HomeMy WebLinkAbout2018 SUSTAINIBILITYi
ELG1
sustatnabi(ity Comm[sston
Agenda • Tuesday, January 9, 2018 • 6:00 p.m.
Robert Gilliam Municipal Complex, City Hall
Second Floor South Conference Room
150 Dexter Court, Elgin, IL 60120
A. Call to order (chairperson)
B. Roll Call (staff liaison)
C. Approval of previous meeting's minutes
D. Other persons present
E. Discussion Items
F. Old Business
1. Procedural Changes and Commission Goals
Continue discussing opportunities to bring more structure and efficiency to commission
meetings and how/where to focus energy. Set a date for a work session outside of
regular meeting dates.
2. EnergySage marketing opportunity
Continue discussion of potential to partner for education and promotion of solar in the
Elgin community.
3. Fox Valley Sustainability Network Sponsorship
Discuss commission focus and how to achieve plan goals through sponsorship and
participation in the Fox Valley Sustainability Network meetings.
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.
1
ELGINl
Minutes • Tuesday, January 9, 2018 • 6:00 p.m.
Robert Gilliam Municipal Complex, City Hall
Second Floor South Conference Room
150 Dexter Court, Elgin, IL 60120
A. Call to order (chairperson)
B. Roll Call (staff liaison)
Chairperson Aagesen and Commissioners Anderson, Keare, Masterson and Segel present.
C. Approval of previous meeting's minutes
November 2017 meeting minutes were approved.
D. Other persons present
Paul Berland and Robin Migalla from Elgin Green Groups 350 present.
E. Discussion Items
F. Old Business
1. Procedural Changes and Commission Goals
Continue discussing opportunities to bring more structure and efficiency to commission
meetings and how/where to focus energy. Set a date for a work session outside of
regular meeting dates.
The commission is in agreement that the new practices (task list and round-robin
discussions) will help commission meetings maintain focus and efficiency in respect of
everyone's time. It's just no reengineering our meetings with task lists and round-robin
discussions, but making ideas actionable and relating everything back to our Sustainability
Action Plan. The goal is to address the "drift" from our plan, which can be addressed by
how we manage our meetings and make every conversation actionable, assign ownership
and keep everyone updated on our accomplishments. After Recognize Other Persons
Present portion of meetings, a round robin of updates from focus groups can take place, as
well as an update to tasks. Chairperson Aagesen will continue to be the keeper of the task
list. As for work sessions, groups need to define broad areas that sustainability touches in
Elgin. There is a need to update the plan. Each regular meeting agenda might have an
"Elgin Sustainability Action Plan Refresher" that could address one area of the plan at a
time. In addition, the group would like to plan a work session outside of regular meetings.
The objective of the work session would be like a planning retreat and should be to take a
broad look at the action plan, and understand what we would like to achieve and what we
can achieve with the greater goals of the City. Since we already have a plan, that will be
the focus. From there, we can create a 2018 roadmap. Commissioner Anderson will be a
great resource to help us work through this retreat. We want public participation and need
to reach out to our community assets to invite them to be part of this broader discussion.
Public meetings should also be planned to ask what the community wants/need before
any changes to the plan are advised. March 3 or 10 look like promising dates for the
retreat. Liaison will send a Doodle to commissions to see which date works best. For the
February meeting, the liaison will pull together a list of what organizations and programs
the commission supports or has supported. Questions we can address are: 1) What other
obligations do we have/should we have?, and 2) What overlaps do we have in our plans?
2. EnergySage marketing opportunity
Continue discussion of potential to partner for education and promotion of solar in the
Elgin community.
Chairperson Aagesen would like to find out how other cities that use EnergySage measure
their outcomes. Commissioners can submit any specific questions for other cities that use
EnergySage to the liaison by February 1. There's a spectrum of participation that includes
having information available on the website and directing people there on one end. On the
other end is more direct marketing like direct mailers or paying for other marketing
materials. Some initial questions might be "Was the city a plug and play? Or did they use
staff time and money to be on the other end of the spectrum? How did they each measure
their success?" There are other energy -related considerations beyond solar too. ComEd
may do free energy audits. Plugin Illinois is a marketplace for to compare rates of
electricity. Solar America Cities is a program through the Department of Energy.
Chairperson Aagesen will investigate and report back, as well as see if there are other
government programs.
3. Fox Valley Sustainability Network Sponsorship
Discuss commission focus and how to achieve plan goals through sponsorship and
participation in the Fox Valley Sustainability Network meetings.
When we develop a focus for 2018, we should use the membership of this organization for
networking opportunities to talk to other people about that focus. For example, if the
focus is solar, members see what other members are doing. The commission could suggest
presentations or forums on those topics. The commission can start compiling a catalog of
experiences from the meetings, materials, presentations and take -a -ways and
conversations. It's important to identify additional assets when looking to tackle specific
initiatives. Liaison will reach out to FVSN and see if they have tentative dates/times set for
the year so our group can look into that. Chairperson Aagesen and Commissioner Keare
will start the catalog.
G. Commissioner comments/announcements
-Reminder: Sustainability Honor Roll in February.
-Elgin will be home to the Kane County Food Hub.
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
3ustainability Commission
Agenda • Tuesday, February 13, 2018 • 6:00 p.m.
Robert Gilliam Municipal Complex, City Hall
Second Floor South Conference Room
150 Dexter Court, Elgin, IL 60120
A. Call to order (chairperson)
B. Roll Call (staff liaison)
C. Approval of previous meeting's minutes
D. Other persons present
E. Working Groups and Task -Related updates
F. Discussion Items
1. Sustainability Honor Roll award
Conduct individual votes for next recipient.
2. Sustainability Plan Review & Work Session plans
Review any Doodle responses and set tentative agenda
G. Old Business
H. Commissioner comments/announcements
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.
. A - -
ELFIN
Sustainability Commission
Agenda • Tuesday, February 13, 2018 • 6:00 p.m.
Robert Gilliam Municipal Complex, City Hall
Second Floor South Conference Room
150 Dexter Court, Elgin, IL 60120
A. Call to order (chairperson)
B. Roll Call (staff liaison)
Chairperson Aagesen and Commissioners Anderson, Keare, Masterson, Miko, Segel and Waden
present.
C. Approval of previous meeting's minutes
Commissioner Anderson recommended two line changes to clarify discussion. Pending changes,
minutes were approved.
D. Other persons present
Three members from Elgin Green Groups 350 were present.
E. Working Groups and Task -Related updates
-Liaison reminded the group of the initial questions drafted for communities working with
EnergySage. She will reach out to those communities pending any additional questions by
commissioners. Chairperson Aagesen suggested "Pick My Solar" may be another option. The
difference from EnergySage is that "Pick my solar" provides users with a dedicated energy
advisor.
-Two online forms (Discussion item request and Financial support request forms) can be added to
the new website when it launches. Liaison will send forms to the commission so feedback can be
provided.
-Commissioner Anderson went through the Sustainability Action Plan and identified all goals and
objectives that have to do with solar.
-Commissioner Keare provided an update on the January Fox Valley Sustainability Network forum
on solar and renewable energy.
-Sustainability development goals is a project Commissioner Anderson is spearheading.
-Organizations/programs we support — Liaison is working on list and will go back historically.
-Fox Valley Sustainability Network Catalog — attendees will work to provide a catalog of topics as
well as people met through meeting networking.
-Commissioner Anderson will look into whether or not ComEd does free energy audits. He
suggested when looking at the action plan, not all things are equal. Not all are "A" priorities. It's
unclear what order the group should tackle items. Some things are changing so quickly — we need
to determine what things become obsolete.
F. Discussion Items
1. Sustainability Honor Roll award
Conduct individual votes for next recipient.
Liaison will enter votes into a spreadsheet and send results to commission.
2. Sustainability Plan Review & Work Session plans
Review any Doodle responses and set tentative agenda
The retreat will be held on Saturday, March 3, from 10:00 —1:00 at Hawthorne Hills Nature
Center. Liaison will double check that the nature center is available.
G. Old Business
H. Commissioner comments/announcements
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.
NOTICE OF SPECIAL SUSTAINABILITY COMMISSION MEETING
Notice is hereby given that the Elgin Sustainability Commission will conduct a special meeting on
Saturday March 3, 2018, beginning at 10:00 a.m., at Hawthorne Hill Nature Center, located at 28
Brookside Drive, Elgin, Illinois.
The purpose of this meeting is to review the commission ordinance and discuss potential changes,
define new group and individual roles and responsibilities, and review the status of the Sustainability
Action Plan and discuss options going forward.
DATED: February 26, 2018
Kimberly Dewis , Elgin City Clerk
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ELGIN
Sustainability Commission
Agenda • Saturday, March 3, 2018 • 10:00 a.m.
Hawthorne Hill Nature Center
28 Brookside Drive, Elgin, IL 60123
All items listed below are for discussion purposes only and no final approval is being sought.
A. Welcome & Introductions (chairperson)
B. Objectives of the Special Meeting (chairperson)
C. Ordinance Review (staff liaison)
D. Defining group and individual roles/responsibilities (Commissioner Anderson)
E. Break
F. Presentation: Sustainability Plan Review & options going forward (staff liaison)
G. Commissioner assignments for followup at the March 13 regular meeting (chairperson)
H. Adjourn (chairperson)
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.
iw
ELGINi
Minutes • Saturday, March 3, 2018. 10:00 a.m.
Hawthorne Hill Nature Center
28 Brookside Drive, Elgin, IL 60123
A. Welcome & Introductions (chairperson)
All commission members were in attendance including Chairperson Aagesen and Commissioners
Anderson, Keare, Masterson, Miko, Segel and Waden. In addition, the staff liaison, Assistant City
Manager Aaron Cosentino and seven members from the community were present.
B. Objectives of the Special Meeting (chairperson)
Chairperson Aagesen described the objectives of the meeting to have discussions, without any
decisions, on items that involve the commission makeup (as it pertains to the ordinance),
commission goals and individual responsibilities and to dive into objectives of the plan that have
not yet been started and get an idea of what direction the commission wants to take the current
Sustainability Action Plan.
C. Ordinance Review (staff liaison)
The liaison read through the current ordinance and discussed each item. The intent of having the
commission makeup include three staff members was to get internal buy -in when the
commission was created. It is the only commission with required staff members, which may no
longer be necessary. The Human Relations Commission, for example, has two ex-officio staff
members, but they do not have voting powers. The Bicycle and Pedestrian Advisory Committee
requires perspectives from representatives from City departments including Community
Development, Parks and Recreation, Police and Public Works. Those are not voting members
though. The group discussed that staff could be invited to commission meetings for perspective
when discussion items deemed representation necessary, and that would open up additional
community member positions on the commission. The liaison suggested the commission needs
to determine a policy for what is considered an excused absence in regards to attendance
requirements. The liaison pointed out duties that no longer are part of the commission, such as
the rebate program and neighborhood improvement grant. The ordinance should not be that
specific. For example, the commission awards the Sustainability Honor Roll, but it does not need
to be listed as an official duty in the ordinance. The entire ordinance can be benchmarked against
other community commission ordinances for comparison. Liaison will provide suggested
language for ordinance at the next meeting. Commissioner Anderson stressed that as we
eliminate some irrelevant duties, we also cannot be too broad — we don't want to be all things to
all people.
D. Defining group and individual roles/responsibilities (Commissioner Anderson)
Commissioner Anderson described that over his past few months serving on the commission, he
has noticed drifts in discussions, and that many conversations focused around the plan. While
the plan is large in scope, it was recognized some of the drift was also due to issues with
engagement and efficiency at the meetings. The environment consists of the Sustainability
Action Plan, the Sustainability Commission, and resources. With turnover throughout the years
since the plan's adoption, there is less ownership of the plan. It is not commissioner's ideas in the
plan, for example. There is also a need for a better on -boarding process and recruitment of
commissioners. One tool Commissioner Anderson suggests using is a GRPI. A GRPI is a tool for
goal setting and allow for annual goal setting. It helps define roles, members, commission assets,
and processes (allocating money, how we recruit, how we add new agenda items, etc). It also
addresses interpersonal items like how we function and what shared values of the commission
are. Another tool is an Annual Work Plan which provides clarity around the commission's
function, pulls out a focus for the year, and assigns initiatives to individual commissioners which
updates can be regularly provided at commission meetings. Another tool Commissioner
Anderson provided the group was a draft Individual Engagement Plan, which aligns commission
members with an area of the plan and provides accountability in helping carry out initiatives.
E. Break
Robin Migala, representing Elgin Green Groups 350, provided the commission with feedback on
EGG 350's recommended the following three priorities as it relates to the Metropolitan Mayor's
Caucus Greenest Region Compact 2: 1) Outreach & Education to better energize the community;
2) Energy Conservation & Efficiency; 3) Water Conservation
F. Presentation: Sustainability Plan Review & options going forward (staff liaision)
Liaison discussed that the presentation, for the sake of time, would focus on objectives in the
Sustainability Action Plan which have been marked as "not started" or "not complete." She
would run through each of the nine areas of the plan separately. Assistant City Manager Aaron
Cosentino was in attendance to help provide historical context as he oversaw the creation of the
plan and formation of the commission. It was suggested that the timing of objectives matters a
lot. For example, the timing of the "rain tax" ended up being very politicized, where it may make
more sense now. Unfunded mandates will restrict our focus, so such a tax may be more feasible
now. The commission could look at zoning considerations going forward. For example, with the
local food movement, agricultural zoning should not be restricted to rural areas, as some
businesses are interested in indoor food production through hydro or aquaponics. In regards to
Green Building Technology objectives, the soon -to -be -released Community Portal portion of the
website redesign, will assist in creating tools like online training programs. For example,
employees could undergo a Sustainability Training, and we could offer some sort of incentive.
Also related to Green Building Technology, a mobile display of some sort could still be
considered. As for Recycling and Waste Management, we need to consider codifying ideas vs.
how we can track/manage their implementation. For example, recycling at multi -family homes
with over 6 units may not be feasible and hard, if not impossible, to enforce. As we look at
procurement, Council is looking at diversity, price, and even if a vendor is Elgin -based, but what
about sustainability? Is that a value to procurement that Council would adopt? Releated to the
Water Resources area of the plan, the group could consider handouts on concrete alternatives,
like permeable pavers. Tiered utility fees would also be an option. The group discussed that
regardless of what objectives are yet to be completed, it's important to have an annual focus.
The Greenest Region Compact 2 is a good framework to help populate new objectives we
determine to revise the plan. The commission looked at options as how to move forward.
Options include retiring the plan and developing a new plan, or re -envisioning the current plan
and submitting a revision, any of which options would need approval by City Council. The
commission would consider these options, or a combination, and discuss further at the March 13
meeting.
G. Commissioner assignments for followup at the March 13 regular meeting (chairperson)
H. Adjourn (chairperson)
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.
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ELGINi
Agenda - Tuesday, March 13, 2018. 6:00 p.m.
Robert Gilliam Municipal Complex, City Hall
Second Floor South Conference Room
150 Dexter Court, Elgin, IL 60120
A. Call to order (chairperson)
B. Roll Call (staff liaison)
C. Approval of previous meeting's minutes
D. Other persons present
E. Working Groups and Task -Related updates
F. Discussion Items
1. Earth Day 2018 Sponsorship
Review proposal to sponsor Earth Day event and discuss commission involvement
2: Ordinance Changes
Review proposed changes to Chapter 3.87 Sustainability Commission of Elgin Municipal
Code (Ordinance G30-11, 2011)
3. Sustainability Plan Options
Discuss options going forward (presented at March 3 special meeting) regarding current
action plan and potential annual work plans
4. Sustainability Survey
Review draft survey and recommend additions and/or changes as well as establish
timeline to keep open
G. Old Business
1. Energy Sage
Update from Liaison regarding item progress
H. Commissioner comments/announcements
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, orTTY/TDD (847) 931-
5616 promptly to allow the City of Elgin to make reasonable accommodations for those persons.
A
ELGINi
Minutes • Tuesday, March 13, 2018 • 6:00 p.m.
Robert Gilliam Municipal Complex, City Hall
Second Floor South Conference Room
150 Dexter Court, Elgin, IL 60120
A. Call to order (chairperson)
B. Roll Call (staff liaison)
Chairperson Aagesen and Commissioners Anderson, Keare, Masterson, Miko and Segel present.
C. Approval of previous meeting's minutes
February and March special meeting minutes will be on the April agenda.
D. Other persons present
E. Working Groups and Task -Related updates
-Liaison is still in process of creating a list of organizations and programs the commission
supports.
-Chairperson Aagesen created a small spreadsheet to start tracking Fox Valley Sustainability
Network meetings, the presentations, and contacts for those presentations. Liaison and
Chairperson hope to attend the April 5 Water Forum. Chairperson Miko can send liaison a list of
questions he might have. Commissioner Anderson would like attendees to do some networking
and find out who has or who is looking into storm water ordinances.
-Commissioner Anderson looked into energy audits and provided the commission a memo. There
is consumer confusion on energy industry terminology. ComEd & Nicor have the same program
of a free energy assessment. It's a free visual inspection, and not as robust as what many refer to
as a "home energy audit." CUB has a program called "Energy Impact Illinois" which performs
audits that can cost $99 or free for those who opt to host an "energy impact house party."
Commissioner Anderson suggested we investigate promoting energy assessments and energy
audits, by sharing information in our water bills. This information can be shared with the
community through the network of local organizations and on the City's channels. Commissioner
Keare suggested Harper College may have an audit program as well.
F. Discussion Items
1. Earth Day 2018 Sponsorship
Review proposal to sponsor Earth Day event and discuss commission involvement
Chairperson Aagesen suggested that if there is a food truck, we ask them to provide
compostable containers, we subsidize such containers and we perhaps have a small
compost bin available. An idea for a giveaway could be to create a "Don't forget your
reusable bag" window sticker for your car. Commissioner Anderson provided that he will
be voting "no" on this item. Although he recognizes this sponsorship supports the
community education goal of the Sustainability Plan and personally supports the idea of an
Earth Day event, he values a conversation on the budget before agreeing to financial
support. He would like to align the City's sustainability budget with implementation of the
City's approved Sustainability Plan and have this conversation at the beginning of each
fiscal year before being asked to allocate money. Liaison provided a general breakdown of
how the money has been allocated historically between programs, marketing/education,
memberships, etc. Liaison will invite Assistant City Manager Cosentino to discuss the
budget allocation at the next meeting to clear up any misunderstandings and help guide
our discussions. Commissioner Miko motioned to approve the event sponsorship.
Chairperson Aagesen seconded the motion with a stipulation that we debrief the event
afterward and discuss future support. The motion passed 5 to 1, with Commissioner
Anderson as the "no" vote. Commissioner Miko motioned the group have a discussion at
the next meeting on how the commission operates including the budget function and
advisory role on initiatives to provide more clarity. Commissioner Anderson suggested,
when the commission talks in April about the resources and assets at its disposal that this
discussion includes topics such as: a) budgeted city funding for sustainability activities; b)
the process that city staff uses to develop the budget and the role staff expects the
commission to play in budgeting and allocation of these funds; c) identification of other
non -financial assets at the commission's disposal to support implementation of the
Sustainability Plan (e.g. Earth Day vendorspace, team alignment tools such as the
commission's annual work plan + individual commissioner engagement plans,
tim%nergy/effort put forth by individual commissioners in between commission meetings,
City communications channels such as the Sustainability Commission Facebook page, City
website, etc); external groups/organizations; and individual citizens/volunteers interested
in sustainability activities. Anderson also suggested it is equally important to review
programming agreements and prioritize these items annually as a group and build into this
discussion the question of how the commission should be working towards identifying and
securing sustainable funding streams outside of dependence on City funding for currently
funded sustainability activities.
2. Ordinance Changes
Review proposed changes to Chapter 3.87 Sustainability Commission of Elgin Municipal
Code (Ordinance G30-11, 2011)
Commissioner Anderson motioned this item be tabled until the group can have more
discussion and benchmark Elgin's ordinance to other communities'. The motion passed.
Commissioner Anderson provided additional ordinances from other communities to
review. Commissioners should email ordinance wish list to the liaison or chairperson by
April 1. Items will then be discussed at the April meeting.
3. Sustainability Plan Options
Discuss options going forward (presented at March 3 special meeting) regarding current
action plan and potential annual work plans
Chairperson Aagesen motioned to table this item until the survey has been conducted. The
motion passed. Commissioner Anderson provided that Councilwoman Powell wants the
Commission to reengage the work groups and present to them where progress on the
plan. It would be work asking those groups, "Does it make sense to continue what we
started? Or redo this plan?" Commissioner Miko motioned the commission forms an
annual work plan and forms individual engagement plans. The motion passed
unanimously. Commissioners should bring a draft of what they would like to start including
on their individual plans to the next meeting or plan to meet with Commissioner
Anderson.
4. Sustainability Survey
Review draft survey and recommend additions and/or changes as well as establish
timeline to keep open
Liaison explained the three areas that could be addressed in survey include 1) items not
complete on the current action plan, 2) the Greenest Region Compact 2 (GRC2) "goals",
and 3) idea submissions. Liaison showed the commission the incomplete, draft survey.
With the survey going out to the community, the commission agreed the survey ask, "Do
you want to get more involved? If so, provide contact information and list your passions."
After ranking question, another question should ask, "What ideas do you have related to
the item you ranked #1?" Liaison will create the survey, as well as a suggestion form on
the website. The Community Survey should be short and sweet. All commissioners need to
push out survey individually (on Facebook for example). The survey should include a
narrative describing the Elgin Sustainability Action Plan and the adoption of GRC2, with
links if possible.
G. Old Business
1. Energy Sage
Update from Liaison regarding item progress
Liaison will contact those communities with additional questions sent by Commissioner
Masterson.
H. Commissioner comments/announcements
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.
Ilk
ELGIN
Sustainability Commission
Agenda • Tuesday, April 10, 2018 • 6:00 p.m.
Robert Gilliam Municipal Complex, City Hall
Second Floor South Conference Room
150 Dexter Court, Elgin, IL 60120
A. Call to order (chairperson)
B. Roll Call (staff liaison)
C. Approval of previous meetings' minutes
D. Communications — Sustainability Honor Roll presentation
E. Other persons present
F. Working Groups and Task -Related updates
Discuss goals related to individual Commissioner Engagement Plan
G. Discussion Items
1. Budget Discussion
Discuss funding for sustainable initiatives, staff and commission roles related to the
budget, the process for developing and allocating commission budget, and identification
of non financial assets to support plan implementation.
2. Form Review
Review draft forms for "Agenda Discussion Item Request and "Funding Request."
H. Old Business
1. Ordinance Changes
Discuss other community ordinances and commission wish list.
2. Sustainability Survey
Review draft survey and discuss distribution and length of time available.
3. Energy Sage
Update from Liaison regarding communities contacted.
4. Earth Day 2018 Sponsorship
Determine which commissioners will attend and volunteer at the commission table.
I. Commissioner comments/announcements
J. Adjourn
The City of Elgin is subject to the requirements of the Americans with Disabilities Act (ADA) of 1990. Individuals with disabilities who plan to attend
this meeting and who require certain accommodations in order to allow them to observe and/or participate in this meeting, or who have questions —
regarding the accessibility of the meeting or the facilities, are requested to contact ADA coordinator, at (847) 931-6076, or TTY/TDD (847) 931-5616
promptly to allow the City of Elgin to make reasonable accommodations for those persons.
C 4
ELGINi
Minutes • Tuesday, April 10, 2018 • 6:00 p.m.
Robert Gilliam Municipal Complex, City Hall
Second Floor South Conference Room
150 Dexter Court, Elgin, IL 60120
A. Call to order (chairperson)
B. Roll Call (staff liaison) .
Chairperson Aagesen and Commissioners Anderson, Miko, Segel, and Waden present.
C. Approval of previous meetings' minutes
February meeting minutes approved. March special meeting minutes approved. March regular
meeting minutes approved.
D. Communications — Sustainability Honor Roll presentation
Mayor Kaptain presented Fire Station #7 with the Sustainability Honor Roll, in recognition of the
community gardens built there to offer nearby residents a place to grow food. Assistant Fire
Chief Bryan McMahan accepted the award on behalf of the station.
E. Other persons present
Robin Migalla of Elgin Green Groups 350 shared a spreadsheet she had created of different
recycling brigades that are free through Terracycle. Subaru in Elgin allows you to bring any brand
of disposable cups, lids, candy, snack wrappers and snack bags as well as coffee tea or tea
capsules. Individuals can sign up on the Terracycle website for each brigade. Migalla will answer
questions related to zero waste at the Earth Day event. Migalla will send the spreadsheet to the
liaison, which can then be added to the commission's shared folder.
F. Working Groups and Task -Related updates
Discuss goals related to Individual Commissioner Engagement Plan
Chairperson Aagesen has a ComEd energy audit scheduled at the end of June, and she will
update the group following the audit. Commissioner Anderson found that Energy Impact Illinois
gives free audits if you agree to host a party but he has not heard back from them yet. He noted
that while some things are on the Internet, it could be difficult to get a response sometimes
when trying to make contact. This in turn makes it difficult to get data on how many options are
actually available. If the commission goes through and defines criteria for why it would vet
certain companies, there less grey area in promoting businesses. There is nothing holding back
individuals from personally promoting ideas and businesses if they not representing the City or
Commission.
Liaison will reach out to Cooks Ice Cream to see if she has the capacity to use any compostable
cups for the Earth Day event. If not perhaps the commission can help in that regard.
Individual Commissioner Engagement Plan will be added to next agenda for a more thorough
discussion. Liaison will create an Individival Engagement Plan folder in Box where commissioners
can send liaison their plan and she will add it prior to next meeting for all to review.
Commissioner Anderson reminded all that the plan is not for group accountability, but rather it's
an individual tool so it can be as detailed or broad as you want. It's meant to keep each
commissioner personally focused on what they want and help align with future agendas for
updates.
Commissioner Miko will have his contact with Farm to Solar come and present about the trends
in solar farms. Commissioner Anderson has a contact with Cenergy that can present as well.
G. Discussion Items
1. Budget Discussion
Discuss funding for sustainable initiatives, staff and commission roles related to the
budget, the process for developing and allocating commission budget, and identification
of non financial assets to support plan implementation.
Assistant City Manager Aaron Cosentino attended the meeting to provide historical
context to the budget discussion. The group reviewed spreadsheets of funded projects and
initiatives historically, which part of the Riverboat Fund prior to the General Fund.
Cosentino clarified some vendor names. EDAW, for example is AECOM, the initial
consultant to create the sustainability plan. DLA Architects is a firm that helped the City
complete an assessment of 51 S. Grove. Carbon Day Automotive was for the charging
station at the parking deck. After bottom of 3rd page on spreadsheets, there's no account
numbers. This indicates where we switched reporting sources to show the Neighborhood
Improvement grants that were given out (amounts granted, not spent). Elgin Community
Network's (ECN) new program has money saved from their previous purchase of service
agreement (PSA) with the City for various initiatives. There is no influx of cash. The last PSA
with ECN was probably 2014-2015. Not many commissions have dedicated funding. The
$24,000 the Sustainability Commission has is one of the largest, but that doesn't mean it's
all the funding initiatives will ever receive. One example is when the City received a grant
for permeable pavers and rain gardens. The City's match was $1.63,000. Riverboat and
utility funds were needed. The $24,000 budget is an ongoing annual amount. If something
special comes up, the commission can always ask City Council to consider a larger
spending. Typically that comes with a new budget, so planning ahead and giving
recommendations before budget season is important. Once in budget year, you are limited
to the amount allocated. All unspent money at the end of the year goes to the City's
reserves. The only way to roll money over is if that money is earmarked or reserved for a
specific vendor. For example, BPAC's ease of use map. Any base budget additions would
need to be considered by July/August if there are more programs the commission wants to
support. A decision package is for a one-time project that can be considered when going
into a new budget year too. That can be built into the Riverboat or funded with sales tax
money. June and July budget discussions annually would be ideal for the commission. The
liaison needs to put Friends of the Fox funding allocation into a PO with an agreement
signed, in order for money to be saved for the next calendar year. Commissioner Miko
suggested we look at creating a policy/process and name someone the commissioner
treasurer to help develop the budget. City Purchasing policy must be followed, which
requires three written quotes for any purchases over $5000, and two verbal quotes for any
purchases over $1000. Regarding staff making purchases with commission funds,
Commissioner Anderson suggested he is OK with this action but does not want to be asked
about it after the decision, and will vote "no" if such a situation occurs. Commissioner
Segel suggested progress reports would be helpful. Commissioner Miko motioned liaison
clean up data and resend it. Liaison will add documents to a new budget folder. Anderson
asked that May meeting we have a budget development process on the agenda.
2. Form Review
Review draft forms for "Agenda Discussion Item Request and "Funding Request."
Chair and liaison have governance over what ends up on agenda. When someone submits
an agenda discussion item, they will have a conversation. Liaison will forward links to both
forms and feedback must be'submitted to liaison by the end of the week (4/13/18).
H. Old Business
Ordinance Changes
Discuss other community ordinances and commission wish list.
This item remains tabled until the commission receives clarity on any potential merge with
the bicycle committee and the commissioners have reviewed and benchmarked other
community ordinances.
2. Sustainability Survey
Review draft survey and discuss distribution and length of time available.
Commissioners provided feedback on the draft survey, suggesting fewer words, and brief
explanations of the Greenest Region Compact 2's categories. Liaison will have a revised
version by the end of the week.
3. Energy Sage
Update from Liaison regarding communities contacted.
Liaison would email responses from participating communities for review.
4. Earth Day 2018 Sponsorship
Determine which commissioners will attend and volunteer at the commission table.
Chairperson Aagesen and Commissioner Segel will be at the event.
I. Commissioner comments/announcements
J. 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.
1k.
ELGIN
Sustainablilty Commission
Agenda • Tuesday, May 8, 2018 • 6:00 p.m.
Robert Gilliam Municipal Complex, City Hall
Second Floor South Conference Room
150 Dexter Court, Elgin, IL 60120
A. Call to order (chairperson)
B. Roll Call (staff liaison)
C. Approval of previous meeting's minutes
D. Communications —Recognition of Commissioners Masterson and Segel for their service
E. Other persons present
F. Working Groups and Task -Related updates
Discuss goals related to Individual Commissioner Engagement Plan
G. Discussion Items
1. Electric Vehicle (EV) Charging Stations Initiative
Review staff recommendation for instal ing V charging stations (spread over eight locations).
2. Budget Process Discussion __ k
Discuss what the commission process should be for developing the budget each year, and
consider creating treasurer position to help manage allocations.
3. Commission Recruitment
Discuss recruitment process and marketing ideas to assist with larger ordinance discussion.
H. Old Business
1. Ordinance Changes
Discuss other community ordinances and commission wish list.
2. Sustainability Survey
Review draft survey and discuss distribution and length of time available.
3. Energy Sage
Update from Liaison regarding communities contacted.
4. Earth Day 2018 Sponsorship
Review event wrap up report and discuss future sponsorship/event enhancements.
I. Commissioner comments/announcements
J. 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.
ELGINim
Agenda • Tuesday, May 8, 2018 • 6:00 p.m.
Robert Gilliam Municipal Complex, City Hall
Second Floor South Conference Room
150 Dexter Court, Elgin, IL 60120
A. Call to order (chairperson)
Roll Call (staff liaison)
Chairperson Aagesen and Commissioners Anderson, Masterson, Miko and Segel present.
C. Approval of previous meeting's minutes
Commissioner Anderson suggested a couple grammatical fixes and minutes were approved.
D. Communications — Recognition of Commissioners Masterson and Segel for their service
Commissioners Masterson and Segel were presented a certificate of appreciation for their service on the
commission. Liaison will recognize commissioners at the May 23 City Council meeting during the
Recognize Persons Present portion of the meeting. Commissioners can come and invite anyone they wish
to be present.
E. Other persons present
No attendees spoke during this portion of the meeting.
Working Groups and Task -Related updates
Discuss goals related to Individual Commissioner Engagement Plan
-Commissioner Anderson had handed out a draft of his plan. Asset mapping is an initiative he wants to
work on next year, as it's embedded in strategies in the Sustainability Action Plan. So, Anderson is taking
that item off his 2018 individual work plan. Energy audits will remain on his plan he will research
opportunities for Elgin residents, as well as work with other outside groups that can share the
information. Solar energy was another item he would like to focus on. Anderson will also focus on
community education around sustainability. He is removing the planning and organization work from the
plan as the group has made good progress.
-Chairperson Aagesen wants to focus on recycling and waste management, especially as it pertains to
understanding what is going on globally. Aagesen wants to work towards the Recycling and Waste
Management Goal 1 of the Sustainability Action Plan: Increase recycling and waste reduction in the
business sector of the community. Aagesen wants to begin work on the multi -family home recycling
initiative. She would also like find ways to reduce waste and encourage businesses and organizations to
limit the use of harmful things like straws, plastic, and Styrofoam. She's interested in re -exploring the
plastic bag bans. She plans to look for front end and backend solutions, like educating businesses and
beyond. She is also interested in addressing Healthy Living and Community Education goals. She noted
that she's interested in goals in the Greenest Region Compact 2 (GRC2) for reducing GHG emissions and
the UN's sustainable development goal that focuses on reduction of meat consumption.
-Commissioner Mike wants to focus on water resources, especially education on reducing water use. Miko
wants to find more community programs to work with and get involved with local groups and activities
like the Tyler Creek Watershed and Poplar Creek Watershed meetings, as well as creek and river cleanups.
He suggested a good starting point would be to better engage with those groups and see how the
commission can support their goals of protecting our water resources. Miko wants to find more active
projects in the City that help reduce runoff from businesses, such as looking at revenue generation for
utility work. Miko is also like to work on recycling and waste management goals. Reducing contamination
in recycling streams is an initiative he's interested in. He also wants to be more involved in the
Metropolitan Mayors Caucus Environment Committee and goals of the GRC2.
Liaison will ask Commissioner Waden about his individual work plan.
G. Discussion Items
1. Electric Vehicle (EV) Charging Stations Initiative
Review staff recommendation for installing 39 EV charging stations (spread over eight locations).
Liaison and representatives from Kapital Electric provided an overview of the Tesla program and
the proposal that Kapital Electric developed with City staff. Liaison will send statistics from the
ChargePoint station in the Centre deck. Commissioner Miko suggested the commission move the
charging station recommendation being considered forward to City Council and look at the station
monitoring technology at a later date. Chairperson Aagesen countered and suggested it would
provide more accountability if usage could be tracked right away. Commissioner Anderson
motioned that the commission recommend to council they install the charging stations and the
commission discuss in more detail the monitoring technology piece at the regular June meeting.
The motion passed. Commissioner Miko would also like to discuss outreach to the community
regarding this initiative at the next meeting.
2. Budget Process Discussion
Discuss what the commission process should be for developing the budget each year, and
consider creating treasurer position to help manage allocations.
Liaison will update budget detail document for June 1. Commissioner Anderson suggested a
budget process does not need to be complicated by could look like the attached:
2019budaetconstruetion us
• 'Create Treasurer position to spearhead budget construction
• Create simple one -page funding proposal form for commissioners to use to propose budget items
• Distribute one -page funding proposals to community partners as part of RFP process (focus on funding external
partners that are interested in implementing part of Sustainability Plan)
• Commissioners submit one -page funding proposals (possibly aligned with their individual engagement plans) for
discussion at June 2018 meeting
• External community partners who submitted one -page funding proposal are asked to present their idea and
answer questions at July 2018 meeting
• Based on feedback in June & July meetings from commissioners, Treasurer prepares commission's draft 2018
budget for presentation/discussion/decision-making at August 2018 meeting
Final copy of draft budget that come out of August meeting is passed along to city staff for inclusion in theaarger
city budget discussions
• Commission receives final budget from city staff in January 2019 at which time adjustments might need robe
made depending on level of funding provided for sustainability activities in the final city budget
This proposed budget construction process/timeline Anderson provided was approved.
Organizationally, Anderson suggested the group create descriptions of commission members
including the chair, treasurer, commissioner, etc. The commission agreed to determine who would
serve as treasurer at the June meeting.
3. Commission Recruitment
Discuss recruitment process and marketing ideas to assist with larger ordinance discussion.
Commissioner Anderson discussed how diversity in experience as it relates to sustainability is
called for in the ordinance. He said it calls for generalists, not specialists, so we should recruit
people with a broad background in sustainability. Commissioners can send recruitment ideas to
the liaison. Liaison will ask the city clerk to appoint at least one from the current pool of applicants,
preferably to fill a staff member vacancy.
H. Old Business
1. Ordinance Changes
Discuss other community ordinances and commission wish list.
This item was tabled.
2. Sustainability Survey
Review draft survey and discuss distribution and length of time available.
The group agreed that the survey was ready to be pushed out to the public.
3. Energy Sage
Update from Liaison regarding communities contacted.
Commissioner Anderson would like to create an adhoc committee to work on solar initiatives. The
focus can be to evaluate solar opportunities and bring them back to the commission in September.
No more than two commissioners can serve on a committee due to the Open Meetings Act.
Commissioner Miko will talk to the Metropolitan Mayors Caucus and discuss options, for reviewing
SolSmart. Commissioner Aagesen motioned table the idea of task force until next meeting.
4. Earth Day 2018 Sponsorship
Review event wrap up report and discuss future sponsorship/event enhancements.
This item was tabled until the June meeting.
Commissioner comments/announcements
The commission agreed to move the June regular meeting from June 12 to June 5.
J. 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 TfY/TDD (847) 931-5616 promptly to allow the City of Elgin to make reasonable accommodations for those
persons.
Notice of Meeting Date Change
ELGIN SUSTAINABILITY COMMISSION
For the regularly scheduled meeting for
June 12, 2018
The regularly scheduled meeting of Tuesday, June 12, 2018, has been rescheduled and moved
forward one week to Tuesday, June 5, 2018.
The June 5 meeting will be held at 6:00 p.m., First Floor Conference Room, South Wing, City
Hall, 150 Dexter Court, Elgin, IL 60120.
Should you have any questions regarding the posting of this meeting date change notice,
please contact the staff liaison Molly Center at 847-931-5613.
An agenda for the June 5, 2018 meeting is attached on page two.
A
ELGIN
Sustainability Commission
Agenda • Tuesday, June 5, 2018 • 6:00 p.m.
Robert Gilliam Municipal Complex, City Hall
First Floor South Conference Room
150 Dexter Court, Elgin, IL 60120
A. Call to order (chairperson)
B. Roll Call (staff liaison)
C. Approval of previous meeting's minutes
D. Other persons present
E. Working Groups and Task -Related updates
Discuss goals related to Individual Commissioner Engagement Plan
F. Discussion Items
1. Presentation: Overview of Upcoming Solar Opportunities in Illinois
Presentation by Alex Farkes and Sarah Wochos of Borrego Solar Systems, Inc.
2. Presentation: Community Solar
Presentation by George Hahn, George Hahn, Economic Development Director for Lake in the Hills
3. Presentation: Solar Education, Advocacy and FEJA
4. Electric Vehicle (EV) Charging Stations Monitoring Technology
Determine whether or not to fund installation of technology on charging stations if charging
station initiative moves forward.
G. Old Business
1. Commission Recruitment
Update from liaison.
2. Sustainability Survey
Update from liaison.
3. EnergySage
Make determination whether or not to move forward with campaign/partnership.
4. Earth Day 2018 Sponsorship
Review event wrap up report and discuss future sponsorship/event enhancements.
5. Budget Update
Review detailed budget and appoint treasurer.
H. Commissioner comments/announcements
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.
A
ELGINim
Minutes • Tuesday, June 5, 2018 • 6:00 p.m.
Robert Gilliam Municipal Complex, City Hall
First Floor South Conference Room
150 Dexter Court, Elgin, IL 60120
A. Call to order (chairperson)
Roll Call (staff liaison)
Chairperson Aagesen and Commissioners Anderson and Miko present.
C. Approval of previous meeting's minutes
May meeting minutes were approved.
D. Other persons present
Robin Migalla announced that she had reduced her Terra Cycle box by one-third by taking advantage of
the Subaru program that collects and recycles all types of the plastic bags. Subaru informed her that the
plastic would become a park bench for the Friends of the Fox River.
E. Working Groups and Task -Related updates
Discuss goals related to individual Commissioner Engagement Plan
-Chairperson Aagesen began researching straw bans, and she found a website with strategies and tools
for restaurants that are looking to go straw free. They take a pledge and either 1) don't hand them out
without being asked, 2) move to a reusable straw, or 3) move to a paper or non -plastic straw. Liaison will
try to gather a list of restaurant and beverage establishments. Liaison will look for historical research and
survey on multi -family recycling as well.
-Commissioner Anderson contacted presenters for tonight's solar themed-meeting. Anderson has started
work on a content calendar for the commission Facebook page. He wants to align each month of the year
with an area from the Sustainability plan. He wants to also have PSAs, tips and tricks, etc. Anderson also
wants to bring people back to remember the working groups through a campaign with the hope to
energize people to get involved again.
-Commissioner Miko touched base with Gary Swick from Friends of the Fox and plans to engage with the
organization more. He also wants to play a support role on solar and recycling initiatives. He also has a
contact at the USEPA in Chicago who has provided good and current information on the recycling
industry.
F. Discussion Items
1. Presentation: Overview of Upcoming Solar Opportunities in Illinois
Presentation by Alex Farkes and Sarah Wochos of Borrego Solar Systems, Inc.
Sarah Wochos provided a presentation discussing the developments in utility scale solar and
community solar as well as timelines for incentives. Utility scale solar is with one purchaser of the
energy (not behind someone's meter). The energy produced is expected to more than double by
2021. Community solar and utility scale solar are typically built on agricultural land. There's not a
big opportunity for utility scale for residential or municipal. She suggested it's important to first
decide what goals are as a community. Community, also expected to grow, and rooftop solar are
built on incentives. Do we want to make sure residential and businesses can subscribe to solar?
You cannot guarantee it would just be Elgin subscribers. A minimum of 10 acres is needed for a
community solar project, and it should be close -to an infrastructure substation otherwise it is very
expensive. If Elgin doesn't wish to have a community solar project, it could still help residents get
access to subscriptions. A subscription is purchasing energy and getting credit on your bill. Credit
must be higher than what you pay for it. Unlike rooftop solar, community solar subscriptions are
often portable/transferable if you move. The incentives decline overtime. Each 2MW (2000KW)
system has about 200 subscribers.
2. Presentation: Community Solar
Presentation by George, Hahn, George Hahn, Economic Development Director for Lake in the Hills
Lake in the Hills (LITH) formed a green committee. There was an extensive article in the Wall Street
Journal about how the solar industry is exploding. The village's project will use some power to run
well pumps (behind the meter). A manufacturing company is another energy user for the project,
as well as a group of homes. Hahn suggested that installers love airports, as they always set aside
too much land. The manufacturer and village will pay less for power. The permitting process was
easy because the LITH board was bought in. It was more difficult to get approval from the. Solar
panels absorb the sunlight, not reflect. LITH had very positive feedback from the community. They
are already thinking of doing two more projects due to the number of industrial businesses
interested. Ground mounted solar is much less expensive than rooftop for large projects like this.
3. Presentation: Solar Education, Advocacy and FEJA
Peter Gorr, a volunteer and past board member for the Illinois Solar Energy Association (ISEA), has
been part of the Solar Ambassador Program. He's converted two homes to solar. He suggested
Elgin can be active in promoting and educating, as well as facilitating group purchases. You don't
need to have a 10-acre field, just a roof oriented the right way. FEJA is an incredible act that will
help move Illinois forward as an energy leader. ISEA promotes industry and technology. Most
industry businesses are members. They do education for building inspectors. Ambassadors
network and tell their story to help people learn just how to get solar. This is done through events
like the solar tours and solar social. There are three legs to FEJA; 1) Energy Efficiency (audit to
know your energy needs, you can sell excess energy on the grid, don't oversize), 2) renewable
portfolio, and 3) investing in job training and assist low income communities through "Solar for
all." Gorr said it's important to get the message to the community that the available incentives will
eventually expire. The incentives drop down after 2019. Gorr is available to give presentations to
groups and record videos for websites as needed. He suggested it's about an eight -year payback.
Elgin should look into becoming an EPA Green Power Community.
Liaison provided an update regarding the SolSmart application with the Metropolitan Mayors
Caucus (MMC). Liaison will contact Edith Makra with with MMC and see if a representative can
provide a presentation at a future meeting. Commissioner Anderson motioned to create a solar
working group that consists of one commissioner and at least six community members. The motion
passed. Anderson would be the commission member on that solar working group.
4. Electric Vehicle (EV) Charging Stations Monitoring Technology
Determine whether or not to fund installation of technology on charging stations if charging
station initiative moves forward.
Steve Mederis from Kaptial Electric provided that typically 3-4 EV charging stations are need in a
community for every 1000 electric vehicles. Chairperson Aagesen suggested that stations would
not just be for residents, but rather to draw visitors. Commissioner Anderson said the group needs
to determine how many of the charging stations should be provided the monitoring technology.
Without good data, Anderson suggested phasing the installation of monitoring technology at the
eight locations out over three years. Commissioner Miko motioned to fund the monitoring
technology in a tiered approach, with three locations funded this year, three in 2019, and two in
2020. The motion passed.
G. Old Business
1. Commission Recruitment
Update from liaison.
The liaison updated the group on the memo status for recruiting at various commissions. The
liaison will ask Gail Cohen if the HRC is going to be helping other commissions in regards to
recruitment.
2. Sustainability Survey
Update from liaison.
Liaison will send survey out through various City channels. Liaison will also create a redirect on the
website that is print friendly.
3. EnergySage
Make determination whether or not to move forward with campaign/partnership.
Anderson motioned to table this item until a solar working group is created. The motion passed.
4. Earth Day 2018 Sponsorship
Review event wrap up report and discuss future sponsorship/event enhancements.
Liaison went through the Earth Day wrapup report with the commission. With public education
being a part of Anderson's work plan, he motioned to create an Earth Day planning committee.
The committee would be comprised of one commissioner and no less than six community
volunteers and staff members. The committee would plan and organize Earth Day activities and
identify help from financial sponsors. The motion passed. Anderson will chair that committee.
Liaison will add historical Earth Day documents to commission shared folder.
5. Budget Update
Review detailed budget and appoint treasurer.
Commissioner Miko was appointed as treasurer. Tonight's meeting would focus on the process and
where the budget is at for 2018. The group can plan to make adjustments to the draft 2019
budget, beginning at the next meeting. Internal budget considerations can be sent to Miko and the
liaison. Outside requests can use a website form.
Miko motioned to amend the previous motion from Discussion Item 4 (EV Charging Station
Monitoring Technology) to include that the phased approach is for the Tier 2 model or monitoring
station at the locations. The motion passed.
H. Commissioner comments/announcements
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.
:114111t-'-,.._
ELGIN
Sustalnablilty Comm[
Agenda • Tuesday, July 10, 2018 • 6:00 p.m.
Robert Gilliam Municipal Complex, City Hall
First Floor South Conference Room
150 Dexter Court, Elgin, IL 60120
A. Call to order (chairperson)
B. Roll Call (staff liaison)
C. Approval of previous meeting's minutes
D. Other persons present
E. Working Groups and Task -Related updates
Discuss goals related to Individual Commissioner Engagement Plan
F. Discussion Items
1. Presentation: Tiny Homes
Presentation by Kalee Hooghkirk, founder of the Illinois Tiny House Community Group
2. Presentation: Mighty Acorns 2017-2018 school year recap of programming
Presentation by Maura Neuffer, City of Elgin Naturalist and Educator with The Conservation
Foundation
3. Budget Discussion
Begin formalizing needs/requests for fiscal Year 2019.
G. Old Business
1. Commission Recruitment & Ordinance
Update from liaison.
2. Sustainability Survey
Update from liaison.
3. EV Charging Stations
Update from liaison.
H. Commissioner comments/announcements
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.
ir
k
ELGINiission
Minutes • Tuesday, July 10, 2018 • 6:00 P.M.
Robert Gilliam Municipal Complex, City Hall
First Floor South Conference Room
150 Dexter Court, Elgin, IL 60120
A. Call to order (chairperson)
B. Roll Call (staff liaison)
C. Approval of previous meeting's minutes
D. Other persons present
Robin Migalla is present, as well as presenters
E. Working Groups and Task -Related updates
Discuss goals related to Individual Commissioner Engagement Plan
-Commissioner Miko had no updates since the Iasi meeting.
-Commissioner Anderson has set up Basecamp online communities for projects including the Earth Day
Planning Committee and a solar working group. He also put together a job description for recruitment. He
wishes to get other community organizations planning and implementing Earth Day/Earth month events.
Anderson has begun meeting with people interested in the two groups he has formed. He hopes to have
the first solar work group meeting by the end of the month. Public education is his other project, and he
developed a calendar of Facebook posts that are scheduled on Tuesdays and Thursdays throughout the
end of the year. While it's not feasible to boost each post, more can be reached if people share posts, like
those in community groups such as Elgin Green Groups. The group is also considering creating an Elgin
Sustainability Instagram account.
-Commissioner Aagesen asked the liaison to provide lists of multifamily housing to approach about
recycling. Liaison suggested we could send a postcard that they can return. Aagesen asked to get a list of
the largest unit owners. Chairperson Aagesen also provided an update on the national straw ban
campaign. Two campaigns are called One Less Straw and Stop Sucking. The group needs to decide the
best approach. Aagesen will reach out to the liaison to see how to move forward. It would be her
preference to ban straws.
F. Discussion Items
1. Presentation: Tiny Homes
Presentation by Kalee Hooghkirk, founder of the Illinois Tiny House Community Group
Ms. Hooghkirk provided an informative presentation on tiny homes. She suggested that millennial
home ownership is at an all time low and seniors want to remain homeowners, but often cannot.
Elgin has over 50 homes under 900 square feet, refered to as "shotgun shacks." She suggested one
option for the City would be to convert undeveloped city land and collect rental fees. It would
increase density, providing a community benefit. Such a pocket neighborhood is not a trailer park,
as homes would be secured on a foundation or permanently secured with a deck or pergola. Tiny
homes promote community, sustainability and affordability. Chairperson Aagesen suggested this
topic touches economic and social sustainability. Commissioner Anderson referred to International
Residential Code (IRC) Appendix Q, which addresses tiny homes. He inquired if Elgin had adopted
the most recent. Ms. Hooghkirk confirmed she wants the commission to recommend the City
adopt Appendix Q, which provides for a combination of of RV, mobile home and single-familiy
home standards. Liaison will find out if Elgin has the current IRC, and find out if an Appendix can be
adopted separately. This topic involves zoning, code, utility, taxes issues and a lot of cross silo work
would need to happen. The Liaison explained a potential process. Anderson suggested that due to
the complexity of the topic, the group would need to learn a lot more making a recommendation.
Aagesen wants to hear all the perceived negatives of tiny home communities and address them so
the commission could make additional arguments in support of such an initiative. Ms. Hooghkirk
said there are no cities in Illinois, fwhich allow for tiny home communities. Aagesen tasked her to
find communities similar to Elgin from other states, in which the commission could compare and
review ordinances/code. The commission agreed a new work group would need to take on this
initiative. Commissioner Miko motioned holding off on creating a working group until more
commissioners are appointed. The motion passed. A second motion was made to get further
information compiled. That motion also passed.
2. Presentation: Mighty Acorns 2017-2018 school year recap of programming
Presentation by Maura Neuffer, City of Elgin Naturalist and Educator with The Conservation
Foundation
Carolyn Wagner of The Conservation Foundation (TCF) assisted Maura Neuffer in a presentation
about the Mighty Acorns programming, both regionally and in Elgin. The curriculum was recently
updated to include the next generation science standards and STEM. Hillcrest Elementary began as
a pilot six years ago with one classroom, to mentor the naturalist. It was then handed over to the
naturalist to be the lead. As the number of classrooms increased, the program needed additional
educators, which TCF provides. Now up to seven classrooms, the program as been so well received
that more grade levels want to participate. The most important part of the program is it is
stewardship based, and kids are actually having meaningful interactions with nature.
Commissioner Miko explained that the commission is learning a lot about its budget and programs
funded by the commission. He explained that from a planning perspective, the commission is
looking at how it can be more sustainable as well. Funding the Mighty Acorns programming is
difficult with the commission operating on a calendar year and TCF on a school year. To sustain the
seven classrooms, the cost is a minimum of $6800. If a class has 30 students, TCF prefers three
educators. Commissioner Miko asked what other options the TCF has if the commission could not
provide the funding for the next year. Ms. Wagner said that some schools have dropped the
program. Ms. Neuffer suggested there could possibly be some options with parks and recreation
department. In Du Page County, the program is funded through DuPage Stormwater. TCF tries to
get different sponsors for different groups. A significant TCF donor's monies will no longer be
available in three years. TCF tries to get sponsorships within each community where programs are
active. Chairperson Aagesen asked how Mighty Acorns defines and measure environmental
literacy. Ms. Neuffer and Ms. Wagner reported that they do not test the children, but they get
feedback from teachers, and most measurements are anecdotal. Aagesen explained. that while the
commission has funded it historically, that shouldn't suggest the commission is committed to fund
it to perpetuity, as that may not be fair to other programs that may need funding.
Commissioner Anderson has several technical questions, inquiring of the costs to run the program
overall in Elgin, TCF's donors, and in kind contributions. TCF focuses educators on the counties they
are located in. TCF has a Fox River Initiative that gets some donations from the Hamil Foundation,
which helps with this program but also others in the Fox River area. Anderson is going explore with
the parks and recreation director if the commission could submit grants through the Elgin Parks
and Recreation Foundation to fund this program. Anderson requested a written proposal from TCF
with a professional program and list of outcomes. Anderson is more interested in what they would
want to measure/track to provide success rates, measuring what they find valuable to show the
investment paid off. Commissioner Miko suggested that finding measurables is not necessarily
realistic for a $6800 program for 145 students in seven classes. Knowing that we have made a
difference in making students care about the environment is important. Anderson encouraged TCF
to come up with a list of some measurables and how the Mighty Acorns programming helps
implement the City's Sustainability Action Plan. Commissioner Anderson motioned that we allocate
the $1295.50 dollars remaining in the 2018 line item be allocated to the Mighty Acorns 2018-2019
fall programming. Anderson is willing to donate his services to help write a grant to seek the
remaining amount of the money. He would also like to sit down with the TCF staff and develop a
strategy to sustain the program without commission funding. Miko noted that this year's budget
was not developed in the same process so the money allocated to line items is not necessarily
binding. Miko suggested moving enough money from this year's budget into a Purchase Order
(PO) to be paid for the school year. Aagesen said that if the commission tries to use this year's
money for all of next year's programming, it might end up in the same position next year.
Anderson said that if partnership cannot secure enough funds to cover the winter programming,
he would personally cover that bill. As an individual donor, however, he needs more information.
Aagesen suggested that in the corporate world, documentation is all you have to go on. She also
suggested that there's money available in the Aldi Smart Kids grant, which could be applied for.
3. Budget Discussion
Begin formalizing needs/requests for Fiscal Year 2019.
Commissioner Miko outlined a summary of regular expenditures, suggesting the commission has
had missed opportunities to use its full budget. This meeting, however, would help finalize the
commission's process for budgeting and start planning for 2019. The commission agreed to finalize
proposals in July and adopt final budgets for the next year in August. Commissioner Miko would
create a document with this timeline. Commissioner Anderson read his budget ideas and projects,
suggesting commission money should be seed money and initiatives should sustain themselves or
be defunded. For events, any revenues would likely need to be run though the Parks and
Recreation Foundation. Liaison needs to look at history of the funding for Friends of the Fox. She
will send the commission a Doodle invite to set up a special meeting at which the commission can
continue the budget discussion.
G. Old Business
1. Commission Recruitment & Ordinance
Update from liaison.
Commissioners would like to know what the applicant pool is. They would like people that have
background knowledge, expertise, etc. Anderson: We need a diverse commission to allow us to
move all nine sections of our sustainability plan together. Work groups don't need to be voted on.
It can be like a minor league, if they are exposed and active, they may want to join. We have nine
different areas of our plan, and we need enough experience to cover all areas. We don't need each
to be an expert in one, but that's important to us.
2. Sustainability Survey
Update from liaison.
Liaison can push on the Mobile app, Instagram, Twitter, Facebook, and water bill. Liaision will also
see if the press might pick up the survey.
3. EV Charging Stations
Update from liaison.
Liaison look into the background of the Centre parking deck charging station.
H. Commissioner comments/announcements
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.
NOTICE OF SPECIAL SUSTAINABILITY COMMISSION MEETING
Notice is hereby given that the Elgin Sustainability Commission will conduct a Special Meeting
on Monday, July 16, 2018, beginning at 6:00 p.m., in the Second Floor South Conference
Room at City Hall, located at 150 Dexter Court, Elgin, Illinois 60120.
The purpose of this meeting is to discuss matters set forth on the agenda below.
DATED: July 12, 2018
Kimberly Dewis , Elgin City Clerk
A.
SustaiLGIN
Special Commission Meeting
Agenda • Monday, July 16, 2018 • 6:00 p.m.
Second Floor South Conference Room, City Hall
Robert Gilliam Municipal Complex
150 Dexter Court, Elgin, IL 60120
A. Welcome & Objectives of the Special Meeting (chairperson)
B. Budget Discussion (treasurer)
Continue formalizing budget needs and requests for fiscal year 2019.
C. Adjourn (chairperson)
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.
NOTICE OF CANCELLATION OF SPECIAL SUSTAINABILITY COMMISSION MEETING
Notice is hereby given that the Elgin Sustainability Commission's Special Meeting scheduled
for Monday, July 16, 2018, is cancelled. The meeting will be rescheduled for Friday, July 27, at
6:00 p.m. in the Second Floor Conference Room at City Hall.
DATED: July 16, 2018
Kimberly Dewis , Elgin City Clerk
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
iabllity Commission
Agenda • Tuesday, August 14, 2018 • 6:00 p.m.
Robert Gilliam Municipal Complex, City Hall
Second Floor South Conference Room
150 Dexter Court, Elgin, IL 60120
A. Call to order (chairperson)
B. Roll Call (staff liaison)
C. Welcome and introduction of new commissioners
D. Approval of previous meeting's minutes
E. Other persons present
F. Working Groups and Task -Related updates
Discuss goals related to Individual Commissioner Engagement Plan
G. Discussion Items
1. Commissioner Recruitment and Ordinance
Consultant Denise Barreto of Relationships Matter Now present to provide insight
2. Presentation: Friends of the Fox
Presentation by Gary Swick
3. Budget Discussion
Wrap up budget discussion for Fiscal Year 2019.
4. Sustainability Honor Roll
Select next recipient for October award and City Council meeting date for presentation.
5. Events
Discuss Elgin Sustainability Awards evolution, Earth Day, Pumpkin Composting, and any other
pending events.
H. Old Business
1. Sustainability Survey
Update from liaison.
I. Commissioner comments/announcements
J. 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.
A 4
ELGINi
Minutes • Tuesday, August 14, 2018 • 6:00 p.m.
Robert Gilliam Municipal Complex, City Hall
Second Floor South Conference Room
150 Dexter Court, Elgin, IL 60120
A. Call to order (chairperson)
B. Roll Call (staff liaison)
Chairperson Aagesen and Commissioners Anderson, Corie, Kroiss, Miko, and Reiter present.
C. Welcome and introduction of new commissioners
The three newly appointed commissioners introduced themselves.
D. Approval of previous meeting's minutes
The July 10 minutes were approved. Liaison will report back as to why the City didn't just adopt the 2018
IRC in July. The July 27 special meeting minutes were approved pending a sentence change recommended
by Commissioner Anderson.
E. Other persons present
Those present introduced themselves.
F. Working Groups and Task -Related updates
Discuss goals related to Individual Commissioner Engagement Plan
-Commissioner Anderson applied for a $5000 grant through the Aldi Smart Kids program, and he has
received confirmation of $2,500. Chairperson Aagesen was not a determining factor for the acceptance of
this grant. The fiscal agent used was the Boys and Girls Club of Elgin, and the application provided a
bundling of three programs — Mighty Acorns, Earth Day, and the Boys and Girls Club of Elgin community
garden. Anderson will meet soon to follow up. He also applied for a $25,000 grant competition to support
the same programs through the same fiscal agent, and should know whether or not it has moved on to
the next round shortly. Anderson has exchanged emails with Parks and Recreation administration and is
prepared to engage the Parks and Recreation Foundation Board regarding a partnership, creating
restricted funds that are supported by commission fundraisers. He will also be meeting with Maria
Cumpata to discuss potential solar opportunities at the sports complex. Anderson is attending the Elgin
Green Groups meeting on August 20 to discuss the commission and action plan. Anderson announced
that Elgin was accepted into the Metropolitan Mayor's Caucus SolSmart program cohort. He is actively
trying to organize the first solar work group meeting. He is also meeting at The Conservation Foundation
to discuss Mighty Acorns funding.
-Commissioner Miko is participating in the solar working group. Miko would also like to create and lead a
water working group.
-Commissioner Aagesen met with Vaughn from Waste Management. DeKalb has begun banning plastic
bags and providing reusable bag hubs. Single use plastic is something that is plaguing Waste
Management, and the industry, and they can provide resources if its something we can help in terms of
education. There's also a WM Think Green Grant, which can be applied to a particular project. In regards
to the straw project, a one -page plan was created. This initiative may warrant a waste working group.
Liaison will add this working group idea, as well as Miko's water group, as a discussion to the agenda next
month.
G. Discussion Items
1. Commissioner Recruitment and Ordinance
Consultant Denise Barreto of Relationships Matter Now present to provide insight
Ms. Barreto introduced herself and her work with the City. She suggested when creating working
groups and subcommittees, the commission make sure people are aware that those new groups
exist. She suggested looking for busy people that get things done and perhaps are already coming
to meetings. Reach out to the Human Relations Commission to help with recruitment of a diverse
group as it relates to age, race, and abilities. She suggested that citizens who call in to complain are
the people you need to ask to participate. There may be people without the degrees but the
interest and willingness to serve, and they should also be targeted.
Commissioner Anderson questioned if the ordinance calling for people of a broad background is
inclusive? Barreto suggested it be rewritten, as people of a broad background are "preferred."
Anderson suggested it says "expertise or interest." Commissioner Corie suggested the group find
ambassadors and people for communities within the community. Commissioner Reiter suggested
the "expertise" is intimidating, and it's best to meet people where they are at. The liaison asked for
commission feedback via email as soon as possible, so it can be compiled and communicated to
City Council. Commissioner Anderson will distribute raw feedback on the exercise from earlier in
the year regarding the commission ordinance.
2. Presentation: Friends of the Fox
Presentation by Gary Swick
Mr. Swick provided a background on the development of Friends of the Fox River (FOFR), which
began in Elgin in the early 1990s when a citizen realized there was no voice for the river. The
organization still operates around advocacy and water quality. The organization operates
watershed -wide. The former service agreement provides for educating students in the stream,
which is the most powerful vehicle to engage and connect students. The organization survived off
grants for a while, but had to keep reinventing the programs. The FOFR needed some sustainable
funding, and came up with a concept to help municipalities maintain educational component
needed for MS4 permits. When the City reports to the IEPA, education and public engagement is a
requirement, and FOFR fills that role. FOFR does not charge schools for education and does not
employ any full time educators. FOTF will do so, however, if the financial resources are secured.
The programhere in Elgin has served as a model, which was replicated in Aurora and a couple
other communities. Commissioner Miko inquired if events like "Love Our River Days" could help
provide a recurring source of funding. FOFR is not concerned where funding comes from, but more
importantly that it can be sustained to continue operations, and ideally grow them.
Commissioner Anderson offered to donate his time to helping FOFR develop recurring revenue
streams. Chairperson Aagesen summarized that the commission supports the service FOFR offers,
and the impact is anecdotal and difficult to quantify. The commission is supportive of assisting
FOFR with developing funding ideas and better understanding what the organization's funding
supports. Anderson noted that the participation numbers are duplicated on the spreadsheets. It
shows numbers per session, but not individuals educated.
3. Budget Discussion
Wrap up budget discussion for Fiscal Year 2019.
All of 2018 funds will be spent, as $10,000 will be secured for a keynote speaker (fee plus
travel/accommodations) for 2019 Earth Day. Commissioner Miko motioned for liaison to move
forward with 2018 projections and next meeting the commission will iron out details, encumbered
funds, etc. The motion passed unanimously. Commissioner Anderson will contact the speaker's
representative and get them scheduled to dial in for our next meeting in September. It will be on
the next agenda. All should review the budget resolution.
Sustainability Honor Roll
Select next recipient for October award and City Council meeting date for presentation.
Commissioner Reiter abstained, as she had not yet had the opportunity to read the nominations.
State Representative Anna Moeller received the most votes for first place choice, with Elgin Public
House as second and Pat Hill as the third.
S. Events
Discuss Elgin Sustainability Awards evolution, Earth Day, Pumpkin Composting, and any other
pending events.
Tia will compile a list of events the City puts on that the commission can have a presence. The
group can look into the "Keep Northern Illinois Beautiful" clear recycling bag containers for events..
H. Old Business
1. Sustainability Survey
Update from liaison.
The survey has over 250 responses and will remain open through at least the end of August.
I. Commissioner comments/announcements
J. 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.
IN
ELGINir
Agenda • Tuesday, September 11, 2018 • 6:00 p.m.
Robert Gilliam Municipal Complex, City Hall
Second Floor South Conference Room
150 Dexter Court, Elgin, IL 60120
A. Call to order (chairperson)
B. Roll Call (staff liaison)
C. Approval of previous meeting's minutes
D. Other persons present
E. Working Groups and Task -Related updates
Provide updates and discuss goals related to Individual Commissioner Engagement Plans.
F. Discussion Items
1. Waste and Water Working Groups
Discuss creation of additional working groups to oversee applicable initiatives.
2. Call with Rebecca Buel of Big Speak
Discuss opportunity to have Xiuhtezcatl Martinez provide a keynote speech for Earth Day 2019.
G. Old Business
1. Sustainability Survey
Liaison will close survey and send results to commission for review.
2. Budget Discussion
Finalize budget for fiscal year 2019 resolutions.
3. Commissioner Recruitment and Ordinance
Discuss recommendations and feedback to provide City Clerk on ordinance changes, recruitment
and resource packets.
4. Events
Discuss Pumpkin Composting Event on November 3 and Sustainability Brunch for 2019.
H. Commissioner comments/announcements
-Sustainability Honor Roll award presentation to take place at October 10 7:00 p.m. City Council meeting.
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.
J
} Ir
ELGINi
Minutes • Tuesday, September 11, 2018 • 6:00 p.m.
Robert Gilliam Municipal Complex, City Hall
Second Floor South Conference Room
150 Dexter Court, Elgin, IL 60120
A. Call to order (chairperson)
B. Roll Call (staff liaison)
Chairperson Aagesen and Commissioners Anderson, Corie, and Kroiss present.
C. Approval of previous meeting's minutes
August meeting minutes were approved.
D. Other persons present
-Lashaunda Jordan, representing the Boys and Girls Club of Elgin (BGCE), wishes to bridge the gap
between the organization and the commission. BGCE would like to help bring Xiuhtezcatl Martinez to
Elgin, as this type of speaker could have dialogue with the youth and teens.
-Deb Perryman of Elgin High School present.
-Winfried Cooper from the Elgin Human Relations Commission present.
-Chairperson Aagesen provided Danielle Henson's (of Gail Borden Public Library) email providing GBPL's
interest in partnering for Earth Day and other sustainability programming options. She also provided an
email from Phil Mungai supporting the proposal to bring Xiuhtezcatl Martinez to Elgin.
-Former Commissioner David Segel was present and noted the Elgin Math and Science Academy (EMSA) is
incorporating Sustainability into their lessons. He also voiced his support for Friends of the Fox.
E. Working Groups and Task -Related updates
Provide updates and discuss goals related to Individual Commissioner Engagement Plans.
-Chairperson Aagesen brought up the straw initiative and all were in favor of moving'this item forward.
The discussion will continue with a working group. Vaughn Kuerschner of Waste Management is providing
educational materials to Multi -family units that they currently service.
-Commissioner Kroiss gave an overview of this Individual Engagement Plan. Kroiss wants to help build and
develop a citywide asset map. He will be meeting with Dan Rich of the City's IT department in November.
-Commissioner Corie has been researching electricity and believes that Elgin is paying more for brown
energy. The liaison updated Corie on work the City is pursuing with Consultant Mark Pruitt in regards to
energy. Liaison will reach out the Director of Neighborhood Services to try to connect Corie to in order to
provide input on the process.
-Commissioner Anderson has met with The Conservation Foundation, the U46 Foundation as well as the
Parks and Recreation Foundation, and the Boys and Girls. Club of Elgin. In order to provide funding for the
Mighty Acorns Programming in collaboration with Hillcrest School, he is working to develop a sustainable
funding stream by getting the U46 Foundation on board with a Giving Tuesday campaign. Anderson would
like to work with the Parks and Recreation Foundation to hold a restricted account for the nature center
that could be funded by the Sustainability Awards fundraiser. As for Friends of the Fox River°(FOFR),
Anderson has met with representatives and discussed sustainable funding. Anderson also met with their
membership committee and they are taking him up on offers to rewire their membership program, which
should help generate dollars. He has also offered to help with goal planning as well as with the Giving
Tuesday campaign. The Earth Day Planning Committee will meet in October at the GBPL. The Solar work
group is set for October 1 at the GBPL. Anderson spoke to Maria Cumpata of the City's Parks and
Recreation Department about the solar on the property at 600 S. State, and potentially placing panels that
could produce energy for the sports complex lights. He wondered if the state would consider knocking
down the power plant and installing a community solar site.
F. Discussion Items
1. Waste and Water Working Groups
Discuss creation of additional working groups to oversee applicable initiatives.
Anderson motioned to create a water,work group with the objective of identifying goals, objectives
and tactics within Elgin's Sustainability Action Plan that should be worked on now and then to
subsequently provide volunteers to put to work. A second motion was made to create a waste
work group with the objective of identifying goals, objectives and tactics within Elgin's
Sustainability Action Plan that should be worked on now and then to subsequently provide
volunteers to put to "work. Both motions passed. Anderson stressed the importance of volunteer
recruitment and the time commitment needed to do so. Chairperson Aagesen will reach out to
Commissioner Miko to see if he is interested in leading the water group. Aagesen suggested a
volunteer recruitment strategy to the October meeting agenda.
2. Call with Rebecca Buel of Big Speak
Discuss opportunity to have Xiuhtezcatl Martinez provide a keynote speech for Earth Day 2019.
Martinez has only been part of Speakers Bureau the last year. The fee structure fluctuates, buwith
$7500 on the low end, plus travel, accommodations and meals. Commissioner Corie was not
interested in bringing Martinez in with that price point. Others present provided input.
Mr. Cooper said his personal opinion was that the cost was too high for the timeframe. He
suggested reachking out to find a panel of environmental teachers, perhaps from ECC.
Commissioner Corie suggested reaching out to schools and having them nominate students that
have leadership abilities and audition them to speak. Other options would be the Youth Leadership
Academy and BGCE. Ms. Perryman suggested many of those kids may already be busy with the
U46 talent fest that takes place around the same time as Earth Day. Anderson mentioned that
greatly impacted, many groups are under -represented in the sustainability field. The youth are the
next generation and Martinez, being young, changes the equation and strives to empower the
youth. Anderson would like to find a speaker with that type of dynamic. Anderson asked who
would be willing to seek out other speakers bureau, schools, etc. Corie volunteered to reach out to
Judson and explore other options in the Chicagoland area. Chairperson Aagesen asked for an
update by October 1, so followup questions can be provided. Mr. Cooper offered to reach out of
the forest preserves. Ms. Jordan suggested that universities and bigger colleges may be better to
look at rather than local schools to speak to the under -represented communities.
G. Old Business
1. Sustainability Survey
Liaison will close survey and send results to commission for review.
Liaison provided update that survey is closed with 327 responses. She has exported the results and
placed in the commission's shared folder.
2. Budget Discussion
Finalize budget for fiscal year 2019 resolutions.
Anderson offered an amendment on Article Five, Number Nine. Anderson will send amendment to
liaison who will send it out to commission to review for next meeting.
3. Commissioner Recruitment and Ordinance
Discuss recommendations and feedback to provide City Clerk on ordinance changes, recruitment
and resource packets.
Aagesen will draft a feedback form response based on commissioner feedback. The commission
will provide any concerns by October 1. Commission should send application question ideas to the
liaison to distribute.
4. Events
Discuss Pumpkin Composting Event on November 3 and Sustainability Brunch for 2019.
Liaison will create tabloid size posters and handouts by September 26. Anderson suggested that as
commissioners engage different organizations, they should try to find a partner to pass this event
onto.
H. Commissioner comments/announcements
-Sustainability Honor Roll award presentation to.take place at October 10 7:00 p.m. City Council meeting.
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
Sustainabiiity Commission
Solar Work Group
Agenda • Monday, October 1, 2018 • 5:00-6:30 p.m.
Gail Borden Public Library
Second Floor Conference Room
270 N. Grove Avenue, Elgin, IL 60120
A. Welcome & Introductions
B. Discussion: Metropolitan Mayors Caucus (MMC) SolSmart consulting program
1. September 7th webinar discussion
2. Work Group road map per MMC consulting program
3. Q&A
C. Discussion: Let's get organized
1. Basecamp online project management
2. Developing GRPI
3. Developing Charter/Work Plan
i. More volunteer recruitment
ii. Meeting dates
D. Discussion: What other solar issues need attention from this work group?
1. EnergySage
2. Solar opportunities at the Elgin Mental Health Center site
3. Centre of Elgin
4. School districts
E. Announcements
F. 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.
°i
is
ELGIN
iryAgenda • Tuesday, October 9, 2018 • 6:00 p.m.
Robert Gilliam Municipal Complex, City Hall
Second Floor South Conference Room
150 Dexter Court, Elgin, IL 60120
A. Call to order (chairperson)
B. Roll Call (staff liaison)
C. Approval of previous meeting's minutes
D. Other persons present
E. Working Groups and Task -Related updates
Provide updates and discuss goals related to Individual Commissioner Engagement Plans.
F. Discussion Items
1. Meeting Procedures
Revisit and discuss adoption of meeting procedure changes proposed in 2017.
2. Ordinance Amendments Addressing Urban Farming/Gardening and Native Plants
Discuss proposal to amend City ordinances to address and allow for front yard/side
yard/parkway gardening as well as address native plants so to not be considered weeds.
3. Commission Roles
Discuss creation of secretary position to take detailed minutes and circulate to commissioners
within one week of meetings. Also discuss creation of a volunteer ambassador role to oversee
recruitment strategies for various committees and work groups.
G. Old Business
1. Sustainability Survey
Determine next steps based on review of responses.
2. Budget Discussion
Discuss adoption of latest version of budget resolutions.
3. Commissioner Recruitment and Ordinance
Review feedback form created by Chair and related materials. Provide suggestions for
application questions.
4. Events
Discuss 2018 Pumpkin Composting Event details and marketing, and discuss any updates related
to the Sustainability Brunch for 2019.
H. Commissioner comments/announcements
-Sustainability Honor Roll award presentation October 10 7:00 p.m. City Council meeting.
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.
Ilk
ELGIN
Sustainabtttty Commission
Minutes • Tuesday, October 9, 2018 • 6:00 p.m.
Robert Gilliam Municipal Complex, City Hall
Second Floor South Conference Room
150 Dexter Court, Elgin, IL 60120
A. Call to order (chairperson)
B. Roll Call (staff liaison)
Chairperson Aagesen and Commissioners Corie, Kroiss, and Miko were all present.
C. Approval of previous meeting's minutes
September 2018 minutes were approved.
D. Other persons present
E. Working Groups and Task -Related updates
Provide updates and discuss goals related to Individual Commissioner Engagement Plans.
-Chairperson Aagesen will be meeting with the liaison to discuss straw initiative.
-Commissioner Kroiss will be distributing pumpkin flyers. Kroiss has also been researching different
mediums for asset management and plans to meet with Dan Rich in the coming weeks.
-Commissioner Corie and the liaison will meet to discuss aggregation and other energy initiatives the City
is considering to make sure all concerns and input are understood.
-Commissioner Miko has been recruiting for the water working group, including community members and
staff members. Miko hopes to have the first meeting in the next month or so. He put together a list of
about 20 water issues mentioned in the Comprehensive Plan.
-Commissioner Anderson sent out minutes from the first Solar Work Group meeting. The group still needs
to do more recruitment. The liaison will provide additional clarification on OMA with working groups vs.
event committees.
F. Discussion Items
1. Meeting Procedures
Revisit and discuss adoption of meeting procedure changes proposed in 2017.
The commission reviewed the proposed changes that address meeting format, speaking time,
roles, etc. Chairperson Aagesen motioned that at the next meeting, we adopt the procedure
changes and adhere to them following. The motion passed.
2. Ordinance Amendments Addressing Urban Farming/Gardening and Native Plants
Discuss proposal to amend City ordinances to address and allow for front yard/side
yard/parkway gardening as well as address native plants so to not be considered weeds.
The liaison and Kiko Mari, another staff member from the City Manager's Office, provided an
overview of the topic and how it came to be. Aagesen asked about any local cities and ordinances.
Mari provided that Chicago and Northbrook are the two closest cities that address urban gardening
in their ordinances that he found. Commissioner Miko motioned to have staff proceed with the
process and move this forward to City Council. The motion passed. Liaison will work to draft
ordinance and send it to the commission for additional feedback prior to bringing it to council.
3. Commission Roles
Discuss creation of secretary position to take detailed minutes and circulate to commissioners
within one week of meetings. Also discuss creation of a volunteer ambassador role to oversee
recruitment strategies for various committees and work groups.
Chairperson Aagesen suggested Commissioner Anderson might be interested. Commissioner Kroiss
said he could take on the role if Anderson is not. The commission will bring up the idea of a
volunteer ambassador when additional commissioners are recruited.
G. Old Business
1. Sustainability Survey
Determine next steps based on review of responses.
Chairperson Aagesen explained the summary of responses she compiled.
2. Budget Discussion
Discuss adoption of latest version of budget resolutions.
Commissioner Miko found the provision to be limiting and redundant from the principles. He
suggested policies should be more about the actions we take, where principles guide our decisions.
He suggested the one-year project is very limiting and not realistic. Commissioner Corie suggested
providing a statement of intent in providing funding for one year. Commissioner Kroiss suggested
the one-year limitation might be there as the commission is not guaranteed funding.
Commissioner Miko will draft a new statement that suggests we are limited to funding one year at
a time, and that certain criteria is taken into consideration. The item was tabled for a vote until the
November meeting.
3. Commissioner Recruitment and Ordinance
Review feedback form created by Chair and related materials. Provide suggestions for
application questions.
The commission reviewed the compiled feedback and agreed on responses for the feedback form.
4. Events
Discuss 2018 Pumpkin Composting Event details and marketing, and discuss any updates related
to the Sustainability Brunch for 2019.
Chairperson Aagesen reached out to Shared Harvest, who is interested in being involved with the
pumpkin composting event. Liaison will reach out to Deb Perryman for any student volunteers for
the pumpkin composting event.
H. Commissioner comments/announcements
-Sustainability Honor Roll award presentation October 10 7:00 p.m. City Council meeting.
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.
All,
ELGINir
Solar Work Group
Agenda • Monday, November 12, 2018 • 5:00-6:30 p.m.
Elgin City Hall
Community Development/3-1-1 Conference Room ft Floor
150 Dexter Ct, Elgin, IL 60120
A. Welcome & Introduction of new individuals
1. Kiko Mari
2. Dale Steichen
3. Tim Solarz
B. Other persons present
This is an opportunity for community members, who aren't members of the work group, to speak for two minutes
on topics related to this work group's charge.
C. Discussion: Metropolitan Mayors Caucus (MMC) SolSmart consulting program
1. Summary of November 2nd 2018 Cohort Kick-off Meeting (Kiko Mari & Edith Makra)
i. Introduction of program
ii. Advisor and Community Roles and Expectations
iii. Workplan and Project Milestones
iv. Amount of staff time is required
v. Bi-weekly cohort check -in calls starting in November
2. Q&A
3. Next steps? (e.g. action steps for individual work group volunteers)
D. Discussion: Update on MMC November 6th webinar about Community Solar Clearinghouse Solutions (CSZ)
Program (Erik Anderson)
1. Program overview
2. "Expressions of Interest" to join the new CS2 Program purchasing pool (deadline of Nov. 12th)
3. Next steps?
E. Discussion: How do we want to proceed with other potential solar projects?
1. EnergySage
2. Solar opportunities at the Elgin Mental Health Center site
3. Residential solar solutions for specific city buildings (e.g. Centre of Elgin, city hall, police station, fire
stations, ROPE Officer homes, Elgin Mental Health Center site, etc)
4. Residential solar solutions for U-46 schools (e.g. greater involvement by district in work group?)
S. Kane County Board zoning revisions
F. Announcements
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.
Location Note: When you walk in the front -door, the meeting room is immediately to the right. It says 311 on the window..
A
ELGIN
Sustainability Commission
Agenda • Tuesday, November 13, 2018 • 6:00 p.m.
Robert Gilliam Municipal Complex, City Hall
Second Floor South Conference Room
150 Dexter Court, Elgin, IL 60120
A. Call to order (chairperson)
B. Roll Call (staff liaison)
C. Approval of previous meeting's minutes
D. Other persons present
E. Working Groups and Task -Related updates
Provide updates and discuss goals related, to individual Commissioner Engagement Plans.
F. Discussion Items
1. Meeting Procedures
Vote on adoption of meeting procedure changes proposed in 2017.
2. Budget Resolution
Vote on adoption of budget resolution.
3. Fox Valley Sustainability Network Sponsorship for 2019
Vote on sponsorship and level for 2019.
4. 2018 Budget allocations
Determine any allocations for remaining 2018 funds.
S. Sustainability Award Brunch event on May 18, 2019
Discuss structure, date and other details like beneficiaries.
6. 2019 Budget
Review proposed 2029 budget and prepare any final changes for adoption at December meeting.
7. 2019 Meeting Schedule
Adopt 2019 regular meeting schedule and determine special meeting dates.
G. Old Business
1. Ordinance Amendments Addressing Urban Farming/Gardening and Native Plants
Liaison to provide status update.
H. Commissioner comments/announcements
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.
il,lk
ELGIN
t
Minutes Tuesday, November 13, 2018 • 6:00 p.m.
Robert Gilliam Municipal Complex, City Hall
Second Floor South Conference Room
150 Dexter Court, Elgin, IL 60120
A. Call to order (chairperson)
B. Roll Call (staff liaison)
C. Approval of previous meeting's minutes
D. Other persons present
John Zawada, Abby (ECC Student), Robin Migalla, David Segel
Ms. Migalla noted that the City's contract with Waste Management ends in 2019 and she would like the
commission to be very involved the project. Ms. Migalla also shared she is leading a presentation "Talking
Trash" at the library on Wednesday.
E. Working Groups and Task -Related updates
Provide updates and discuss goals related to Individual Commissioner Engagement Plans.
-Commissioner Miko said the first Water Working Group meeting is set for December 20.
-Commissioner Kroiss and Anderson met with Dan Rich last week. They learned what fields and data they can
work with on the City's Salesforce platform when working on the asset mapping intiative.
-Chairperson Aagesen and the liaison met to discuss the no straw initiative. They will assemble a press
release, and try to get 3-5 restaurants to sign on with a pledge. The goal is to have businesses sign on by the
end of November and start implementation in December. Commissioner Perryman suggested U46 students
partner as they have a similar event in February.
-Commissioner Anderson provided his minutes from the first Earth Day planning committee meeting. Last
night, the Solar Work Group met for the second time. Edith from the Metropolitan Mayors Caucus (MMC), as
well as Kiko Mari discussed the SolSmart program and recapped the cohort's welcome meeting. They also
discussed the Community Solar Clearinghouse Solutions Program (CSZ). The city provides its electric bills,
which are then sorted through and looked at for opportunities to save energy with community solar RECs.
Commissioner Anderson has also been busy working on a funding plan for the Mighty Acorns programming in
Elgin, with a major focus on raising money with Giving Tuesday. The plan has three different strategies. One
is focused at parents of Hillcrest Elementary students. A second is a direct mail campaign to 400-450 people
in the 60123 zip code with a high propensity of giving. Those being mailed campaign pieces also have a
history of giving to green causes. Anderson noted that response rates on direct mail are low, typically 0.5-3%,
so he doesn't anticipate a large response. The third leg is the entire online giving strategy, which has kicked
off on the City of Elgin's Sustainability Facebook page. He provided the mail materials and asked other
commissioners to consider supporting the cause through donations, sharing of information, or both.
-Commissioner Corie met with the liaison to discuss electric aggregation opportunities and will report back
more in December once she has reviewed materials provided in addition to research.
F. Discussion Items
1. Meeting Procedures
Vote on adoption of meeting procedure changes proposed in 2017.
Chairperson Aagesen motioned to adopt the procedural standards and the motion passed
unanimously.
2. Budget Resolution
Vote on adoption of budget resolution.
Commissioners Miko and Anderson will be meeting separately to iron out the statement in question.
The item was tabled until the December meeting.
3. Fox Valley Sustainability Network Sponsorship for 2019
Vote on sponsorship and level for 2019.
Commissioner Anderson suggested the commission support the network with the highest sponsorship
level of $5000 for 2019 and see what value can be attained from it. If the commission does not, after
2019, find the sponsorship valuable, it can reevaluate going forward. The 2019 sponsorship would be
paid for with 2018 funds. Anderson motioned for the commission support the Fox Valley Sustainability
Network at the Regional Community Sponsor level. The motion passed 5 to 1.
4. 2018 Budget allocations
Determine any allocations for remaining 2018 funds.
With an estimated $7,000 unallocated, the commission will send liaison ideas for spending 2018 funds
in the next two weeks. Liaison will meet with treasurer to finalize actual numbers and then send
budget spreadsheet to the commission next week.
5. Sustainability Award Brunch event on May 18, 2019
Discuss structure, date and other details like beneficiaries.
The liaison will reach out to the ballroom and determine the cost for a brunch event in May.
Chairperson Aagesen requested the commission consider how funds raised from the event would be
allocated for a decision to be made at a later date.
6. 2019 Budget
Review proposed 2019 budget and prepare any final changes for adoption at December meeting.
Commissioner Miko will meet with liaison next week and will circulate the budget, both 2018 finalized
and 2019 proposed. The commission will vote on a proposed 2019 budget in December. A 2019 final
budget can be adopted in January 2019.
7. 2019 Meeting Schedule
Adopt 2019 regular meeting schedule and determine special meeting dates.
All regular meeting dates will remain. Chairperson Aagesen will send out a Doodle poll for a January
special meeting date. Liaison will email the commission the 2019 regular meeting schedule.
G. Old Business
1. Ordinance Amendments Addressing Urban Farming/Gardening and Native Plants
Liaison to provide status update.
Liaison updated the commission that Kiko Mari met with staff from both code compliance and
planning and will be working to make further revisions to the proposal. Staff will then draft and
ordinance and share the commission prior to moving forward to city council.
H. Commissioner comments/announcements
I. Adjourn
The City of Elgin is subject to the requirements oft he 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
l k
ELFIN
Sustainabitity Commission
Minutes • Tuesday, December 11, 2018 • 6:00 p.m.
Robert Gilliam Municipal Complex, City Hall
Second Floor South Conference Room
150 Dexter Court, Elgin, IL 60120
A. Call to order (chairperson)
B. Roll Call (staff liaison)
Chairperson Aagesen and Commissioners Anderson, Corie, Kroiss and Perryman present.
C. Approval of previous meeting's minutes
N-ovember 2018 meeting minutes were approved.
D. Other persons present
John Zwada, TJ Aagesen, and Robin Migalla present. Ms. Migalla invited all to the December 17 Elgin
Green Groups 350 meeting..
E. Working Groups and Task -Related updates
Provide updates and discuss goals related to Individual Commissioner Engagement Plans.
Commissioners provided their updates in advance via email, distributed by the liaison. Any questions or
follow-up can also be emailed to the.liaison or directly to the commissioner. Mighty Acorns Giving
Tuesday initiative is still about $185 short of its goal. A $325 gift from the Elgin Garden Club was recently
added. It's not too late to give.
F. Discussion Items
1. Budget Resolution
Vote on adoption of budget resolution and appoint treasurer for 2019 fiscal year.
The budget resolution was passed unanimously.
2. Friends of the Fox
Vote on whether or not to provide funding requested to 2018 programs.
Liaison provided an email update that the water department has provided FOFR payment for the
2018 programming. Aagesen suggested the commission create a scorecard or checklist of criteria
for funding requests. Liaison will send criteria used for former neighborhood improvement grants
that were issued by the commission. Liaison will also send scorecards that the Cultural Arts
Commission uses for its grants.
3. 2018 Budget allocations
Determine any allocations for remaining 2018 funds.
To make the award event more affordable, the group may want to move to a weeknight and
combine the event one of the desired speakers. Rather than a meal, the event could just have
appetizers and a small reception, before a speaker and award presentation. The group is
considering April 15 or 16, 2019. The group provided their top three initiatives, with most desired
first, to be funded with 2018 funds
-Commissioner Perryman's included 1) Responsive Mailer, 2) "Normal is Over," and 3) Xiuthezcatl
Martinez.
-Chairperson Aagesen's included 1) "Normal is Over," 2) Xiuthezcatl Martinez, and 3) Responsive
cn
Mailer with Spartan event as a close 4
-Commissioner Kroiss' included 1) "Normal is Over," 2) Xiuthezcatl Martinez, and 3) Responsive
Mailer..
-Commissioner Anderson's included 1) Responsive Mailing, 2) Xiuthezcatl Martinez, and 3) "Normal
is Over $800."
-Commissioner Corei's included 1) "Normal is Over," 2) Responsive Mailer, and 3) Xiuthezcatl
Martinez.
Chairperson Aagesen motioned to allocate remaining 2018 funds as follows: 1) $700 remaining in
Mighty Acorns money allocated in the 2018 for a total of $1995.50 in the Mighty Acorns line item.
The fall invoice is expected to be $1610, so the remaining $385.50 will be carried over in 2019 to
be applied to winter invo.ice for programming that still occurred in 2018. $7500 will be allocated to
Speakers Bureau to secure Xiuthezcatl Martinez, and the remaining $4117.75 will be attributed to
the Responsive Mailroom initiative: The motion passed unanimously. The other three funding
requests will be tabled until the January meeting.
4. Sustainability Award Dr -ash event
Discuss structure, date and other details.
The commission discussed how to scale back on the meal portion of the event but also make it
special. Dinner was preferred over brunch. Commissioner Anderson inquired what the
documentary audience is. The event can be focused on awards and potentially announcing
projects being funded for the year. Audience could be built similar to YWCA Leader Luncheon
event, with nominees attending. The event can also recognize those who have been awarded in
the past. Commissioner Corey suggested having some visual component for each nominee. Liaison
will help push a call for nominations online. Event location options include the event center at ECC,
the Heritage Ballroom at the Edward Schock Centre of Elgin, and the Grand Victoria Casino. More
time will be allocated to this topic on the January agenda. Anderson requested cost options for
each location be available at the next meeting.
S. 2019 Budget
Review proposed 2019 budget and prepare any final changes for adoption at January meeting.
There were no changes to the proposed 2019. budget. City Council is expected to pass the
proposed budget on December 19, and no changes have been recommended to the commission
budget. A motion was made to appoint Bryan Miko as treasurer for 2019. The motion passed.
G. Old Business
1. Ordinance Amendments Addressing Urban Farming/Gardening and Native Plants
Liaison to provide status update.
Liaison has no update since the last meeting.
2. January Special Meeting
Determine date and content of meeting.
All are to complete Doodle Poll for January special meeting date.
H. Commissioner comments/announcements
Anderson updated the group that Christina Uzzo from Citizens Utility Board (CUB) confirmed that her
proposal to MREA for a Solarize community group buy purchase program for Kane County has been
accepted. Ms. Uzzo will be invited to January meeting for further discussion. She is requesting the City
endorse the program and participate by means of sharing information.
I. Adjourn
The City of Elgin is subject to the requirements oft he Americans with Disabilities Act (ADA) of 1990. Individuals with disabilities whop Ian 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.