, as ideas developed into how the commission could utilize the space. It could give the Sustainability Commission a face, or a bigger presence in the community.There are venues around the community where we can bring together various aspects of sustainability.This venue would be great for showing sustainability in homes, and providing information and education on sustainable practices that can be brought home to families. Habitat for Humanity agreed to allow the commission to use their lobby space as a home, whether temporary or permanent. Kathy suggested the commission could put up big banners and/or signs. The commission can also use window space to put up a sign, to invite people in, and inside there could be a display, or potentially use a TV monitor that shows sustainability efforts of the city. There was some argument amongst commissioners over the intentions of the meeting at Habitat for Humanity and the ideas that were put forth by the presenter. Commissioner Jacobs motioned to have one or two of the commissioners set up a time to contact Habitat for Humanity to discuss the opportunity. The motion failed due to a lack of a second. The commission motioned to look at the materials provided by Kathy and further consider the opportunity.The commission was interested in the opportunities the space at Habitat for Humanity could offer, and the motion was passed. 3. Education & Outreach Opportunities for the city of Elgin related to Organic Waste Commissioner Segel discussed the several ways that organic waste could help be beneficial to us as a community. The Food Scrap Coalition suggests the demand for food waste is growing. Commissioner Frazier mentioned that the difficulty will lie in there being an additional cost to consumers with Waste Management. While the current Waste Management agreement has organic waste included for the near future, Commissioner Knoerr suggested we would need to convince people to pay more for their waste collection. Commissioner Jacobs questioned who is ultimately in charge of making the decision to start collecting organic waste. He suggested that City Council is not responsible for telling Waste Management how organic materials are collected. Chairman Masterson motioned that the commission include the composting and Food Scrap Coalition efforts be part of the educational opportunities we are looking into with the formerly discussed partnerships. 4. STAR Community Membership The commission agreed that they have the technical guide, and until there is time to focus more energy on the program, that it would not be wise to spend $500 on the membership renewal this year.The money could be better spent on discussed educational opportunities within our focus.The commission motioned to discontinue the STAR Community membership.The motion passed 7-0. E. Working Group Reports F. Old Business 1. Sustainability Honor Roll i. Decision regarding physical award Liaison will go to Andersen's Engraving to look into options with a couple of commissioners.The commission agreed to present the quarterly award at a City Council meeting. ii. Feature in Neighbor Newsletter Commissioners who voted for the winner as their first or second choice should email liaison with a short 1st or 2nd can write up a blurb to accompany a picture in the newletter. G. Commissioner comments/announcements For next meeting, commissioners would like to look at the budget. Chairman Masterson would like to reach out to the Mighty Acrorns and Friends of the Fox, and have them give us a presentation on what they are doing. Commissioner Knoerr asked to get an update on the Fox River Country Day School. Liasion announced that there were 14 applicants for backyard chickens so far, and the application deadline ends on Thursday,Jan. 15. 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 10, 2015 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 E. Working Group Reports F. Old Business 1. Sustainability Honor Roll i. Gail Borden Public Library partnership 1. Update from Gary and Christie ii. Habitat for Humanity partnership 1. Review of documents provided by Kathy last meeting iii. Decision regarding physical award 1. Potential award options proposed &April's blurb for newsletter to be approved iv. Feature in Neighbor Newsletter G. Commissioner comments/announcements No Green Expo 2015 Events for Commission representation: ECC event on 4/22, HHNC Earth Day event on 4/22 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. ELGIN Sustainability Commission Minutes Tuesday, February 10, 2015 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 Hernandez, Knoerr, Masterson & Segel present. C. Approval of previous meeting's minutes January 2015 minutes were approved. D. Discussion Items E. Working Group Reports F. Old Business 1. Sustainability Honor Roll i. Gail Borden Public Library partnership 1. Update from Gary and Christie Gary suggested we ask the city to apply for ComEd Green Region grant, as it requires a government entity. With this grant ComEd matches up to $10,000 towards restoration projects. The commission could find a space that is in need of restoration within the city.A commissioner questioned if there is a replanting program in the city for parks with mature treesf (ie. Lords Park's oak trees). Gary updated that the library board does not want to be involved in land management, but they are happy to help educate people of such efforts.They can help with programming involving invasive species, local animal species, water testing, and more. ii. Habitat for Humanity partnership 1. Review of documents provided by Kathy last meeting The commission would like to find donations/materials to hand out, some ideas of topics and people to reach out to include: ComEd, Nicor, insulation companies, home improvement stores, Green Mountain energy, how to implement solar/wind ordinances and leasing options, Kane County Recycling, backyard chickens, Food Scrap Coalition, Constellation, Neighborhood Associations, rain gardens, and butterfly gardens. Part of this effort can involve the addition of more links to our website. David will set up two times for commissioners to stop by Habitat to evaluate the space. iii. Decision regarding physical award 1. Potential award options proposed &April's blurb for newsletter to be approved The liaison will provide mock-ups with remaining selections and send out an email to evaluate preferences. Glass is preferred if we have time. iv. Feature in Neighbor Newsletter 1. The commission made edits to brief write-up of Deb Perryman. Gary provided a City Council speech to award Deb, in which commissioners will send in edits. 2. Liasion will inform Deb Perryman of the award, and try to set up time at the council meeting on March 18, G. Commissioner comments/announcements There will be no Green Expo 2015—Commissioner Segel updated the group on the board of ECCO meeting he attended, where the decision was made.The group wants more time to prepare and make the event bigger and better for 2016. There are a few upcoming events that request Events representation from the Sustainability Commission: • Elgin Community College event, Sustainability Maker Faire 2015, on April 22, requests the presence of the commission. They provided a proposal, asking for $3000 funding, as well as help reaching out to vendors.The commission is very interested and will send vendor contacts, review proposal and vote on the proposal at the next meeting in March. • Hawthorne Hill Nature Center Earth Day Celebration is also on April 22. Liaison asked commission to think about how they can support the city event. She will propose a small funding amount to the commission at the next meeting in March. • Commissioner Hernandez announced that on March 16 there would be a presentation "Death by Food" by Bill Curtis at ECC. The presentation is run through Continuing Education, cost is $25, which includes hors d'oeuvres and book signings. • Commissioners want to plan a fieldtrip to Freedom Field and the Fox River Country Day School. Chairman Masterson will arrange a Saturday morning date with Chet at Freedom Field. • Liaison will send Forestry Division's list of tree species as well the selection form to Commissioners Knoerr and Hernandez. 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. E LG I N Sustainability Commission Agenda Tuesday, March 10, 2015 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. Recycling Event at Gail Borden Public Library in June. Presented by Danielle Henson and Gary Masterson. 2. Proposal from Elgin Community College regarding Sustainability Maker Faire 2015 3. Proposal to sponsor Hawthorne Hill Nature Center's 2nd Annual Earth Day Celebration. Presented by city Naturalist, Maura Neuffer and liaison, Molly Center. E. Working Group Reports F. Old Business 1. Sustainability Honor Roll i. Gail Borden Public Library partnership 1. Update from Gary and Christie ii. Habitat for Humanity partnership 1. Review of documents provided by Kathy last meeting iii. Sustainability Honor Roll 1. Award decision and updates from liaison on presentation options. Final review of paragraph for Neighbor Newsletter iv. ComEd Green Region Grant 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. E LG I N Sustainability Commission Minutes Tuesday, March 10, 2015 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) Chairman Masterson as well as Commissioners Segel, Knoerr, and Hernandez were present. C. Approval of previous meeting's minutes The February 2015 minutes were approved. D. Discussion Items Chairman Masterson motioned to address the agenda out of order, due to presenter time constraints. The motion was approved. 1. Recycling Event at Gail Borden Public Library in June. Presented by Danielle Henson and Gary Masterson. Danielle Henson spoke to the commission about this year's recycling event to take place at the Gail Borden Public Library. In previous years,the library had a very successful craft swap, where folks could drop things off they don't want, and people that need things can come in and get what they need. Danielle stated that another need in Elgin is community sharing, and it's possible to make that type of recycling a lot of fun.The library would like to have some Green Expo-like speakers and presentations. With the idea from the old event, they want to engage men too, so they are going to have a tool swap as well. They also want to include document shredding at this event.The library decided to marry to the two events and add speakers. Danielle discussed potentially having a record swap and fashion show by the river, and for that, a tent will be needed. The Habitat for Humanity tent will be out. They would like to also include electronic recycling, as well as organizations such as Cinderella's Closet,the Salvation Army, and Goodwill.Anything that isn't swapped, can then be taken in by these organizations. The library can gather 30 volunteers to work different areas of the event. Danielle has not developed a budget for the event yet, but estimates the need for$500 for tent and tables, and about$300 for the shredding truck. She believes the entire event can cost under$1000. She suggested the city of Elgin loan a few easy-ups tents for the event. The event will likely be called "Swap This," and take place on Saturday,June 13, from 12:00-4:00 p.m. Commissioner Segel suggested they create a video to raise awareness. Social media could also be used for promotions with hashtag: #swapthis. Commissioner Hernandez suggested the library look into bringing a group from Elgin Community College (ECC) that recycles T-shirts into scarves. Commissioner Hernandez also informed Danielle that there is a group at ECC that creates different things out of recycled electronics.The commission spoke in favor of the event and asked Danielle to propose a budget that can be reviewed at the April 2015 meeting. 2. Proposal from Elgin Community College regarding Sustainability Maker Faire 2015 Nadia Daley, Steering Committee Lead for the Collegiate Entrepreneur Organization (CEO) at ECC, introduced the Sustainability Maker Faire event and the grant proposal. Professor Glenn Earl as well as student, Melinda, were present with Nadia.The event incorporates middle schools, high schools and nearby colleges. They want to reach all the communities that ECC serves. They would like the commission to provide what they can as far as displays, videos, etc. They hope to have 2,000 attendees in the gym and would also like our help with outreach. Since there is no Green Expo this year, they have contacted Sigi for contact information regarding previous Green Expo vendors.They hope to make up for a void in green events in the area this year. The "Maker" movement is very popular right now, and that is another aspect of the event. People like to "do it themselves." Middle school kids will bring their own maker projects.There will be plenty of education, and also fun activities. After the event overview, the commission scored the event as follows: Event Grant Scoring Sheet Project: ECC Sustainability Maker Faire Date: 3/10/15 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) 10 Total: 100/100 Comments: ECC's accounting department will work separately to manage the budget. The commission awarded ECC's Sustainability Maker Faire 100/100 points. A motion was made and passed in support of the event, with the Sustainability Commission providing $3000 in funding. 3. Proposal to sponsor Hawthorne Hill Nature Center's 2nd Annual Earth Day Celebration. Presented by city Naturalist, Maura Neuffer and liaison, Molly Center. Liaison and former naturalist, Molly Center, along with current naturalist, Maura Neuffer, presented a proposal for commission sponsorship of the 2"d Annual earth Day Celebration at Hawthorne Hill Nature Center.The proposal included an overview of last year's success, plans for this year, as well as a budget. The proposal asked for$500 from the Sustainability Commission to help with funds to pay entertainment as well as pay for freebies.The liaison suggested they purchase a sustainable item, such as a plastic reusable water bottle, which can have printed both the Sustainability Commission logo, as well as Hawthorne's logo with Earth Day text added. After the event overview,the commission scored the event as follows: Event Grant Scoring Sheet Project: Earth Day Celebration at Hawthorne Hill Nature Center Date: 3/10/15 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) Not applicable, Hawthorne Hill Nature Center is a city entity. 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) 10 Total:90/90 Comments: Score is out of 90 points, as the commission found lb not applicable to this event. E. Working Group Reports F. Old Business 1. Gail Borden Public Library partnership Update from Gary and Christie Danielle, Staci and Christie from the library met, and discovered they are already doing so many sustainability-related items.They want to develop a logo to use across the city to highlight the programs that are specifically created with this theme and content, in order to speak louder of our efforts and reach more people. One event they will pursue is Book to Action.This undertaking would include finding a book on a specific topic, and getting the community together to do some service project related to that topic.The library may be looking for funding with book-to-action event. Another event would be a butterfly camp at the Rakow Branch, Monday,June 15-Friday, June 19, with each day featuring some aspect of butterflies, native species, and more.They will contact Charlene Breitlow, "the butterfly lady". Other staff has been working closely with Tom Armstrong on "Bike, Walk, Move" week, which takes place the last week of June,the 21-28, in Elgin. A bike drive takes place that Saturday. Having the alternative fuel truck from ECC would be beneficial at this event too. They suggested having a machine-working bike from Chicago. Although there will be several events during that week,they want to capitalize on the sustainability factor of the bike, and run a STEAM camp for kids. Danielle is working on a big recycling event in June, which she will talk about today. Commissioner Segel suggested we try to make videos during these programs that we can share with schools, to have a ripple effect. Gary suggested some local high schools or colleges have video classes where they may be able to work with us. 2. Habitat for Humanity partnership Update from Kathy Haerr,Judi Brownfield, and Commissioner Segel Kathy and Judi gave a background on the Habitat for Humanity partnership that was discussed briefly at the January meeting, to help bring the audience up to speed. They would like to create a resource center, with an interactive education piece at Habitat for Humanity. They could also have Food Day workshops there, and everything else that is tied into the home and living. Commissioner Segel commented that it could stimulate projects from organizations that could have visibility in the space. Kathy mentioned that she was asked to be project manager for a Tiny House project. It would be built on wheels so it can be moved around for events, or to showcase at different locations.She also announced that March 28 is Earth Hour, and many surrounding communities honor this event. From 8:30-9:30 p.m., people turn off all electricity, or just the lights. Chairman Masterson asked if people from Habitat for Humanity could come to a meeting and describe the vision. Commissioner Segel reached out to Habitat and noted that Saturdays are not good for visits, but rather weekday evenings. Kathy and Judi suggested they could put together a project budget and installation. Habitat had told Kathy,Judi and David that they can give them a key if necessary for installing displays after regular business hours. Commissioner Knoerr asked that the liaison check with legal department to see if there are limitations to where the commission meets, and see if it requires a contract. The commission agreed that each person would commit to stopping by Habitat for Humanity on their own time to check out the space. The commission asked Judi, Kathy and David to draw up a plan for the space by next meeting in April. 3. Sustainability Honor Roll Award decision and updates from liaison on presentation options. Final review of paragraph for Neighbor Newsletter The commission agreed that regardless of shape of the award,the material must be glass. Chairman Masterson and liaison would go to Anderson's Engraving before the next meeting to order the award. Liaison is to email Deb in regards to her award as well as see if she is available on Earth Day to come to Hawthorne Hill Nature Center.The paragraph on Deb Perryman was approved to be placed in the April 2015 Neighbor newsletter, with a photo provided by Deb. 4. CorEd Green Region Grant The ComEd Green Region Grant has a deadline of March 15. It requires a governmental sponsor. Kane County was awarded it last year, so they cannot receive it a second year. The commission would like to consider applying for the grant with ComEd next year, when there is more time to plan. The commission could apply for grant, and then bring it before City Council and ask them to approve and provide matching funds. 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. ort 4. E LG N Sustainability Commission Agenda Tuesday,April 14, 2015 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. Neighborhood Improvement Grant: Elgin Historic District Self-Guided Tour(print) & Historic Elgin Mobile App. i. Project coordinator, Dan Miller,will describe the project&the commission will score the project based on grant criteria. 2. Gail Borden Public Library recycling event in June. i. Update from Danielle Henson regarding budget. Commission will score event grant based on criteria. 3. Discussion on commission involvement in two sponsored events taking place on Wednesday,April 22,2015: Elgin Community College's Sustainability Maker Faire 2015 & Hawthorne Hill Nature Center's Earth Day Celebration. E. Working Group Reports F. Old Business 1. Habitat for Humanity partnership i. Review of documents provided by Kathy last meeting 2. Gail Borden Public Library partnership i. Potential for updates on summer projects 3. Sustainability Honor Roll i. Update from Molly, review any new nominations from commissioners 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. E LG I N Sustainability Commission Minutes Tuesday, April 14, 2015 6 PM, Robert Gilliam Municipal Complex, City Hall, Second Floor South Conference Room, 150 Dexter Ct. A. Call to order(chairperson) unusual Chairman Masterson called the meeting to order. B. Roll Call (staff liaison) Chairman Masterson as well as Commissioners Frazier, Hernandez, Jacobs, Knoerr and Segel present C. Approval of previous meeting's minutes March minutes were approved unanimously. D. Discussion Items 1. Neighborhood Improvement Grant: Elgin Historic District Self-Guided Tour(print) & Historic Elgin Mobile App. i. Project coordinator, Dan Miller,will describe the project&the commission will score the project based on grant criteria. Pat Miller, representing the Gifford Neighborhood Association, described the Elgin Historic District grant application and the two parts to the project. They wish to create an interactive map which features the past thirty three (33) years of historic house-tour homes, so that someone with a cell phone can easily locate and review information relative to every historic home that have ever been on the tour. Available information would include artist drawings, wide-angle photos, histories, and drone videos from those owners that permit. Pat admitted it will be challenging to contact all 240+ people and get their permission, but the videographer, Milan Shah, is willing to do so. Aaron Cosentino, from the city of Elgin, stated that the city can help find owner contact information within property records to assist in this process. If current owners are willing, the group can interview them to attain audio footage for the app. Pat stated this project would have similarities to Realtor.com, a map-oriented site, which displays every entry to the Multiple Listing Service (MLS). She also stated that Milan wants to make a large part of the mentioned information be accessed offline. Commissioner Frazier asked how long it would take to get the app up and running. Pat said part of the agreement would be to add this year and past 3 years' data, and have that portion completed by July 4, 2015. At that point, the public would be able to download the app. After the initial release, ten (10) historic home sites will be added per month until all are listed. 2. Gail Borden Public Library recycling event in June. i. Update from Danielle Henson regarding budget. Commission will score event grant based on criteria. Danielle Henson from Gail Borden Public Library spoke to the commission regarding the "Swap This" recycling event she had proposed at the March meeting. She stated that without the Green Expo this year, the library is able to put on this event. Danielle described the different swaps, speakers, events and organizations of which would be involved. She stated that the library plans to cross promote with Kane County, as it has its monthly recycling event the same day, from 8:00 a.m. to 12:00 p.m. To provide the commission with information on the library's contribution to this event, Danielle also described that the event would require four staff members from 10 a.m. to 1 p.m., 8 staff members from 1:00-4:00 p.m. which each member is paid roughly$50/hour.The event will largely rely on volunteer labor, provided by the library.The independentsector.org website suggests the volunteer rate for the state of Illinois is 24.08 per hour. With that rate and number of volunteer hours, combined with staff time, the library is more than able to match the funds being requested. 3. Discussion on commission involvement in two sponsored events taking place on Wednesday,April 22, 2015: Elgin Community College's Sustainability Maker Faire 2015 & Hawthorne Hill Nature Center's Earth Day Celebration. i. ECC Sustainability Maker Faire 2015:The commission reviewed the revised budget for the ECC Sustainability Maker Faire 2015, provided by Nadia Daley via email to the liaison. The commission agreed to pay invoices related to items in the "Marketing" section only, as it was consistent with the original budget presented when the commission approved its sponsorship at the previous (March) meeting.The commission stated they would not apply funds to water bottle items on the budget. Chairman Masterson, as well as Commissioners Segel and Knoerr will attend and represent the Sustainability Commission at this event. Commissioner Hernandez will be present, but unable to station the commission's tables due to prior obligations. Commissioner Segel announced that Kyla Jacobsen, city of Elgin water department director, would also be present and share a display at commission tables. ii. Hawthorne Hill Nature Center's Earth Day Celebration: Liaison updated the commission on vendors, entertainment& reusable tote bag giveaways, and the latter two of which the Commission paid for with its sponsorship. Chairman Masterson, Commissioners Segel, Knoerr and Hernandez will attend and represent the Sustainability Commission at this event. Liaison stated that she would print handout materials for the commission table at both events, as well as provide "Recycle your carton" magnets. E. Working Group Reports F. Old Business 1. Habitat for Humanity partnership Habitat for Humanity representatives had another opportunity come up and could not make it to the meeting.They will be invited to the May meeting. Commissioners Hernandez and Knoerr stopped in the facility over the last month to check out the space they have offered the commission to use. 2. Gail Borden Public Library partnership There are no updates regarding partnership at this point. 3. Sustainability Honor Roll i. Update from liaison, review any new nominations from commissioners Award was ordered from Anderson's, and Deb Perryman was informed of her honor. No new nominations were announced. G. Commissioner comments/announcements 1. Meeting attendee, Debbie Dudek, representing Elgin Community Solar Raisings, spoke to the commission. She discussed her interest in a community power network involving solar panel installation on homes.The goal would be to come up with a system or combination of systems to help people buy solar panels in bulk, making them more affordable. The group wishes to find ways to fund raise, reduce costs and build community. Debbie also mentioned the idea of planting fruit trees on city property and in parks. Commissioner Frazier mentioned that the city only plants native, low-maintenance trees. Elgin Community Solar Raisings consists of fifteen (15) people that meet and discuss sustainability-related ideas. Members are from Elgin and surrounding communities, and they hope to make Elgin a model community for their ideas. Commissioners informed Debbie of our current ordinances and limitations, and suggested other organizations to reach out. Commissioners also described the mission and background of the Sustainability Commission, which acts as an advisory commission. 2. Chairman Masterson asked who would be interested in taking a field trip to Freedom Field, and stated that he would look into a Saturday in the near future where this trip could be arranged. 3. Aaron Cosentino announced that over 300 gallons of gasoline have been saved with the new electric vehicle charging station in the Centre parking deck and that most people that use the station charge their vehicles for 4-5 hours. H. Adjourn r The City of Elgin is subject to the requirements of the Americans with Disabilities Act(ADA)of 1990.Individuals with disabilities who plan to attend this meeting and who require certain accommodations in order to allow them to observe and/or participate in this meeting,or who have questions regarding the accessibility of the meeting or the facilities,are requested to contact ADA coordinator,at(847)931-6076,or TTY/TDD(847)931-5616 promptly to allow the City of Elgin to make reasonable accommodations for those persons. r E LG N Sustainability Commission Agenda Tuesday, May 12, 2015 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. Gail Borden Public Library recycling event in June. i. Update from Danielle Henson regarding budget items. 2. Partners for Places&Grand Victoria Foundation i. Review materials related to the Request for Proposal, discuss project ideas for Elgin, and have the opportunity to ask Rachel Traficanti (Program Officer with the Grand Victoria Foundation) questions. E. Working Group Reports F. Old Business 1. Habitat for Humanity partnership i. Discuss partnership and review plans from Kathy Haerr&Judi Brownfield 2. Gail Borden Public Library partnership i. Potential for updates on summer projects 3. Sustainability Honor Roll i. Review any new nominations ii. Discuss logistics (frequency, recognition, etc.) G. Commissioner comments/announcements 1. Update from Chairman Masterson regarding trip to Freedom Field 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. ELGIN Sustainability Commission Agenda Tuesday, May 12, 2015 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) Chairman Masterson and Commissioners Frazier, Hernandez, Knoerr& Segel present. C. Approval of previous meeting's minutes Minutes were approved from the April 14, 2015 meeting. D. Discussion Items 1. Gail Borden Public Library recycling event in June. i. Update from Danielle Henson regarding budget items. Danielle did not attend the meeting. Liaison shared the updated budget, provided via email from Danielle Henson. Liaison updated commission about Elgin Recycling's quote to provide electronic recycling at the event.The quote was $2000, which makes it a nearly impossible option. Liaison recommended the library cut this part of the event, as there is a free electronic recycling event with Kane County the morning of the library's event. Liaison also updated commission that Danielle was informed, the commission funds would not pay for food or shredding truck, as discussed at the April meeting. The new budget suggested the commission pay$200 for the DJ at the event. It is assumed she will have us pick up another line item or two, and the commission will still support the event with up to $1000 in funding. 2. Partners for Places&Grand Victoria Foundation i. Review materials related to the Request for Proposal, discuss project ideas for Elgin, and have the opportunity to ask Rachel Traficanti (Program Officer with the Grand Victoria Foundation) questions. Rachel Traficanti introduced herself and the opportunity with Partners for Places.The new round of funding would open in June, and application would need to be submitted by July.The next round starts in the winter, with the deadline in December.The city would need to develop a plan and proposal for funding. Most projects are awarded between $50,000 and $150,000, and awardee has two years to spend the money on the projects. Chairman Masterson inquired if we would be able to partner with a local company, such as Wanxiang Energy, which manufactures solar panels. Rachel explained that the partnership could only be with a municipality. Commissioner Frazier said she'd like to incorporate a project that could link sustainability with economic growth in Elgin. Chairman Masterson wants to reinstate f the home energy audits that allow for rebates related to upgrades on homes like additional installation, ceilings, furnaces, windows and doors. Commissioner Frazier rsuggested that code inspection could help to verify that installations were done properly after permit was attained. Commissioner Frazier suggested sponsoring an entrepreneurial "shark tank" event to encourage small startup businesses. Liaison stated she will talk to Kyla Jacobsen about potential water projects the city could initiate. Commissioners also mentioned Fox River Country Day School projects, such as turning a building into a nature center. Chairman Masterson suggested converting the police fleet vehicles to using liquid propane. It was also mentioned that it could be beneficial to purchase electric vehicles for code enforcement. Commissioner Hernandez suggested that a community composting project could be beneficial and Rachel confirmed that several composting projects have been supported in the past. Liaison will follow up and send a list of approved community projects related to composting. Commissioner Hernandez suggested each commissioner take on one idea to research and find prices. Chairman Masterson asked the liaison to look into the retrofit program and see what has happened, if its no longer promoted, or where it's funding stands.The commission agreed that this opportunity will need to be an ongoing conversation, and we should try to apply for the winter round. E. Working Group Reports F. Old Business 1. Habitat for Humanity partnership i. Discuss partnership and review plans from Kathy Haerr&Judi Brownfield Barbara Beckman, executive director for Habitat for Humanity, was present.Judi and Kathy introduced Barb and presented plans they have created for the Sustainability Resource Development and Collaboration Center. Kathy provided materials related to objectives and projects. Habitat has agreed to allow the Sustainability Commission to hang a sign, create a window display and install an informational kiosk. Monthly gatherings can take place there, in order to provide space for educational workshops and planning meetings. Barb shared that they are a community-based organization and they have been wanting to collaborate with our groups.They felt this idea ties in well.Judi said it's a "home and heart" for the commission to have a vision. Habitat for Humanity in Elgin is its own independent 501c3, has its own board of directors, and financing, yet it is still a branch of the national organization. The Northern Fox Valley Habitat for Humanity is turning 25 on July 31. They would like to have some of the display completed by then. Kathy suggested working groups begin meeting the following week, with no more than two commissioners present at a meeting.The liaison suggested created a Google document where commissioners can sign up for meeting dates. On Monday, May 18, from 6-7 p.m., Commissioners Hernandez and Segel will meet with Judi and Kathy at Sunset Books. On Thursday,June 4, at 7 p.m., Commissioner Knoerr and staff liaison will meet at Sunset Books. Liaison will put together a list of completed and Sustainability Commission projects to be used in display or kiosk. 2. Gail Borden Public Library partnership i. Potential for updates on summer projects There were no updates regarding the Gail Borden Public Library partnership. r 3. Sustainability Honor Roll i. Review any new nominations There were no new nominees, however Chairman Masterson plans to write a nomination for Sherman Hospital. ii. Discuss logistics (frequency, recognition, etc.) The commission agreed it would be best to give out two awards per year, one in April &on in October, with voting taking place in March &September. It was agreed to invite Mayor Kaptain to a sustainability commission meeting to present the award and take a photo with the awardee. Liaison will contact the Mayor and see if he can attend the June 2015 meeting to present Deb Perryman's award. G. Commissioner comments/announcements 1. Update from Chairman Masterson regarding trip to Freedom Field Chairman Masterson is waiting to hear back from Chet from Freedom Field to set up a date or two for the commission to visit the facility. Commissioner Segel announced that a commission survey is coming from Strategic Plan Advisory Committee. He would like us to track and have follow up with programs and groups that the commission supports financially. Commissioners suggested we try to find what sustainable efforts are happening amongst different city departments so that we can support those efforts and work collaboratively instead of duplicating efforts. 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. ELGIN Sustainability Commission Agenda Tuesday,June 9, 2015 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. Communications 1. Sustainability Honor Roll presentation 2. Friends of the Fox presentation by Gary Swick 3. Mighty Acorns presentation by Maura Neuffer E. Discussion Items 1. Partners for Places& Grand Victoria Foundation i. Review community projects from the "Idea Bank" related to composting and water that have been approved. Continue discussion of Elgin project ideas for proposal. 2. New chairperson appointment recommendation for City Council i. Chairman Masterson is renewing his term, but as a commissioner this time, and would like give another commissioner the opportunity to be chairperson. F. Working Group Reports G. Old Business 1. Habitat for Humanity partnership i. Continued discussion on plans&commission involvement/sponsorship 2. Gail Borden Public Library"Swap This"event i. Update on budget items to be covered by sponsorship 3. Sustainability Honor Roll i. Review any new nominations H. Commissioner comments/announcements 1. Update from Chairman Masterson regarding trip to Freedom Field 2. Riverside Manor entryway project updates from liaison 3. Commission surveys handed out by liaison i. Surveys can be completed in person or online I. 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. ELGIN Sustainability Commission Minutes Tuesday,June 9, 2015 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 Frazier, Hernandez,Jacobs, Knoerr, Masterson, and Segel present. C. Approval of previous meeting's minutes The commission approved the May 2015 minutes. D. Communications 1. Sustainability Honor Roll presentation Mayor Kaptain spoke about Deb Perryman and her accomplishments in both Elgin's academic community and the natural environment. He then presented Deb the award and the two posed for a few pictures. Deb then spoke of how honored she was to receive this award and how much she enjoys working in Elgin. 2. Friends of the Fox presentation by Gary Swick Gary described how Friends of the Fox has been working on water quality tests (Water Quality Network Outreach Education, Elgin Report), which has been supported by the commission for a number of years. He recently presented with Deb Perryman at the Fox River Summit. They are planning to get municipalities, of which there are 28 total in Fox River watershed, to help fund educators. Aurora will be the next municipality to try to get involved. Gary would like to talk to 80 mayors. While the goal of$50,000 in funding is a high number, he suggested it is attainable spread out between the 28 municipalities. Cindy Wendt, paid staff member of Friends of the Fox, has been studying water as long as Gary. Part of the money the commission funds applies to her hourly rate of $20/hour. Gary stated they were definitely under budget this year. He suggested Kyla Jacobsen from the city of Elgin Water Department can report the exact cost from the last year when she returns from vacation. Many volunteers are involved 4 in this organization. Money mostly goes to time, mileage, and equipment (nets, chemicals, waders). Gary initially hoped to get 2000 kids in the stream each year. Right now they get about 1000 in the fall, mostly 5-6th graders but also some middle school from Boys and Girls Club in 7th & 8th grade. Gary showed the streams and local places where they got in the water to collect data with schools. Over the last year 1100 students were involved in the 29 times they took groups into the streams.They are working to fill the gap with McHenry County and East Dundee. Gary will provide the commission with a schedule of stream trips, so that commissioners may participate if desired. Stream monitoring is the most powerful vehicle Gary has experienced in his career. He suggested it's a great educator and way to engage children. He appreciates support of the effort and hopes we can pump it up by getting other municipalities involved. Liaison will email Gary for a schedule to pass along to commissioners in the future. 3. Mighty Acorns presentation by Maura Neuffer Maura works both as the part time naturalist for the city of Elgin, and as an educator for the Conservation Foundation. Maura gave a presentation on Mighty Acorns, a program through the Conservation Foundation that the commission has supported for the past few years. She described the curriculum and seasonal organization of the program. E. Discussion Items 1. Partners for Places&Grand Victoria Foundation i. Review community projects from the "Idea Bank" related to composting and water that have been approved. Continue discussion of Elgin project ideas for proposal. Commissioner Segel stated that the last round seemed different on what projects were selected for support. He suggested that he language is very important. Commissioners discussed the need to find a project that would benefit the entire community. Trying to help the tributaries that lead into the Fox would help the health of the overall river, which impacts so many communities surrounding the watershed. It was recognized that the proposal must support a healthy environment, strong economy and well being for all residents. Commissioner Knoerr suggested some of the newer developed areas are maybe what we need to focus on. Commissioner Segel suggested we look for other grants opportunities,too. Commissioner Knoerr inquired if we could commission Friends Of The Fox to conduct a study to help find needs. Commissioner Masterson liked the Providence, RI "Lots of Hope" project, but other commissioners stated concerns of having a water source for such gardens. Commissioner Masterson would also like to bring back the home retrofit program. Commissioner Frazier stated that the Community Development department has a number of grants available based on funding, and she can look into those further. She also suggested we could look at having those lower incomes be more applicable for this type of retrofit programs. We should continue to look for grants that will help support the efforts of the Sustainability Commission, while deferring this particular Partners for Places until we can talk to Kyla Jacobsen from the water department and find out what is needed from the water conservation side, and avoid being "water stupid." 2. New chairperson appointment recommendation for City Council i. Chairman Masterson is renewing his term, but as a commissioner this time, and would like give another commissioner the opportunity to be chairperson. Commissioner Jacobs nominated Commission Knoerr. Masterson nominated Fraizer as well. Commissioner Frazier stated she is unable to do so with current time restraints. The commission unanimously supported the appointment of Commissioner Knoerr as new chairperson. F. Working Group Reports G. Old Business 1. Habitat for Humanity partnership i. Continued discussion on plans& commission involvement/sponsorship Commissioner Knoerr and the liaison updated the commission on their meeting with Kathy Haerr and Judi Brownfield the Thrusday prior. They explained questions they asked regarding the resource center idea and what their roles would be.The commission stated concerns of the project not following typical protocol of proposal with a budget, approval/denial, and support/sponsorship. The commissioners also stated concerns of personal time that would be required. Commissioner Masterson suggested the project would be a startup and in an area of town with little foot traffic. He inquired why we would not use the library for such a project, which is already a center for information that has the traffic. Commissioner Knoerr said it'd be nice to partner with Habitat for Humanity on a project, but that the organization does not need us by any means. Commissioner Masterson suggested asking Wanxiang New Energy to donate a couple solar panels for a south-facing roof on a home they build, and we could help finance the project and look into providing insulation for electrical power. Commissioners discussed that we have no problem getting marketing materials and providing a website and social media presence for the commission as of now. As a city commission, if there are efforts we can support financially, and each project is brought forth, we can consider such projects. Those concerned about sustainable efforts can know that our meetings are a place to come. It's not our place to provide an education center and hire community coordinators, we are here as a vehicle to provide funds. Commissioner Jacobs questioned the added value of having such coordinators in the system. The commission agreed they are not seeking to hire anyone for marketing at this time, but are willing to consider proposals for future projects in which Kathy Haerr and Judi Brownfield are seeking financial support for. r 2. Gail Borden Public Library"Swap This"event i. Update on budget items to be covered by sponsorship Liaison provided an update as to which budget items would be covered by commission sponsorship of the library event including record DJ, live art demo, and A to Z rental, totaling under the agreed $1000. 3. Sustainability Honor Roll i. Review any new nominations 1. Commissioner Masterson wants to nominate Sherman Hospital for their geothermal heating/cooling system, but was concerned about who would receive the award in comparison to nominating an individual. 2. The liaison suggested nominating Carl Missele for this extensive volunteer restoration work at Hawthorne Hill Nature Center, and she will write up the nomination for the July meeting. H. Commissioner comments/announcements 1. Update from Chairman Masterson regarding trip to Freedom Field Commissioner Masterson reported that Chet from Freedom Field recently blew out his knee and had surgery. He is waiting for his full recovery before we can set a date. 2. Riverside Manor entryway project updates from liaison Liaison updated the commission that things were moving forward with this neighborhood improvement grant. It will likely end up costing less than initially estimated as the neighborhood decided they only want a garden bed on the north corner of the entryway instead of both north and south corners. 3. Commission surveys handed out by liaison Surveys were not yet available. Liaison anticipated she would receive a link to send out to commissioners over the next week so surveys could be completed online. 4. The July 2015 meeting will be rescheduled for one week earlier than usual, on Tuesday, July 7, due to scheduling conflicts. Liaison will look into room availability and post notice to website and social media. I. 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 ELGIN Sustalnabiiity Commission Agenda Tuesday,July 7, 2015 6 PM, Robert Gilliam Municipal Complex, City Hall, First Floor South Conference Room, 150 Dexter Ct. *Note: Meeting date & room differ from normal meetings A. Call to order(chairperson) B. Roll Call (staff liaison) C. Approval of previous meeting's minutes D. Discussion Items 1. Partners for Places &Grand Victoria Foundation Kyla Jacobsen, Water Director for the City of Elgin, will discuss community projects related to water to consider when applying for the Partners for Places grant. 2. Mighty Acorns contract renewal review Review budget for the 2015-2016 year of Mighty Acorns programming at Hawthorne Hill Nature Center. The budget provides scenarios for expansion of the program, with potentially two additional classrooms. E. Old Business 1. Sustainability Honor Roll Review any new nominations F. Commissioner comments/announcements 1. Commission survey status update G. Adjourn The City of Elgin is subject to the requirements of the Americans with Disabilities Act(ADA)of 1990.Individuals with disabilities who plan to attend this meeting and who require certain accommodations in order to allow them to observe and/or participate in this meeting,or who have questions regarding the accessibility of the meeting or the facilities,are requested to contact ADA coordinator,at(847)931-6076,or TTY/TDD(847)931-5616 promptly to allow the City of Elgin to make reasonable accommodations for those persons. • ELGIN Sustainability Commission Agenda Tuesday,July 7, 2015 6 PM, Robert Gilliam Municipal Complex, City Hall, First Floor South Conference Room, 150 Dexter Ct. *Note: Meeting date & room differ from normal meetings A. Call to order(chairperson) B. Roll Call (staff liaison) Commissioners Frazier, Hernandez, Jacobs, Knoerr, Masterson, and Segel all present. C. Approval of previous meeting's minutes The June 2015 minutes were approved. D. Discussion Items 1. Partners for Places&Grand Victoria Foundation Kyla Jacobsen, Water Director for the City of Elgin, will discuss community projects related to water to consider when applying for the Partners for Places grant. Kyla explained storm sewers and separate sewers. She also mentioned the six minimum controls in management of storm water: public education and outreach, public involvement and participation, illicit discharge detection and elimination, construction site storm water runoff control, post-construction storm water management, and municipal pollution prevention. Kyla explained where the City of Elgin gets its water, primarily from the Fox River, but from 10 wells also. She said the city has a grant-writing agreement with Baxter&Woodman, which provides they will write a grant for us under the condition that if we receive the grant, they get the job. There are two grant opportunities, Partners for Places and 319 grants, which Kyla can work on with Mark Phipps from Baxter&Woodman. The community of Elgin is still growing, and it would be good to start looking into conservation efforts. It would be nice to provide an opportunity for people to get low-flow devices, or give out vouchers for such conservation products. It'd be beneficial to provide education on both water conservation and storm water management.The City of Elgin owns 124 detention ponds.The newer subdivisions have their own. What we need to do with some of our detention basins is take out the concrete channels and mowed turf grass, and install natural and native prairie plants. We have several storm water marketing materials developed by Baxter& Woodman ready to distribute electronically. Commissioners discussed ways to reach people and make education personal, so they are likely to take action. Commissioner Hernandez stated her support for applying the grant to address a water project need. It will be easy to give people something tangible to learn from just. r Commissioner Segel mentioned the added perk of saving energy, as nearly 70%of the cost of water is in the energy to move. Commissioner Knoerr asked for a report on the cost of the rain garden. A neighborhood or park rain garden project with educational signs may be an option. Commissioner Hernandez also suggested looking more at a composting project on a vacant city lot. A motion was passed for each commissioner to come up with three project ideas to go over with the commission next meeting. 2. Mighty Acorns contract renewal review Review budget for the 2015-2016 year of Mighty Acorns programming at Hawthorne Hill Nature Center. The budget provides scenarios for expansion of the program, with potentially two additional classrooms. Liaison described the budget presented for the Mighty Acorns contract renewal.The cost for five classrooms would still cost less than the previous year's three classrooms now that there is one less instructor to pay.There would be a small cost for supplies, as there will be more students served.The commission would pay for five classrooms, and if five classrooms are unable to participate, remaining funds will roll over into the next year. The commissioners expressed that they want to continue to support this program and its expansion. The budget was approved unanimously. E. Old Business 1. Sustainability Honor Roll Review any new nominations Liaison presented her nomination for Carl Missele.The commission will vote in August, so that awardee can be notified and award ordered in time for the October meeting. F. Commissioner comments/announcements 1. Commission survey status update Liaison updated the commission that the survey was still being developed. 2. Commissioner Masterson provided two potential dates for a Freedom Field fieldtrip.The group decided that Saturday,July 25 would work best.The plan is to leave the Centre at 8:30 a.m. Liaison will reserve a bus. 3. Commissioner Masterson said that Wanxiang New Energy isn't likely to donate any solar panels or offer discounts. However, there is a school grant program that is worth looking into. G. Adjourn The City of Elgin is subject to the requirements of the Americans with Disabilities Act(ADA)of 1990.Individuals with disabilities who plan to attend this meeting and who require certain accommodations in order to allow them to observe and/or participate in this meeting,or who have questions regarding the accessibility of the meeting or the facilities,are requested to contact ADA coordinator,at(847)931-6076,or TTY/TDD(847)931-5616 promptly to allow the City of Elgin to make reasonable accommodations for those persons. r ELGIN Sustainabtltty Commission Agenda • Tuesday, August 18, 2015 • 6 PM Robert Gilliam Municipal Complex, City Hall Second Floor South Conference Room 150 Dexter Ct., Elgin, IL 60120 A. Call to order(chairperson) B. Roll Call (staff liaison) C. Approval of previous meeting's minutes D. Communications 1. Welcome new commissioners& recognize new chairperson E. Discussion Items 1. Neighborhood Improvement Grant Carl Missele will present an application for the Neighborhood Improvement Grant to fund two free little libraries in the North Country Knolls Neighborhood. 2. Baxter&Woodman Stormwater Management Presentation & Discussion Baxter& Woodman consultant,Joel Krausse, will join us to discuss ways his company can help the commission continue to implement the Sustainability Action Plan 3. Plastic Bag Ordinance Explore creating an ordinance prohibiting plastic bags in Elgin as Chicago has done F. Old Business 1. Mighty Acorns contract renewal Consider funding a sixth classroom for the Mighty Acorns programs in the 2015-2016 school year 2. Freedom Field trip Decide on date& outreach efforts 3. Sustainability Honor Roll Cast votes for October Sustainability Honor Roll Award G. Commissioner comments/announcements 1. Commission survey status update from Liaison 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. ;S !; ELGIN Sustainability Commission Agenda •Tuesday,August 18, 2015 • 6 PM Robert Gilliam Municipal Complex, City Hall Second Floor South Conference Room 150 Dexter Ct., Elgin, IL 60120 A. Call to order(chairperson) B. Roll Call (staff liaison) Chairman Knoerr&Commissioners Aageson, Frazier, Hernandez,Jacobs, Masterson and Segel present. C. Approval of previous meeting's minutes Commissioner Frazier made a motion and July meeting minutes were approved. D. Communications 1. Welcome new commissioners&recognize new chairperson Liaison introduced the newly appointed Commissioner Aageson and recognized the Chairperson Knoerr to her newly appointed position. Liaison explained that Commissioner Keare was also appointed, but was unable to attend due to conflicts with the August meeting date that was rescheduled by liaison. We would recognize and welcome her at the September meeting. (111111 E. Discussion Items 1. Neighborhood Improvement Grant Carl Missele will present an application for the Neighborhood Improvement Grant to fund two free little libraries in the North Country Knolls Neighborhood. Carl Missele,Secretary of the North Country Knolls Property Owners Association presented the plans to build two little libraries in the neighborhood. Neighbors normally not involved in neighborhood activities presented the idea to the association. Little free libraries are weatherproof boxes used to store books that can be removed and replaced by neighborhood residents.The neighborhood is rather large,with borders of Larkin Avenue, Randall Road, Highland Avenue and McLean Boulevard. For this reason,they would like two libraries. One library would be off of a walking path in the neighborhood,and the other at 1835 Lin Lor Lane, on the corner of Lin Lor and Lyle. While you can buy purchase a basic pre-constructed Little Free Library model for under$200, they can build two for roughly$300, or$150 each. One neighborhood resident, Doug Schroyer, has agreed to build them and donate some of his services and materials.The grant amount requested is$150.Added to the proposal was a $35 fee for registration with the Free Little Library website, which will be paid for by the neighborhood group. When Carl left the meeting,the commission scored the grant application as follows r Neighborhood Improvement Grant Scoring Sheet Project: Little Free Libraries for the North Country Knolls Neighborhood Date: 8/18/15 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)7 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) 12 b. Project activities address a highly recognized need within the neighborhood (0 to 15 points) 12 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) 8 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) 10 Total:89/100 Comments:The commission requested that the liaison report back the remaining funds for Neighborhood Improvement Grants. 2. Baxter&Woodman Stormwater Management Presentation& Discussion Baxter& Woodman consultant,Joel Krausse, will join us to discuss ways his company can help the commission continue to implement the Sustainability Action Plan. Joel explained that they are contracted through the city of Elgin to help with stormwater management and we can utilize their services for projects.Their current contract ends in October/November, and they are looking for ideas to present to city council.The six components of the City's stormwater management program include Public Education and Outreach, Public Involvement and Participation, Illicit Discharge Detection and Elimination, Construction Site Stormwater Runoff Control, Post-Construction Stormwater Management, and Municipal Pollution Prevention.They've already helped previously with developing educational water bill inserts, flyers, articles for City newsletters, coordinating stream cleanups and more. He mentioned several objectives in the Sustainability Master Plan that could be addressed. Perhaps it would be worth creating content for the city's website and Neighbor Newsletter,as well as organize elementary school stream cleanups. Baxter&Woodman could educate and provide programs at the library and look into storm drain stenciling.They are also able to assist developing supplemental language for ordinances and subdivision standards in Elgin.The commission wishes to follow up with Joel Krause by September with ways to collaborate on projects relative to the commission's Sustainability Action Plan in the areas of community outreach, education and economic development. 3. Plastic Bag Ordinance [ Explore creating an ordinance prohibiting plastic bags in Elgin as Chicago has done Commissioner Jacobs stated that he brought this item to the agenda as a Plastic Bag ban ordinance was recently adopted in the City of Chicago.The commission discussed how targeting big box retailers is seemingly a tax on larger businesses,which doesn't really address the concern. With Elgin being a "mom and pop store" community,versus a big box commerce area,working with the smaller area businesses to change out plastic for recyclable or reusable bags may be the better way to encourage environmentally-friendly commercial behavior. Commissioner Aageson suggested educating businesses about the benefits and supplying them with bags that recognize the commission to bring regional awareness.The commission discussed that there are many arguments for and against such an ordinance,and that it requires further research and exploration. Commissioner Jacobs said he would check with the local Meijer and Menards managers to find their input from corporate offices regarding how the ordinance has effected their business and customers. F. Old Business 1. Mighty Acorns contract renewal Consider funding a sixth classroom for the Mighty Acorns programs in the 2015-2016 school year The Mighty Acorns reviewed budget related to the addition of a sixth classroom for the 2015-2016 school year,to the already agreed upon five-classroom model. Liaison explained that the sixth classroom would cost nearly double the price per classroom of a single room of the agreed upon five,as an extra instructor would be needed from the Conservation Foundation due to time restraints of the City's part-time naturalist. Liaison explained that Parks and Recreation would be willing to fund the additional classroom if the commission could not commit the funds, as they support the expanded program.The commission agreed to split the cost of the sixth classroom with the City of Elgin's Parks and Recreation department. The total cost for six classrooms is $4663 less$3350,the price of the five classrooms agreed upon in July, is$1313. That means the sixth classroom alone costs$1313, split in half is$656.50.The Parks and Recreation department will fund $656.50 and the Sustainability Commission will fund $4006.50 to pay for six Mighty Acorns 2015-2016 school year classrooms, budgeted at$4663. 2. Freedom Field trip Decide on date& outreach efforts Commissioner Masterson suggested the trip be extended an extra hour to allow for additional tour time.This would make the entire trip about 3 %2 hours. He asked the liaison follow up with whether this would affect the ability or price of renting a bus for the field trip.The bus would pick up and drop off from the Centre.Those without bus seats would be encouraged to carpool.The commission discussed the two date options, October 3 and September 26.The commission agreed upon Saturday, September 26.To open up the option to more community members and students, it may be wise to schedule two field trips each year,one in the spring and one in the fall. Freedom Field can accommodate around 100 people on tours. Gary provided a list of known interested parties to distribute trip information to,and the commission agreed to promote the event via social media,word of mouth, and email as well. 3. Sustainability Honor Roll Cast votes for October Sustainability Honor Roll Award Commissioners voted on their most preferred to least preferred awardee for the October 2015 Sustainability Honor Roll. Liaison explained that those commissioners absent or new could still vote and email votes to her prior to the next meeting. Five available votes, of eight total, were counted, and MultiFilm leading with points. Once the other three votes are sent to the liaison, she will email results, notify the Mayor,and order the award from Anderson's. G. Commissioner comments/announcements 1. Commission survey status update from Liaison The liaison updated commission that the commission survey is still being written. H. Adjourn The City of Elgin is subject to the requirements of the Americans with Disabilities Act(ADA)of 1990.Individuals with disabilities who plan to attend this meeting and who require certain accommodations in order to allow them to observe and/or participate in this meeting,or who have questions regarding the accessibility of the meeting or the facilities,are requested to contact ADA coordinator,at(847)931-6076,or TTY/TDD(847)931-5616 promptly to allow the City of Elgin to make reasonable accommodations for those persons. r r ELGIN Sustainability Commission Agenda •Tuesday, September 8, 2015 • 6 PM Robert Gilliam Municipal Complex, City Hall Second Floor South Conference Room 150 Dexter Ct., Elgin, IL 60120 A. Call to order(chairperson) B. Roll Call (staff liaison) C. Approval of previous meeting's minutes D. Communications 1. Welcome recently appointed Commissioner Amber Keare E. Discussion Items 1. Presentation, "New Stormwater Management Technologies and Funding Sources" Bryan Miko, Engineer with Advanced Drainage Systems, Inc., will present on new ideas and technologies being utilized across the country for dealing with the increased stormwater demands on municipalities. Both engineering practices and funding mechanisms will be the central focus of the presentation. Additionally, a short segment on how green infrastructure does not always have to be the color green will be included. 2. Solar Ordinance Discussion on permits applied for and issued since the adoption of the solar ordinance, and how we can help market this option to residents. 3. 2016 Sustainability Commission Budget Review Review proposed budget for the Sustainability Commission funds F. Old Business 1. Plastic Bag Ordinance Continued discussion on the research and possibility of developing a plastic bag ordinance for the city of Elgin. 2. Partners for Places grant proposal Continued discussion on project idea, requirements, and timeline. 3. Freedom Field trip Discuss marketing plan for September 26 visit to Freedom Field. 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. di rib' ....,,, ELGIN Sustainability Commission Minutes •Tuesday,September 8, 2015 • 6 PM Robert Gilliam Municipal Complex,City Hall Second Floor South Conference Room 150 Dexter Ct., Elgin, IL 60120 A. Call to order(chairperson) B. Roll Call (staff liaison) Chairwoman Knoerr and Commissioners Aageson, Frazier, Hernandez,Jacobs, Keare, Masterson, and Segel present. C. Approval of previous meeting's minutes August 2015 minutes were approved. D. Communications 1. Welcome recently appointed Commissioner Amber Keare. E. Discussion Items 1. Presentation, "New Stormwater Management Technologies and Funding Sources" ' Bryan Miko,Engineer with Advanced Drainage Systems,Inc., will present on new ideas and technologies being utilized across the country for dealing with the increased stormwater demands on municipalities. Both engineering practices and funding mechanisms will be the central focus of the presentation. Additionally, a short segment on how green infrastructure does not always have to be the color green will be included. Bryan Miko introduced himself and his company, Advanced Drainage Systems, Inc. He's a regional engineer that works a lot with municipalities. Bryan is a new resident to Elgin and he wants to gauge where the city of Elgin is at with water projects, and what they may be looking to do regarding sustainability. ADS, Inc. is the largest recycler of HDPE. He described stream health and that the desired impervious cover is 10%. When you reach above 10%,there are negative effects for the entire ecosystem. They help provide technologies to mimic the water flow and water volume of areas prior to construction. Their strategy is to attack the problem at its source, and help provide funding for infrastructure upgrades. We could implement a green infrastructure incentive program based upon that. Native soils don't tend to let a lot of infiltration in. ADS, Inc. are experts in underground detention/retention systems, and there are a variety of surface and subsurface infiltration systems. He explained that subsurface infiltration systems have superior performance in cold weather,with less variability than surface systems. He also discussed rainwater harvesting, like rain barrels and gray water applications, which are use both above-ground and below-ground storage tanks. Commissioner Masterson asked what he would recommend for repairing watersheds with such bad erosion. Bryan explained that even with ordinances in place,you need infrastructure to help.There are several factors that affect each creek/stream. Commissioner Frazier said that while the city's efforts are minimal, more of the responsibility falls on the property owners. She suggested have been more reactive at this point, when we communicate our ordinances, so we that are making more of an effort to educate people. Commissioner Hernandez asked since he moved here a year ago, if he had noticed anything in particular that needs work. r Commissioner Frazier said he should definitely sit down with Kyla to talk about ways to help the Swan and eastern Elgin neighborhoods. Liaison agreed to send Byran Kyla Jacobson's contact information. Bryan described FlexStorm, a product collects all sediment from construction runoff. It sits under the grate and it has a bypass that allows water to flow over the sides with high flows, but sediment in first flush is still caught in the fabric. This may be a technology the city of Elgin would be interested in. 2. Solar Ordinance Discussion on permits applied for and issued since the adoption of the solar ordinance, and how we can help market this option to residents. Liaison introduced the discussion item and filled in commission on current ordiance standings.The city of Elgin has currently only had one application for solar, and given a permit to that company. Commissioner Jacobs brought this discussion item to the agenda as he finds the current ordinance to be extremely cumbersome, costly, and overall difficult for a homeowner to both obtain the permit and install the solar panels. In his experience, he had to hire an engineer to verify a brand new roof was in place could handle the weight of a solar panel on the roof.This seems to be counter-productive, as the city does not require a permit to get a new roof, which is much heavier in comparison. He suggests we need to adopt a more resident-friendly system, and he believes it needs to be fundamentally changed.There was no advertising to community groups, in monthly newsletters, etc. to educate residents on the ordinance. He suggests that how would one cope with trying to put solar panels on their building as well as rebates and tax incentives need to be understood.The state of Illinois has stopped grants for 2015, and future grants will depend upon how the state budget pans out. Federal income tax gives 30%credit on the cost, but that expires at the end of 2016. Commissioner Frazier asked how Commissioner Jacobs would like the ordinance to read and suggested we get all the key players involved in a discussion. Commissioner Jacobs suggested it should look similar to other nearby city's solar ordinances, like Aurora, Schaumberg, and Naperville. Commissioner Aageson commented that Aurora teams up with the EPA,where they put the city on their website and help promote city efforts.Their ordinances are less restrictive.The City of Chicago has "solar express," where you submit an application and receive a response within 24 hours. Commissioner Frazier asked if we go back to the drawing board and submit another amendment. Commissioner Masterson suggested we do our homework and find regional municipalities to compare their ordinances to ours. Chair Knoerr suggested we also talk to installation companies to see what issues they run into with solar legislation. Commissioner Keare suggested we ask the communities themselves what the benefits are, what they are getting from the solar ordinance, success rate, how many people are doing using solar, etc. Commissioner Jacobs said the Illinois Power Association could help advise, and maybe we should ask them to review our ordinance. Commissioner Masterson agreed to look into solar in Oak Park, Evanston, and Rockford. Commisioner Jacobs and Chair Knoerr agreed to research the City of Chicago, while Commissioner Aageson looks at Aurora and Commissioner Frazier at Naperville. Commisioner Keare will contact Illinois Power Association and inquire if they have a list of registered contractors, requirements, etc. Most cities have it set up their ordinance that if you have a licensed electrical contractor,that's all you need. Commissioner Aageson fsuggested we also ask people what they did to market it and let people know they have the option to use solar. It seems most of the issues faced with our ordinance have to do with safety, that being the weight of the solar panels. Commissioner Jacobs had panels that were 5x5 feet, each weighing 4 pounds. If you have a tree blocking solar panel area (Item 8, page 6),you are required to have a tree survey to see what trees will be removed. r The ordinance also says utility companies must be notified.The main topics of research and improvement to the City of Elgin's current ordinance include response time, utility companies, tree issues, solar panel weight&available hookups, marketing of opportunity, number permits of permits issued, and whether or not they allow leased solar panels. Commissioner Keare asked if we should survey residents to see how they feel about solar and their related interest levels.There was a suggestion made that Commissioners send Liaison ideas for questions to ask other localities about their solar power ordinances. Liaison was to incorporate all suggestions into a data base/spreadsheet, which would be used by each Commissioner when gathering information from other cities. Commissioner Masterson motioned for everyone to do his or her research and we would discuss the item further at our October meeting.The motion was passed. 3. 2016 Sustainability Commission Budget Review Review proposed budget for the Sustainability Commission funds Liaison provided a breakdown of the commission's 2016 budget into 4 categories (Friends of the Fox, Mighty Acorns, Event Sponsorship, Education & Outreach).The commission has a budget of$24,000 for the 2016 year, with agreements to pay$5000 to Friends of the Fox and roughly$4000 to the Conservation Foundation for Mighty Acorns programming at Hillcrest Elementary.The commission passed the budget with seven in favor, and one abstention (Commissioner Segel). Chair Knoerr suggested we need a project that people can see,feel, touch, etc. and we need to focus on that project. Chair Knoerr has looked into projects done in the name of sustainability and transit is one idea. She thinks we need rto focus on a big community project, and maybe we need to look at grants for funding, than relying on our budget that can be spent otherwise. F. Old Business 1. Plastic Bag Ordinance Continued discussion on the research and possibility of developing a plastic bag ordinance for the city of Elgin. Commissioner Masterson discussed his research and that many things suggested engaging with big retail stores and entice them to give away bags, or sell that at a very reasonable cost. He thinks this would be a better alternative than the thick plastic option, like Chicago is using. Commissioner Keare said having a incentive, like 5 cents off for each bag you don't use is an option. She went somewhere and they let her put her name in a raffle for bringing her own bag, and liked that idea as well. Commissioner Jacobs had contacted the Meijer environmental compliance and sustainability contact, and Meijer is not currently affected by a plastic bag ordinance, but he'd be willing to work with us on a local policy. Commissioner Masterson said, "why not go back to paper bags?" Commissioner Aageson, who works for Aldi Corporate, said either big box stores need to come around to the idea or we will need to impose an ordinance. She suggested it could be beneficial to have on a survey to the public as well. Money talks, and maybe we approach companies with the Aldi business model of efficiency to show them how much money both they and customers could save, and the environment would win too. She also said Ireland enacted such an ordinance and their plastic bag use went down 94%. It's working in other places, it flak could work here. Commissioner Keare suggested it's like smoking in restaurants,there's an uproar at first, but over time, it's embraced and becomes the norm. Commissioner Jacobs suggested we work with Waste Management to help with the effort, as they could also provide insight and statistics. Commissioner Jacobs said that he would contact Waste Management to learn about the problems associated with plastic bags in the garbage. Chair Knoerr motioned to keep this item on Old Business for next meeting, and that the group continue to research this topic and have conversations.The motion was approved. 2. Partners for Places grant proposal Continued discussion on project idea, requirements, and timeline. Chair Knoerr made a motion to table this item until next meeting.The motion was approved. 3. Freedom Field trip Discuss marketing plan for September 26 visit to Freedom Field. Liaison will post and boost post for trip on City of Elgin social media pages. Commissioner Masterson made a motion for the commission to pay up$150 for promotion of the event. The motion was approved. G. Commissioner comments/announcements Liaison stated there was still no driver arranged for the Freedom Field trip, but she would update on the status via email as soon as available. H. Adjourn A motion to adjourn was passed. 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 ELGIN Sustainability Commission Agenda •Tuesday, October 13, 2015 • 6 PM Robert Gilliam Municipal Complex, City Hall Second Floor South Conference Room 150 Dexter Ct., Elgin, IL 60120 A. Call to order(chairperson) B. Roll Call (staff liaison) C. Approval of previous meeting's minutes D. Communications 1. Sustainability Honor Roll presentation Mayor Kaptain will present the second award to Carl Missele 2. Freedom Field Trip presentation Commissioner Masterson will provide a brief recap on the September 26 field trip E. Discussion Items 1. Presentation by Waste Management Waste Management representatives will present to the commission on issues with recycling in the Elgin area,followed by time for questions and discussion. 2. Boys & Girls Club of Elgin garden After recent theft from garden at the Boys& Girls Club of Elgin, we will discuss potential ways to assist&support. F. Old Business 1. Plastic Bag Ordinance Continued discussion on the research and possibility of developing a plastic bag ordinance, or other methods of addressing the issue in the city of Elgin. 2. Solar ordinance Discussion on potential changes to the City of Elgin's current solar ordinance based on findings of other nearby community solar ordinances. 3. Partners for Places grant proposal Continued discussion on project idea, requirements, and timeline. 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. it r ELGIN 5ustatnabtltty Commission Minutes•Tuesday,October 13,2015. 6 PM Robert Gilliam Municipal Complex,City Hall Second Floor South Conference Room 150 DexterCt., Elgin, IL 60120 A. Call to order(chairperson) B. Roll Call (staff liaison) C. Approval of previous meeting's minutes D. Communications 1. Sustainability Honor Roll presentation Mayor Kaptain will present the second award to Carl Missele Mayor Kaptain told a few stories about Carl that account for his character. He then presented Carl the award and the two posed for a few pictures. Carl gave thanks for the recognition. 2. Freedom Field Trip presentation Commissioner Masterson will provide a brief recap on the September 26 field trip Gary presented a slideshow of photos from the trip to Freedom Field, and described different aspects of the tour. E. Discussion Items 1. Presentation by Waste Management Waste Management representatives will present to the commission on issues with recycling in the Elgin area,followed by time for questions and discussion. Vaughn Kuerschner and Sheila Sarovich, both representatives for Waste Management, presented to the commission. They showed a photo of an actual recycling load just taken of the truck to illustrate what the types of non-recyclables that are ending up in recycling. They discussed global trends in recycling and how the demand for recyclables is down in the Chinese market. Now, the recyclables they do take need to be really clean. Low oil prices makes raw materials cheaper to make than recycling right now. The recycling world has changed.The way we live has changed; we are using way more materials.Waste generation per capita is down. For example, there is much less paper.Why? One reason is there has been a 50% reduction in newspaper since 2006. People want to recycle, and when in doubt, they throw items in the recycling.The thinking needs to be the opposite, as this mentality ends up contaminating more recycling that it does helping. Product packaging has changed,and recycling is different in different parts of the country as well. Consumers can become confused. Containers have changed. Overall,the net impact is that r consumers are confused on what can and cannot be recycled —they want to, but habits vary. Attitudes around recycling are good, but we need to change behaviors. Instead of traditional advertising campaign,they use community-based social marketing strategies. These strategies work best when there are lots of partners within communities. It allows the opportunity to create community-wide education. To be effective,they simplify the message.Vaughn& Sheila said, "We don't just tell people what to do, we tell them why, so there is understanding." Recycle Often Recycle Right is the campaign, which suggests it's time to rethink recycling.Waste Management is asking people to make a commitment and only do 3 things: 1) Recycle all bottles cans & paper, 2) No food or liquids,and 3) No plastic bags. Commissioner Masterson mentioned we are trying to take a position on single-use plastic bags.Vaughn said,"While they are recyclable,its something Waste Management does not collect."Commissioner Segel asked if we have the campaign information is available in Spanish. It is not on website yet, but they can provide materials as we need. Commissioner Aagesen inquired as to how they measure success.Vaughn said, "We rely a lot on the drivers. You can look at the load when the truck gets back. You know what area of town they were in." Commissioner Aagesen asked if there are any ideas for incentives, like, if looking at my bin and all is correct, maybe I receive a discount on recycling.Vaughn agreed to share with Dan Ault feedback when contamination levels improve, and we could talk about doing something in the future. Right now we need to build on this and focus on education. That would be a great way to focus on the individual. Commissioner Segel said he would encourage integrating this education into the school system as much as possible. Commissioner Keare asked about the China situation regarding taking our recycling. Since they are a developing nation and they use a lot of the material to make goods,they're economy has slowed down and are thus more strict on what they'll accept. Dan Ault mentioned that Elgin's number one problem in waste is contaminated recycling. Dan Ault asked that the liaison send the RORR MythBusters to the commission. It is interesting how much that is recovered at a recycling plant actually ends up going to the landfill.The commission can take the lead on this locally and really make an impact. 2. Boys&Girls Club of Elgin garden After recent theft from garden at the Boys&Girls Club of Elgin, we will discuss potential ways to assist &support. Commissioners questioned whether or not the Boys and Girls Club has cameras or any security.They suggested the neighbors get involved, as to have the community invested and keep an eye out. Around harvest time, increased police presence in the neighborhood could be requested. Maybe next spring, if they could organize a "donate a plant day" and have a list of what they want and need. The commission could set up a volunteer day to help with either the fence or planting next year. The commission could also look into providing a sign saying"Private garden" or a more educational sign describing why they have the garden. F. Old Business 1. Plastic Bag Ordinance Continued discussion on the research and possibility of developing a plastic bag ordinance, or other methods of addressing the issue in the city of Elgin. Commissioner Jacobs had further investigated compostable bags and found them to be very expensive. A campaign to educate the public would be a good place to start. Asking businesses to have cashiers ask, "Do you need a bag for this?" or "Did you bring your own bag?"Commissioner Aagesen suggested we gather metrics and publish the information from Chicago,to show people that bans are terrible, and there is a reason for it. Liaison suggested drafting a letter to businesses asking them to try leaving boxes by the checkout and see if people use them. Commissioner Masterson suggested we partner with Waste Management to distribute reusable bags with both logos as well as their"3 things to remember" icons. We should piggy back on the WM initiatives and ask people to make a commitment to recycling right or reducing plastic bag use.An audience member suggested a return "community Elgin bag" use. Commissioner Frazier suggested we have a presence at a Kane County event to help educate folks. Liaison will reach out to Jennifer Jarland of Kane County Recycling to inquire. Commissioner Masterson motioned we partner with Waste Management to create reusable bags. It may be best to reach local small shops first. The commission would like to distribute directly to residents. The bag could have an informational insert, with one side printed in Spanish, or have the message rely on icons. Liaison suggested we start with the neighborhoods that are bringing in the most contaminated recyclables first.The commission also discussed that we try to change habits by asking businesses, like Butera and other big box stores,to get involved in ways that would not cost them anything. One idea is to get cashiers to start asking, "Did you bring a bag today?" or "Do you need a bag?" Another idea is to ask businesses to do a bag exchange,or have boxes by checkout. It was suggested we ask Waste Management representatives to educate stores, and potentially have small sessions with employers to help them to both save money and help the environment. A motion was made to approach businesses and ask Waste Management to partner for a reusable bag program. 2. Solar ordinance Discussion on potential changes to the City of Elgin's current solar ordinance based on findings of other nearby community solar ordinances. Todd Martin attended the meeting, and said he would be more likely to install solar if it were less complicated to do so.Commissioner Jacobs gave some background as to how frustrated he was when trying to put solar on his new house. Liaison told commission that they need to determine exactly what changes they would like to see in the ordinance. eNK Chairperson Knoerr suggested it should be like the City of Chicago,where they put all the liability on the installer and have a quick turn around time. Chicago suggests you choose a solar installer that is knowledgeable about grants. With the Chicago Ordinance, by eliminating engineering requirement, they save residents nearly$2,000-$3000, and its up to the installer to ensure that engineering is adequate. It was agreed there is a need to develop some framework, a publishable document, and have a reply for a reasonable amount of time. Commissioner Jacobs made a motion that due to the late collection of commissioner research,it would be best for all to take home the spreadsheet of information and come back next months with a list of priorities in what changes are to be requested. 3. Partners for Places grant proposal Continued discussion on project idea, requirements, and timeline. Commissioner Segel inquired as to why this discussion item isn't listed as the "water issue" project. Liaison responded that no specific project, related to water or not, has yet been agreed upon. Chairperson Knoerr said water is huge and abstract; we need to do something we can wrap our hands around. She suggested we need to find out from departments what projects they have going. Commissioner Hernandez suggested the group look into doing a project related to community composting. A motion was made for to each commissioner to bring an idea/project that would be beneficial to the community at the November meeting. G. Commissioner comments/announcements Commissioner Masterson announced that Wanxiang Energy has invited the commission to tour their manufacturing plant. He also announced that the Northern Illinois Renewable Energy Summit & Expo is on Thursday, November 5. He will be driving and can accommodate 4 passengers. Todd Martin announced that he is part of the pilot chicken program. He discussed the possibility of an Elgin sustainability tour to view the chicken homes. Some members of the community are still afraid of chickens, and it's a great way to educate them. The tour could include open houses at sustainable homes, LEED buildings, rain gardens, etc. Todd would be willing to coordinate and get the idea off the ground. He requested we add this idea as a discussion item to the next meeting. It could be planned over winter, and launched in the springtime. H. Adjourn The City of Elgin is subject tothe requirement of the Americanswith 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 a nd/orparticipate in this meeting,or who have questions — rega rd i ng the a ccessibil ityof the meeting or the facilities,a re 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 L► ELGIN Sustainability Commission Agenda •Tuesday, November 17, 2015 • 6 PM Robert Gilliam Municipal Complex, City Hall Second Floor South Conference Room 150 Dexter Ct., Elgin, IL 60120 A. Call to order(chairperson) B. Roll Call (staff liaison) C. Approval of previous meeting's minutes D. Discussion Items E. Old Business 1. Solar ordinance Continued discussion on potential changes to the City of Elgin's current solar ordinance based on findings of other nearby community solar ordinances. 2. Partners for Places grant proposal Continued discussion on project idea, requirements, and timeline. 3. Waste Management partnership Update on collaborative efforts/ideas with Waste Management related to plastic bags and promoting proper recycling. F. Commissioner comments/announcements 1. Update related to Wanxiang New Energy tour possibility 2. 2016 Sustainability Commission meeting dates G. Adjourn The City of Elgin is subject to the requirements of the Americans with Disabilities Act(ADA)of 1990.Individuals with disabilities who plan to attend -a– 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 ELGIN Sustatnability Commission Minutes•Tuesday, November 17, 2015 • 6 PM Robert Gilliam Municipal Complex,City Hall Second Floor South Conference Room 150 Dexter Ct., Elgin, IL 60120 A. Call to order(chairperson) B. Roll Call (staff liaison) Chairperson Knoerr and Commissioners Aageson, Frazier, Hernandez,Jacobs, Keare, Masterson, and Segel are all present. C. Approval of previous meeting's minutes The October 2015 meeting minutes were approved. D. Discussion Items Chairperson Knoerr expressed the need to review Roberts Rules of Order and adhere to them to help respect everyone's time and keep our meeting running smoothly. There is also a need to review the Open Meetings Act. Liaison will send out a copy of rules and main points to remember for Open Meetings Act to commissioners. E. Old Business 1. Solar ordinance Continued discussion on potential changes to the City of Elgin's current solar ordinance based on findings of other nearby community solar ordinances. The commission reviewed Commissioner Jacobs' suggested modifications to the solar ordinance. Commissioner Masterson reviewed the original spreadsheet along with these for his analysis. Both said that screening solar panels from view seems logical. Commercial buildings were not specifically addressed regarding screening in the suggestions, as Commissioner Jacobs stated they are on property that is zoned as commercial, and therefore has different building requirements. One suggested modification of Commissioner Jacobs' is to require that contractors installing solar must be licensed by the North American Board of Certified Energy Practitioners (NABCEP),which seemed like the prevailing organization.This related to the "E: Additional Regulations" section of the ordinance. Commissioner Frazier said if this becomes ordinance, it could create issues when requiring a specific certification of a organization/body, for example, if the organization went out of business. Commissioner Commissioner Keare suggested they installer be a certified electrician. Chairperson Knoerr suggested the text be changed to say installer is certified or industry-recognized."She suggested we look up another ordinance that governs electrician certifications. Commissioner Frazier stated that the City of Elgin requires contractors provide proof of license and insurance. Commissioner Masterson stated that the Rockford ordinance says it shall adhere to the national electrical code. Commissioner Frazier suggested we rephrase the language to say, "Certified by an industry-standard organization such as NABCEP." Commissioner Aageson stated that while looking over Chicago's ordinance, all solar systems are subject to review by the city and it's a policy, not an ordinance, meaning they rik withhold the right to decide whether or not each installation is feasible. Commissioner Frazier suggested we do not have the staff to do what Chicago does, and we want to make it simpler, not as burdensome for citizens. In one modification recommendation, Commissioner Jacobs suggested offering residents a rebate of a percentage of the installation cost.The cost of installation is much more expensive than the solar panels themselves. Liaison suggested with the current state of the budget, it would be difficult if not impossible to fund such a rebate program. If there's no way to fund a rebate, maybe we could waive the permit fee. Commissioner Masterson mentioned he was unsure of what tree ordinance is referencd and how it's relevant in the solar ordinance. Liaison agreed to find additional information. Commissioner Frazier made a motion to present these ideas to the Planning and Zoning commission. Commissioner Jacobs seconded the motion. Commissioner Hernandez suggested that Andy Urbock(solar teacher at ECC) could be a great resource for additional information on the topic. Chairperson Knoerr asked if he would be able to provide feedback on the suggested ordinance modifications. Commissioner Frazier rescinded her motion and made a revised motion to have the mentioned Andy Urbock, if available to, review our modifications&Commissioner Hernandez facilitate such a dialogue.The motion was passed. Liaison would reach out to Sarosh Sahar of the Community Development department to see if he can attend December 8 meeting to answer any questions. 2. Partners for Places grant proposal Continued discussion on project idea, requirements, and timeline. Commissioner Segel stated it was not sensible to get a proposal together by December. He suggested the need to focus on Elgin, and not worry about other entities. He stated that the commission has quality ideas, but the best thing to do is taking a different approach, and plant the seeds for a project, not make up a project. He suggested the commission try to get organizations in partnership, and work on the things that are important related to water quality and sensibility for the future. People need to be engaged, and this could give groups a reason to meet together. He suggests we need to make a toolbox available to such groups and organizations. Commissioner Masterson said one project example he was interested in was urban agriculture, but would need to first find if it would be feasible. Some questions include are there empty lots that weren't ground sites, and if they happen to be in neighborhoods where there is an association, would the city allow that neighborhood to use it for neighborhood gardening?The commission could support materials &tools for such a project. Chairperson Knoerr commented that having a visible project is the best way to spread the message. Commissioner Masterson went on to suggest there could be a pilot program with two or three lots, in an area where an organization is already in place and they are more likely to succeed. After a year,the program could be evaluated and potentially expanded. Commissioner Hernandez suggested that schools would be a great place to start. Commissioner Masterson commented that there could be issues with that related to the summer when kids are out of school. Commissioner Hernandez said it'd be a good activity for kids during the summer, and since it'd be voluntary, there wouldn't be cost for kids to enroll. Commissioner Knoerr suggested that to move that forward, another organization would need to be involved and buy into it. Soil in lots would also need to be tested.The land by Gail Borden is visible and gets a lot of sun, but commissioners suggested that land was a prior recycling area, and the soil is not healthy. Potential partners for such a program include the Elgin Community Garden Network, the Boys and Girls Club of Elgin, and the Gail Borden Public Library.The liaison said the city currently has an "Adopt a Garden" program, but that is for city-owned garden beds.This project would be Community Use of Public Land for Public Gardens. Elgin Community College has a summer program for children. Commissioner Jacobs said the money from the grant would provide money to hire people to carry out such a program and teach;there's no need to find volunteers to run programs. Commissioner Keare has a friend in Chicago that bought a lot of land for an urban farm, and he may be a good resource for both community-level gardening and school/neighborhood gardening. Commissioner Aageson looked at idea bank and found one to be most all encompassing projects was Charlottesville,VA's project to reduce energy consumption by increasing efficiency. By getting people to see their costs go down,they can be more inclined to change habits. Retrofit homes, outreach (encouraging behavior changes), and deliver targeted outreach to the hard-to-reach segments (low income, renters) are some examples. Commissioner Frazier wants to keep stay in line with our strategic goals and plans, and especially how economic development relates to sustainability. She would like us to work towards Shared Harvest coming into fruition. Chairperson Knoerr suggested, since they are a for-profit organization, we cannot help them. Partnering with Waste Management to educate the public on sustainable issues is a good option. We could have a very broad request for funding. We are losing a stream of revenue, and we are looking for money to help support our goals/initiatives. Commissioner Keare suggested having rooftops gardens or community gardens would be a nice project for the commission to look into. Chairperson Knoerr said even when you give out fresh produce, not all know what to do with it. Many people are used to eating out of cans or having prepackaged foods. Commissioner Aageson suggested community dinners with expertise from ECC's culinary department could help address that issue. Cooking classes and pop-up dinners could support community gardens, and they could feed off of each other. It could talk about nutrition in general and sustaining a new, healthy generation and population. Commissioner Hernandez suggested a composting facility could help with economic development. Liaison will look into grant writing and whether there is someone on staff that can help or if someone can be hired to do such. As Commissioner Masterson mentioned the need to to first find out if its feasible, liaison also mentioned the need to find out what parcels are available and suitable before looking at grant writing and applying. Commissioner Masterson mentioned his interested in doing some sort of reusable bag program. He described how ACE Hardware does a "20%off anything you can fit in a reusable bag" promotion. If we can partner with an organization/business we could share the cost of the bags. Chairperson Knoerr commented the city should consider creating an ordinance so that the city can only order/purchase local supplies, and supplement it with a "buy local" campaign. Commissioner Hernandez discussed a documentary called, "Just eat it" and suggested the City of Elgin have a store that sells bruised fruit and food that grocery stores would normally just throw away. Commissioner Aageson suggested outreach with different food establishments and offer them solutions to food waste, like donating to the Crisis Center, J etc. Commissioner Jacobs described a pickup program Waste Management has for grocery stores that is specific to food. 3. Waste Management partnership Update on collaborative efforts/ideas with Waste Management related to plastic bags and promoting proper recycling. Liaison updated the commission on Waste Management route audits and cart hangers. F. Commissioner comments/announcements 1. Update related to Wanxiang New Energy tour possibility The Open House was moved to Tuesday, December 8. Gary, Laura, and David will carpool. 2. 2016 Sustainability Commission meeting dates Commissioner Jacobs made a motion to change the meeting start times to 6:15 p.m., and the motion was passed. G. Adjourn The City of Elgin is subject to the requirements of the Americans with Disabilities Act(ADA)of 1990.Individuals with disabilities who plan to attend — this meeting and who require certain accommodations in order to allow them to observe and/or participate in this meeting,or who have questions — regarding the accessibility of the meeting or the facilities,are requested to contact ADA coordinator,at(847)931-6076,or TTY/TDD(847)931-5616 promptly to allow the City of Elgin to make reasonable accommodations for those persons. r r • 1► ELGIN Sustainability Commission Agenda • Tuesday, December 8, 2015 • 6 PM Robert Gilliam Municipal Complex, City Hall Second Floor South Conference Room 150 Dexter Ct., Elgin, IL 60120 A. Call to order(chairperson) B. Roll Call (staff liaison) C. Approval of previous meeting's minutes D. Communications Welcome newly appointed Commissioner Scott Hajek E. Discussion Items F. Old Business 1. Solar ordinance Continued discussion on potential modifications to the City of Elgin's current solar ordinance. 2. Partners for Places grant proposal Continued discussion on project idea, requirements, and timeline. G. Commissioner comments/announcements Liaison to announce change to Kane County Recycling events 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.