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HomeMy WebLinkAbout2019 SUSTAINABILITYtl�l ► ELGIN Sustalnability Com"s�ssion Agenda • Tuesday, January 8, 2&?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. Solar Group Buy Hear program presentation from Christina Uzzo from the Citizens Utility Board (CUB) and consider sponsorship/endorsement/participation. 2. 2019 Budget Adopt 2019 budget. 3. Funding Requests Vote on funding requests for 1) Normal is Over, 2) Spartan event, 3) Earth Day domain. 4. Sustainability Award Event Discuss structure, date and other details. G. Old Business 1. January Special Meeting Determine date and content of meeting. 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. I, ELGIN w.w.„ Sustainability Commission Aref 4t a • Tuesday, January 8, 200M. 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, Kroiss, Miko and Perryman present. C. Approval of previous meeting's minutes December meeting minutes were approved pending the change of "MERA" to "MREA" in the announcements portion of the meeting. D. Other persons present E. Working Groups and Task -Related updates Provide updates and discuss goals related to Individual Commissioner Engagement Plans. -Commissioner Kroiss has been working on a timeline for an asset map, what needs to take place, etc. He hopes to have a basic program and e-services implemented by the end of 2019. -Commissioner Perryman suggested data collected from streams by students could be included. As for the solar work group, Perryman is looking to see how the school district can help with the Solar for All program. -Commissioner Miko intended for a second water work group meeting to be held February 6 at the library. The first meeting discussed organization, goals, recruitment and how to get people engaged. They want to help tackle some of the storm water management issues that City is looking to solve. They want to help the City be more sustainable and be more accountable to commitments. He has also been working with solar group and helping look at MREA's program for a solar group buy and will findsponsorships. -Commissioner Anderson said the solar work group meets tomorrow. The work group is committing to SolSmart and Kiko Mari from the City Manager's Office has been leading the way to get staff tasks completed. The group is also looking at solar oriented projects that can be good for Elgin and also help get SolSmart points. The Solarize group buy is one such program. Solar for All is another program under FEJA trying to help making the benefits of solar available to low-income homeowners. Personally, Anderson is looking to focus his efforts on implementing EnergySage. The Earth Day Planning Committee meets next week. Xiuthetical Martinez has been booked for Friday, April 5 at the Hemmens Cultural Center (*this has since been rescheduled for Wednesday, April 17). The committee is also working on involving new groups/businesses/organizations in Earth Day, like Blue Box Cafe. -Chairperson Aagesen asked that all take a comprehensive look at their Individual Engagement Plans and see if there are any adjustments for 2019. Aagesen hopes to get all potential strawless participants in a room together to discuss how to launch the initiative. F. Discussion Items 1. Solar Group Buy Hear program presentation from Christina Uzzo from the Citizens Utility Board (CUB) and consider sponsorship/endorsement/participation. Christina Uzzo from CUB provided a presentation describing a group buy program and providing examples of successful programs, like Champaign -Urbana. She provided information on the group - buy savings rebate structure, along with other federal tax credits and SREC payments. A 7.54kW group -buy had a net cost of $5,496 per installation. Commissioner Anderson noted that net cost should include a note that you still need to pay tax on the SREC payment. Some communities have partnered with a local credit union to help people fund the initial installation, as you get the rebates within a year. Cities need to decide by February 15 if they want to be an active participant or by April 19 if they want to endorse the program. Being an active participant allows you to have someone on the advisory committee, to guide the installer selection process. MREA manages the RFP and selects the installer(s). They will be giving several presentations May -September. Liaison provided that she has booked the Centre ballroom on February 8 for the next Fox Valley Sustainability Network. Contracts would only be between MREA and installer. All endorsing organizations/communities are held harmless should anything go wrong. The City would be endorsing the program, not the selected installer. Commissioner Miko motioned that, pending no issues with the City's purchasing policy or legal department, the City move forward as a participating member of the Solarize Kane County program. 2. 2019 Budget Adopt 2019 budget. Miko motioned to table the 2019 budget adoption until February until the award event pricing is finalized. 3. Funding Requests Vote on funding requests for 1) Normal is Over, 2) Spartan event, 3) Earth Day domain. Commissioner Kroiss motioned to table the Earth Day Domain until more information is available as to total cost, who will manage/maintain, etc. The motion passed. For the Spartan Earth Day pitch event, the commission would like more details and will look to fund the winners of the pitch with 2020 funds. Anderson motioned to provide $1000 from the City's Earth Day budget to fund Normal is Over screening. The motion passed. 4. Sustainability Award Event Discuss structure, date and other details. Chairperson Aagesen provided quotes received for different venues including the Heritage Ballroom at the Centre, Grand Victoria Casino and Elgin Community College (ECC). The ECC rental for $3253 includes food, staff, space, AV stuff, and cash bar for 150 guests. Aagesen feels most comfortable with ECC and there were many dates available too. Aagesen motioned to have the event at ECC on May 16, from 5:30-9, with the event name pending. The motion passed. G. Old Business 1. January Special Meeting Determine date and content of meeting. The meeting will be held on January 15 at 6 p.m. Food will be included. Commissioners will share their 2019 individual engagement plans and help frame the annual report. The group will discuss the Sustainability Action Plan, specifically looking at planning models and setting dates to review and revise the plan. 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. ELGIN Sustainabiiity Commisston Agenda • Tuesday, February 11, 2020 • 6:00 p.m. Edward Schock Centre of Elgin West Conference Room 100 Symphony Way, Elgin, IL 60120 A. Call to order (chairperson) B. Roll Call (staff liaison) C. Approval of previous meeting's minutes D. Turf Quality Consideration Presentation 1. Greg Hu/ke, Parks and Facilities Superintendent, Inform Commission turf mgt. practices E. Working Groups and Task -Related updates F. Discussion Items 1. Simple Recycling i. Review survey results and 311 comments and consider possible county drop off location options ii. Make possible recommendations to city staff with regard to contract renewal 2. Commission Planning Documents i. Review and possibly adopt revised individual engagement commitment forms from chair -elect 3. Ordinance Changes i. Review staff consolidation of ordinance change recommendations and make recommendations to staff from previous meeting 4. Budget update and reallocation of funding if necessary i.. Hear FCC grant update ii. Reallocation of funding (including declined ECC Grant funding) to Earth Month activities 5. Grant program recommendation i.. Review suggested grant program recommendations from chair -elect and staff based on existing grant program outlines G. Old Business 1. Special Meeting in March L Give update on agenda (Earth Month 20201) 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. ELGINi Minutes • Monday, February 11, 2019 • 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) Chairperson Aagesen and Commissioners Anderson, Kroiss, McMullen (Perryman) present. C. Approval of previous meeting's minutes The January regular meeting minutes approved. Special meeting minutes will be voted on at the March meeting. D. Other persons present Kendra Kroiss, John Zawada, Laura Knoerr, Troy Simpson, Tom Armstrong and Jan Monell present. E. Working Groups and Task -Related updates Provide updates and discuss goals related to Individual Commissioner Engagement Plans. -Chairperson Aagesen is hopeful to work with DNA to move forward the straw initiative. Robin Migalla had shared with Aagesen a company that partners with Terracycle, that works with companies and allows consumers to buy a product, use it and ship the container back. A few cities are piloting the program now, and Aagesen asked Elgin be added to the list to potentially pilot. - -Commissioner Kroiss'was granted access to the Salesforce Sandbox. He needs to populate the Sandbox with fake information and data in order to test it. -Commissioner Anderson has scheduled February content to the Sustainability Facebook page. He's looking to get citizen feedback on the expiring Waste Management contract. He asked the commission to help share posts on individual pages. Anderson also added daily content to the Elgin Earth Day Facebook page and asked for shares on that as well. Anderson has also secured help in getting coverage for the Xiuthetical Martinez event. He reminded the commission that another $2000 needs to be raised to pay for the speaker expenses like flight, hotel, food, etc. -Commissioner McMullen (Perryman) has been involved with the U-46 biodiversity webinars and they have been very well attended. U-46 has a STEM expo coming up at Bartlett High School. McMullen met with the business manager and the head of operations to discuss the idea of solar panels on U-46 building roofs. She would need to get her cabinet of administration interested as well; all with an understanding that there is limited funding and some roofs are in bad condition. Her priority would be to seek installations on middle schools, as it would help support the 81h grade science curriculum. F. Discussion Items 1. Community Garden at City -owned Channing/Division Property Hear update regarding community gardening opportunity and consider offering endorsement or support and discuss any ways to help participate. The liaison provided some background the community garden initiative and the progress made in particular the past year. With the Channing/Division (Old YMCA) City -owned property as the location to be pursued, a group of dedicated neighborhood volunteers working to finalize buildout and operational plans for a neighborhood garden. The group presented to the Gifford Park Neighborhood Association (GPA), which unanimously supported the idea and forming a subcommittee to oversee the garden project. The City has a community garden program in which it leases City -owned land for a lost cost, and this initiative would follow the same program. In this instance, the GPA would be the organization leasing the land. The City would provide water and mowing services. Laura Knoerr, resident of the Gifford Park neighborhood spearheading the initiative, was present to answer questions about the proposed neighborhood garden. Knoerr said her group is looking at different models for renting the garden beds as they wish to not discourage anyone, especially due to cost. She specified that this would be a "neighborhood garden," rather than a community garden, as only those within neighborhood borders would be allowed to participate. The idea is this garden would be the first of many throughout the community. Their goal is to create 25 plots/garden beds the first year. The cost for a raised bed is about $95 to build out. They hope to get soil donated and possibly lumber. They will rely heavily on the Advocate Sherman master gardeners as their mentors and educators for the neighbors. Armstrong said the neighborhood is a park desert and a neighborhood garden would be a fantastic addition. Armstrong suggested GPA apply for a Neighborhood Matching Grant from the Elgin Community Network to help kick start the project. Anderson asked if the objective was to give people who don't own property access to garden. Knoerr confirmed it was, but for people who cannot garden on their property for other reasons, like mature trees. Participants would be responsible for purchasing their own plants. Knoerr said they would host workshops. Monell inquired if they had considered different materials for the beds, as the wood can rot after a few years. Anderson suggested people educating potential participants that anyone who uses the SNAP program can use their benefits to purchase plants. Part of the success will require reaching out to other organizations. Anderson would like more information before voting on the item. Aagesen agreed that additional information would be helpful like materials to be used and other plan specifics. She asked the commission to send any follow up questions in the near future so Ms. Knoerr can address them. 2. 2019 Budget Adopt 2019 budget. Anderson motioned to approve the budget. The motion passed. 3. Funding Requests Vote on funding requests for 1) Earth Day, 2) Spartan event, 3) Earth Day domain. -Earth Day at Hawthorne Hill Nature Center: Anderson supports Earth Day, but will abstain from voting on this event. Anderson believes good governance requires the commission receive proposals like this with more time for consideration. Anderson proposed a motion that $1300 of the Earth Day line item be allocated in the Hawthorn Hill event's program -related expenses (facepainters, entertainment and tree seedlings), and $200 be allocated to a 2-page Bravo advertisement promoting all the Earth Month events. The motion passed. -ECC Spartan pitch event: Anderson provided an update that he has not received many details, but ECC is theming the pitch event around Earth Day 2020 which would be open to the community, rather than just students. The commission could provide prize money could be targeted to towards the winning ideas, rather than to the recipients, and be based on paid receipts. There is an issue with timing of the commission's budget with when their event takes place. Without many details, the commission agreed there was no vote necessary at this point. -Earth Day Domain: Anderson updated the group that the Earth Day Planning Committee is using 2019 as a planning/test year. It doesn't seem necessary at this point to purchase the domain, as the library will host a webpage. The City can also create a redirect to Gail Borden's site. The event listing will be referred to as Elgin Earth Month for marketing purposes. There is no longer a recommendation to purchase a domain. As it pertains to Earth Month, Anderson provided the commission with a sample press release and fact sheet for the Xiuhtezcatl Martinez event as well as a schedule of events for all of Elgin Earth Month. He reminded the group to help push to fund the remaining $2000 needed to cover the speaker expenses. 4. Sustainability Award Event Discuss structure, date and other details. Aagesen suggested the group send a call for nominations on social media and a press release by February 22, with a submission deadline of March 7. Nominees would be announced by April 1. The commission reviewed the nomination form and recommended adding contact information for the nominator and also a drop down menu where the nominator can select which area of the Sustainability Action Plan the nomination is supporting. Aagesen asked that text be added describing how Elgin defines Sustainability. The event can be referred to as the Elgin Sustainability Awards. Monell suggested the parks and recreation software might be able to handle ticketing/registration. The physical award could be a tree seedling or something of sustainable nature. Anderson suggested the group look at the Green Expo contact list and create a joint sponsor program where sponsors can support both the Xiuhtezcatl Martinez and awards event. Aagesen motioned to allocate a total of up to $5000 to the awards event at ECC with food/drink for 150 attendees. S. Sustainability Action Plan Discuss planning models and timelines for updating the plan. Aagesen motioned that with new commissioners joining next meeting, it would be best to table this item until March. The motion passed. Liaison will add this item to the March agenda. G. Old Business 1. Solar Group Buy Discuss opportunities to promote program. Anderson provided an update regarding all solar work group initiatives. When the commission voted to support the Solarize program last month, it was a group buy program for all of Kane County, administered by CUB with support by MREA. Since then, the program has now expanded regionally to include several other counties. What was going to be one installer may need to be one installer with sub -contractors, or multiple installers, depending on workload capacity. At the recent work group meeting, members discussed concerns about preliminary marketing materials and the growing size of the program to include multiple counties in addition to Kane County. Anderson recalled the solar work group was created to determine what solar initiatives make sense for Elgin and he suggested Elgin needs a diversified solar strategy, especially considering the different households in the community. The strategy needs to address solar at the municipal level too. He wants the Solar Work Group to develop a solar plan for Elgin. He requested the liaison retrieve the energy report for Elgin Mark Pruitt referenced at the recent Fox Valley Sustainability Network forum. 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. lill, ELGINi Agenda • Tuesday, March 12, 2019 • 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. Communications — Welcome new commissioners D. Approval of previous meeting's minutes E. Public Comment Working Groups and Task -Related updates Provide updates and discuss goals related to Individual Commissioner Engagement Plans. G. Discussion Items 1. Rain Barrel Giveaway Consider approval of funding request to purchase rain barrels (3/week) throughout April to give away in support of award event ticket sales and align with Earth Month efforts. 2. Sustainability Award Event Discuss event details and assign tasks to commissioners. 3. Elgin Earth Month Discuss events and assign tasks to commissioners. 4. Elgin Farmers Market Consider sponsorship and commission involvement. S. Sustainability Action Plan Discuss planning models and timelines for updating the plan. H. Old Business 1. Community Garden at City -owned Channing/Division Property Hear update regarding community gardening and discuss any ways to help participate. 2. Solar Group Buy Discuss opportunities to promote program. 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. ELGINSustaiission Minutes • Tuesday, March 12, 2019 • 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, Armstrong, Biss, Cuevas, Kenney, Kessuvan, Kroiss, McMullen (Perryman) and Miko are present. Communications — Welcome new commissioners -Commissioner Kessuvan is part of conservation club at St. Edwards High School, and found out about the student representative position through Facebook. -Commissioner Kenney is a student at UIC, working on a Masters in Urban Planning, with concentrations on Community Development and Environmental Planning. She is interested in the political process. -Commissioner Armstrong is a retired City planner, an volunteers in many capacities in Elgin. He co- chaired the land use working group when the-sustainability action plan was developed. -Commissioner Cuevas has lived in Elgin all this life, sees a lot of potential and wants to grow with Elgin. -Commissioner Biss wants to make a difference in sustainability, starting at the local level. D. Approval of previous meeting's minutes January 2019 special meeting minutes were approved. February 2019 regular meeting minutes were approved. E. Public Comment Attendees included Ryan Peterson (Kane County), Ellen, Mary Alice, John Zwada, Robin Migalla and Dave Segel. Working Groups and Task -Related updates Provide updates and discuss goals related to Individual Commissioner Engagement Plans. -Commissioner Armstrong provided his draft individual engagement plan. He is leading the Transportation and Mobility Work Group. He'd like the City to adopt and implement a Complete Streets Policy. The former Bicycle and Pedestrian Advisory Committee (BPAC) had drafted one, and he'd like to revisit it. The Bicycle Master Plan is 10 years old and is in need of revision and updating as well. Armstrong has targeted four goals in the sustainability action plan he'd like to focus on. Commissioner Anderson offered help in drafting a volunteer description for the new work group. -Commissioner Miko provided an update that the Water Working Group had their second meeting and have made progress on narrowing down the focus of the group. One focus is education and the group wants to connect more with School District U-46. Another focus would be storm water management, particularly Poplar Creek. A third focus is drinking water. -Commissioner Kroiss is looking at what asset layers to build out, such as community gardens, resident gardens, solar installations, etc. -Commissioner Perryman found two new members for the Water Working Group. July 16 is the date of the third Solarize Chicagoland Solar Power Hour at the U-46 Administration Building in Elgin. She requested Commissioner Miko help design a performance assessment to evaluate second graders' designs to resolve erosion issues. -Chairperson Aagesen met with Councilwoman Powell and had a discussion with Councilman Dixon regarding the waste contract expiration. She also met with Jen Fukala who will partner to get information out to downtown businesses on her straw initiative. She's looking at other neighboring community's waste and recycling contracts that include ride along programs and pay as you throw. She was also connected to someone know as the Trash Czar. She plans to schedule a first Waste Work Group meeting in April. Liaison updated that staff is forming their internal group to review the contract. Liaison will send Chair the current Waste Management contract. -Commissioner Anderson announced that over 20 events are planned for Elgin Earth Month. The committee meets Thursday and may meet again in April to celebrate the work of the volunteers. He will update the commission on that April meeting and requests they attend to provide additional volunteer appreciation. Next year is the worldwide 50th anniversary of Earth Day, so Anderson is looking for a bigger planning committee to execute bigger ideas. The Solar Work Group is coming to a pause as it's SolSmart designation is close to achievement. Some volunteers will leave and other will join mid -year. He will look to track goals and metrics with a solar campaign scorecard. Anderson will connect with Armstrong in regards to Elgin Community Network (ECN) involvement in both an Earth Day 50 year celebration and the Solar for All program. G. Discussion Items 1. Rain Barrel Giveaway Consider approval of funding request to purchase rain barrels (3/week) throughout April to give away in support of award event ticket sales and align with Earth Month efforts. Anderson described the funding request as submitted via the online form. Miko motioned to fund the rain barrel purchase and giveaway request. The motion passed unanimously. 2. Sustainability Award Event Discuss event details and assign tasks to commissioners. A "Save the Date" for the event has been posted to the commission Facebook page and will be shared throughout the month. Invitations will go shortly after mailed "Save the Dates." For the award, Chairperson Aagesen suggested a tree planting ceremony on city -owned property, but the award winner could select the type of tree out of a list of appropriate species. Liaison can work on Eventbrite page and have the event live by March 22. The group agreed that the student representative member of the commission would receive a free ticket to the event. ECC sent the liaison an updated Banquet Event Order (BEO) was sent today. Commissioner Anderson stressed that commissioners will need to individually help push invitations to encourage participation and ticket sales. 3. Elgin Earth Month Discuss events and assign tasks to commissioners. Commissioner Anderson provided a checklist of ways commission members can help with Elgin Earth Month events and promotion. He provided an update that 451 tickets have been claimed for the Xiuhtezcatl Martinez event (capacity is 1200) and 21 have been claimed for the "Normal is Over" screening (capacity about 100). 4. Elgin Farmers Market Consider sponsorship and commission involvement. Commissioner Anderson's funding request was to sponsor the Elgin Farmers Market with the "Silver package," for $1000, providing the commission a table at 10 events. This would help provide opportunities to promote the Solarize Chicagoland program and general solar education (EnergySage, Solar for All, etc). It would also be an opportunity for different work groups to engage new volunteers and educate the public on initiatives/projects. Having a table at the events also supports goals in at least four different areas of the Sustainability Action Plan. A motion was made to fund the request and the motion passed unanimously. Sustainability Action Plan Discuss planning models and timelines for updating the plan. Commissioner Anderson provided copies of his presentation that he gave to the commission at the special meeting in January. He provided a brief overview to new members and directed them to more information on the sustainability webpages of the City's website to review the current plan, the progress report and more. H. Old Business 1. Community Garden at City -owned Channing/Division Property Hear update regarding community gardening and discuss any ways to help participate. At the February 27 city council meeting, the liaison provided city council an overview of the garden project and how it came to fruition. Council agreed to file an application to amend the zoning of the former Channing YMCA site to allow for community gardens. The application will go to the Planning and Zoning Commission in April and then back to City Council for final approval. 2. Solar Group Buy Discuss opportunities to promote program. Commissioner Anderson gave a summary of the Solarize group buy program and its expansion from Kane County to Chicagoland, now including additional counties. The City of Elgin has agreed to help promote the program as a sponsor. For 2019, this Solarize Chicagoland initiative is a major cornerstone to ramp up solar in Elgin. The website just went live: solarizechicagoland.com. Public education is a major portion of getting people interested in solar. This will be achieved through Solar Power Hours. Three are scheduled for Elgin: April 22 at Elgin Township Supervisors Office, - June 8 at the Gail Borden Public Library; July 16 at the U-46 Administrative Office Building. Commissioner comments/announcements Commissioner Kroiss announced that a bill might be passed that would overrule home rule community ordinances and allow for greenhouses or other year-round gardening structures on properties. Kroiss will distribute information to the commission. 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. �l ELGIN Sustainability Commisslon Agenda • Tuesday, April 9, 2019 • 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. Public Comment E. Working Groups and Task -Related updates Provide updates and discuss goals related to Individual Commissioner Engagement Plans. F. Discussion Items 1. Rain Barrel Giveaway Discuss logistics for giveaway. 2. Sustainability Award Event Discuss event details and assign tasks to commissioners. 3. Elgin Earth Month Assign any tasks to commissioners and provide update ticket sales. 4. Elgin Farmers Market Discuss commission involvement and availability as well as promotions. 5. Sustainability Action Plan Discuss planning models and timelines for updating the plan. G. Old Business 1. Community Garden at City -owned Channing/Division Property Hear update regarding community gardening and discuss any ways to help participate. 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. Ii a ELFIN sustainability Commission Minutes • Tuesday, April 9, 2019 • 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 Armstrong, Biss, Cuevas, Kenney, Kessuvan, McMullen (Perryman) and Miko are present. C. Approval of previous meeting's minutes The March 2019 meeting minutes were approved. D. Public Comment Residents Dan Brosier and Robin Migalla were present. E. Working Groups and Task -Related updates Provide updates and discuss goals related to Individual Commissioner Engagement Plans. -Chairperson Aagesen sent a memo to the Downtown Neighborhood Association of Elgin (DNA) for a straw campaign early last week. McMullen connected Aagesen with a teacher at Larsen Middle School that has sustainability work groups. She will talk to them about their strategy in rolling out a student -level campaign. They are also interested in a river clean up day and would plan to publicize the plastics they find. They plan to tackle this initiative in late April/early May. Liaison will set up a meeting with Chairperson Aagesen to discuss the solid waste contract. Aaegesen also provided updates for Commissioner Anderson due to his absence. 750 tickets have been claimed for the Xiuhtezcatl Martinez event and there are 450 to go. Liaison will print more posters for Commissioner Kessuvan. -Commissioner Miko had to postpone the April Water Work Group meeting due to a scheduling conflict and will meet again in May. He had some discussions about the Poplar Creek Watershed with a representative at the Metro Water Reclamation Distric (MWRD). If there's a project the community wants to get behind, he recommended putting a proposal in writing and then petitioning MWRD. -Commissioner Armstrong has recruited four or five people to join the Transportation and Mobility Work Group. He wants to dust off the Complete Streets Policy developed in 2017 and update it with new guidance from the National Complete Streets Coalition. He will bring it to this group. In the new comprehensive plan, one objective is to adopt a complete streets policy. Armstrong also attended the Fox Valley Sustainability Network (FVSN) Green Infrastructure forum. He's also interested in that area of sustainability and the opportunities available, such as planting more oak and hickory throughout the city. F. Discussion Items 1. Rain Barrel Giveaway Discuss logistics for giveaway. Liaison will order 15 rain barrels to have shipped to the Edward Schock Centre of Elgin. Five will be given away per week leading up to the event. Liaison will create a graphic for giveaway and start sharing. 2. Sustainability Award Event Discuss event details and assign tasks to commissioners. Dustin Good will be the event emcee. The invitation has been finalized as well as an information sheet for 311 to use for any inquiries. Aagesen is working with Commissioner Cuevas' artist friend to upcycle items for the physical awards. The Eventbrite page is being finalized. Kendra Kroiss is working on finalizing table centerpieces. The committee is creating a slideshow to run during the event with recaps of nominees and other information. The slideshow can also promote work groups and recruitment opportunities. Aagesen is creating a punch list of volunteer needs and will reach out once that's finalized. 3. Elgin Earth Month Assign any tasks to commissioners and provide update ticket sales. Aagesen asked that if anyone is around for the April 17 event; extra hands are needed to help with anything. Monell suggested some National Honor Society Clubs are happy to help with events, like providing directions, door ushers, handing out programs, etc. and she can reach out to them. Aagesen will send a volunteer signup link for Xiuhtezcatl Martinez event, the awards event and the Hawthorne Hill event. 4. Elgin Farmers Market Discuss commission involvement and availability as well as promotions. Armstrong suggested each week of the market will have a theme. Aagesen will check in with Anderson regarding dates and how to recruit and plan for promotions. 5. Sustainability Action Plan Discuss planning models and timelines for updating the plan. The commission was asked "Do we start over with a new plan? If we do, how?" Commissioner Biss motioned the commission begin the process to create a new action plan. Miko seconded the motion. The motion passed unanimously. Liaison will send Commissioner Biss Waste Management presentations related to recycling contamination reduction. Miko requested more specifics on how commissioners can come prepared for plan discussions. Each work group could go through the plan and see what could be kept or adjusted. Kenney suggested the commission start by looking at overall goals and vision. The group agreed to review documents including the Greenest Region Compact 2, the Comprehensive and 2018-2022 Strategic Principles and Priorities. Aagesen will reach out to Anderson for any additional "homework" ideas. Miko will find complete GRC2 document and share with the group. G. Old Business 1. Community Garden at City -owned Channing/Division Property Hear update regarding community gardening and discuss any ways to help participate. Liaison updated the commission that the item went to the Planning and Zoning Commission and passed unanimously. Next, the zoning amendment will go the City Council on April 24 for final approval. Following that, a lease agreement will be arranged. 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 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. ELGINi Agenda • Tuesday, May 14, 2019 • 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. Public Comment E. Working Groups and Task -Related updates Provide updates and discuss goals related to individual Commissioner Engagement Plans. F. Discussion Items 1. Sustainability Award Event Hear update from committee and assign tasks to commissioners. 2. Elgin Farmers Market Discuss commissioner and work group availability for dates. 3. EnergySage Online Solar Marketplace Hear update on recent discussions and determine next steps. 4. Solar Work Group Determine future of work group: refocus or disband. 5. 2020 Budget Determine date for special budget meeting. 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 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. ELGINi Minutes • Tuesday, May 14, 2019 • 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 Armstrong, Biss, Kessuvan, McMullen (Perryman) and Miko are present. C. Approval of previous meeting's minutes April 2019 meeting minutes were approved. D. Public Comment Robin Migalla, Kendra Kroiss and Tim Solarz present. Tim Solarz who serves on the Solar Work Group introduced the recently formed Elgin Area Men's Shed, a nonprofit organization promoting health, social and volunteer activities for retired senior men to stay engaged with their communities. The organization is requesting space at the commission's booth at the Farmers Market. E. Working Groups and Task -Related updates Provide updates and discuss goals related to individual Commissioner Engagement Plans. -Commissioner Miko will be scheduling a walk along Poplar Creek. -Commissioner Anderson announced the City of Elgin's Silver Solsmart designation. He is having a potluck for the Elgin Earth Month committee members. -Commissioner Armstrong met with Mr. Brosier on the Project Quercus, which educates people on the value of oak trees and commits to planting hundreds of oak trees every year. -Chairperson Aagesen updated the group that the Downtown Neighborhood Association sent out a memo to downtown businesses regarding the straw project and they have not received any responses. She will continue working with and supporting the Larsen Middle School initiative. Aagesen also met with liaison to discuss Waste Management contract. -Commissioner McMullen is working to have U-46 budget for natural habitat creation. -Commissioner Kroiss has looked at layers including solar locations and bike lanes and is preparing to test asset mapping. -Commissioner Biss wants to get more involved in the waste group. F. Discussion Items 1. Sustainability Award Event Hear update from committee and assign tasks to commissioners. Chairperson Aagesen updated the commission on the event status. She needs any commissioners attending to arrive early to help with set up. Handout items are needed for the commission table, including flyers for the Solar Power Hour, annual reports, easels, chicken and beekeeping brochures and any other appropriate materials. Rain barrel winners will be announced and they can pick up rain barrels from the Centre. If someone doesn't want their rain barrel, we can donate it to an organization that would find it useful. Liaison will create a redirect for the installation video. 2. Elgin Farmers Market Discuss commissioner and work group availability for dates. The commission looked at available farmers market dates and associated themes. The commission booth/table will be used to share information of work groups as follows: • Citizens Utility Board (CUB) Solarize Group Buy program —June 7th & July 5th • Bicycle & Mobility Workgroup —June 14th & July 26th • Waste Workgroup — September 6th • School District U-46 Sustainability Curriculum initiative —August 16th • Water Workgroup —July 12th • Elgin Area Men's Shed — September 27th • Solar Workgroup —June 21st & September 13th 3. EnergySage Online Solar Marketplace Hear update on recent discussions and determine next steps. Commissioner Anderson provided an overview EnergySage, an online platform for people to find information and it also has a marketplace with vetted solar installers. He shared that the solar work group is generally interested and he would like for the commission to send the work group any questions to look into. 4. Solar Work Group Determine future of work group: refocus or disband. Anderson updated the commission on the work group's duties and achievements. He provided a one -page work plan. This item was tabled until next month. 5. 2020 Budget Determine date for special budget meeting. The commission agreed to meet on Saturday, July 27 from 9 a.m. to noon should an extra meeting be needed. 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. In ELGIN Sustainabitity Commission Agenda • Tuesday, June 11, 2019 • 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. Public Comment E. Working Groups and Task -Related updates Provide updates and discuss goals related to individual Commissioner Engagement Plans. F. Discussion Items 1. Solar Work Group Vote to renew solar workgroup charter as presented in one page plan proposal. 2. EnergySage Online Solar Marketplace Vote to support initiative, authorizing Solar Work Group to move forward with marketplace launch and consider funding promotion of marketplace. 3. Sustainability Action Plan Determine timeline and planning model. 4. Funding Requests Vote on funding requests for 1) Future Search Training; 2) Lords Park School garden; 3) NENA butterfly garden plants. 5. 2020 Budget Review status of 2019 budget in preparation of 2020 discussions. 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. li ELFIN sustainabiiity Commission Minutes • Tuesday, June 11, 2019 • 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, Armstrong, Biss, Kenney, Kessuvan, McMullen (Perryman) and Miko are present. C. Approval of previous meeting's minutes May 2019 minutes were approved. D. Public Comment E. Working Groups and Task -Related updates Provide updates and discuss goals related to individual Commissioner Engagement Plans. -Commissioner Kroiss is working to recruit people to his work group. -Commissioner Miko went to Poplar Creek and examined it in a high flow condition. -Commissioner Armstrong will be at the Farmers Market for Pollinator week. He plans to go to the U of I agriculture extension and Kane DuPage water conservation district for pollinator garden materials to handout. Armstrong is working on a competitive grant for active transportation with staff and the Downtown Neighborhood Association. -Commissioner Anderson hosted a critique meeting for Elgin Earth Month. He provided notes to the commission. The Solar Work Group recently met and topics will be discussed later during the meeting. -Commissioner Kessuvan recruited several volunteers that want to get involved with the youth work group. The group was provided a bed at the Advocate Sherman Hospital community garden that they planted over the weekend. She also contacted the Earth Guardians Group and they are interested in making her work group a crew. -Commissioner Aagesen provided highlights of the Sustey Awards and post -event critique. She was also contacted to see if the commission would like to be involved in the Hunger Summit event. The Waste Work Group has confirmation that Bricks Pizza will not be giving out straws. She is hoping for recycling input from Jennifer Jarland with Kane County Recycles. Aagesen discussed the waste contract renewal that is going before council on Wednesday and commission involvement. -Commissioner McMullen is aligning the U-46 Science Curriculum to the work of the Sustainability Action Plan and the working groups. She has initiated the process to create a Community Science Committee to help in facilitating this plan. As such, McMullen will end up being involved in all of our workgroups at least on the edges, to align the curriculum to the science initiatives taking place in the Elgin community. -Commissioners Kearney and Biss have not yet developed an Individual Engagement Plan. F. Discussion Items 1. Solar Work Group Vote to renew solar workgroup charter as presented in one page plan proposal. Anderson motioned the commission adopt the one page plan as a guiding document for the Solar Work Group through December 31, 2021. The motion passed unanimously. 2. EnergySage Online Solar Marketplace Vote to support initiative, authorizing Solar Work Group to move forward with marketplace launch and consider funding promotion of marketplace. If approved, Anderson will create a funding request. $1/day Facebook ad would run through the end of this year, and a larger campaign of a few thousand dollars would run next year. Miko motioned we would adopt the one page EnergySage plan as long as MOU was approved by the City. The motion passed unanimously. Sustainability Action Plan Determine timeline and planning model. Anderson's recommendation is to use the Future Search Model for plan development. It is the closest model to how the original Sustainability Action Plan was created. It adds theory and structure and is considered a whole systems model approach to an organic model. Miko asked about next steps, and Anderson said the next discussion item is to train someone on the Future Search Facilitation. Purchasing books could be a good option as well. In between now and that December training, the commission could have focused discussions. Until training occurs, it may be difficult to determine a timeline. The commission voted to adopt the future search planning model. 4. Funding Requests Vote on funding requests for 1) Future Search Training; 2) lords Park School garden; 3) NENA butterfly garden plants. 1) Anderson described the Future Search Training. He would not lead the planning process, but would help support it. In addition, Anderson would also attend but he would pay for his own travel and participation. Anderson motioned the commission fund the cost of sending someone to the training. Aagesen suggested that the person selected should make a formal commitment to stay involved throughout the entire planning process, otherwise be required to pay back a portion of the training and travel expenses. It could be a commissioner or non -commissioner. This person selection can be added to the next meeting's agenda. The motion passed. 2) Anderson suggested tabling this item until the commission knows what other funding requests will be brought to the table. Anderson would like to know what part of the sustainability action plan this request supports. Kroiss would like to see locations of gardens. Biss wonders if the composter will use lunch food scraps. McMullen suggested the project is not part of the grade level curriculum. Miko motioned to table and the commission should give any questions or feedback to Chairperson Aagesen by June 18. 3) A motion was made to also table this item until more proposals can be reviewed during the July meeting. The motion passed. 5. 2020 Budget Review status of 2019 budget in preparation of 2020 discussions. The commission reviewed Treasurer Miko's presentation on the budget process and 2019 budget. Commissions should review funding request form online at cityofelgin.org/scfundingrequest and recommend any changes at the next meeting. 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 ._..._... thic m ti na .n 4 whn rennlre — tain orrnm m nrl otln ne in nrrlor to nlln.a them to nheo nro onrl/nr no rtirinntn in thic rn—tino nr. hn have n—et in nc ....._._. 11 ELGINii Agenda • Tuesday, July 9, 2019 • 6:00 p.m. The Edward Schock Centre of Elgin West Conference Room 100 Symphony Way, Elgin, IL 60120 A. Call to order (chairperson) B. Roll Call (staff liaison) C. Approval of previous meeting's minutes D. Public Comment E. Working Groups and Task -Related updates Provide updates and discuss goals related to Individual Commissioner Engagement Plans. F. Discussion Items 1. Community Solar Pilot Subscription Opportunity Assessment Hear program presentation from Mark Pruitt Metropolitan Mayors Caucus and Ken Buckman. 2. Future Search Decide on A) Conference; B) Resources. 3. Defining Work Group Expectations Define and clarify Work Group goals, commission updates, alignment with Action Plan and Budget. 4. Funding Requests Vote on funding requests for 1) FCC Environmental Justice Community Outreach Program; 2) Lords Park School garden; 3) NENA butterfly garden plants; 4) Sustainability Commission Intern; 5) BASEcomp; 6) Erik TBA. S. City Council Member Commission Liaison G. Old Business EnergySage Online Solar Marketplace Memo of Understanding has been approved, next step is to move authorizing Solar Work Group to move forward with marketplace launch and consider funding promotion of marketplace. Funding Request Form Changes Recommended Changes/Updates H. Commissioner comments/announcements Budget retreat scheduled for Saturday, July 27, 2019 from 9am-Noon at Centre Admin. Conf. Rm. I. Adjourn i 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. J1' ELGINlrl • Tuesday, July 9, 2019 • 6:00 p.m. The Edward Schock Centre of Elgin West Conference Room 100 Symphony Way, Elgin, IL 60120 A. Call to order (chairperson) B. Roll Call (staff liaison) Chairperson Aagesen, Commissioners Anderson, Armstrong, Kroiss, Biss, Kenney C. Approval of previous meeting's minutes June 2019 meeting minutes approved D. Public Comment Councilman Lopez, Robin Migalla, Ken Buckman, Michael Montgomery, Jim Hinton, Myra Corona, Rodotto Hernandez, John Schultz, Lori Schultz, Paul Stockdale, Pat and Dave Segal, Christopher Flaherty, Mark Pruitt were present. E. Working Groups and Task -Related updates -Chairperson Aagesen updated group on Waste Mgt. Contract and discussed orientation meeting in August -Commissioner Kroiss discussed reaching out to volunteers for work group -Commissioner Armstrong discussed having a work group for Green Infrastructure Work group and seeking volunteers through Facebook posts, planning on reviewing Sustainability plan and Greenest Region plan as it relates to new work group. Also reviewing City's ESCAP program -Commissioner Anderson updated group on Solar Work group hosting informative meeting for potential volunteers on July 22nd as well as hosting a solar vendor discussion earlier in the day. F. Discussion Items 1. Community Solar Pilot Subscription Opportunity Assessment Hear presentation from Mark Pruitt Metropolitan Mayors Caucus and Ken Buckman to provided possible recommendation to city council Mark Pruitt from MMC explained the Community Solar Pilot project, VY Community Solar project in IL and CS2 program. Commissioner Anderson of the Solar Work group had listened to the presentation prior to meeting and informed commission that Solar Work group recommends participation in the Community Solar Pilot and CS2 program. Commissioner Anderson motioned to recommend to city council participation in WCP Solar program. The motion passed. Commissioner Kroiss motioned to recommend to city council participation in the CS2 program. The motion passed. 2. Funding Requests 1) FCC Environmental Justice Community Outreach Program - Michael Montgomery from First Congretational Church gave presentation on funding grant request. Seeking $10,000 grant to provide outreach and community education to Elgin residents living in neighborhoods designated as an Environmental. Commissioner Armstrong motion to vote on approving grant to FCC. Motion passed and liaison will begin process of drafting agreement and legal review.; 2) Lords Park School garden -This was funding request was tabled due to new School Administration; 3) NENA butterfly garden plants- Commissioner Anderson motioned to fund $310.50 motion was approved; 4) Sustainability Commission Intern -Liaison to investigate submitting budget request for additional staffing; 5) BaseCamp-Liaison to look into other city programs and setup free trial subscription. 3. City Council Member Commission Liaison Liaison to look into drafting bylaws or ordinances to request city council appointment of a commission liaison. 4. Defining Work Group Expectations Discuss Work Group goals as they align with ESCAP/GRC2/etc. and best practices for commission updates . Old Business 1. Future Search Decision on who to send will be discussed at Budget Retreat meeting on July 2rh. 2. EnergySage Online Solar Marketplace Discussion on funding promotion of marketplace moved to Budget meeting. 3. Funding Request Form Changes Recommended Changes/Updates 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, July 27' beginning at 900 a.m., at Edward Schock Centre of Elgin, 100 Symphony Way. The purpose of this meeting is to discuss matters set forth on the agenda below. Ah ELGINim Agenda • Saturday, July 27 • 9:00 a.m. Edward Schock Centre of Elgin Second Floor Administration Conference Room 100 Symphony Way, Elgin, IL 60120 A. Call to order (chairperson) B. Welcome and Introductions (Chairperson) C. 2020 Funding Request Presentations 1.Energy Sage 2020; 2. EcoHero Show; 3. Earth Day Hands of Hope; 4. Elgin Earth Month Celebration; 6. ECC Spartan project; Z Waste workgroup TBD; & Green Expo TBD; 9.ESC Intern; 10. Elgin Farmer's Market D. Funding request form feedback/changes Make changes or updates to the current online funding request form E. Funding request evaluation criteria Determine funding request evaluation criteria F. Future Search Determine person going to training in December G. 2020 Budget (staff liaison) Update and review instructions H. Adjourn The City of Elgin is subject to the requirements of the Americans with Disabilities Act (ADA) of 1990. Individuals with disabilities who plan to attend this meeting and who require certain accommodations in order to allow them to observe and/or participate in this meeting, or who have questions regarding the accessibility of the meeting or the facilities, are requested to contact ADA coordinator, at (847) 931-6076, or TTY/TDD (847) 931- 5616 promptly to allow the City of Elgin to make reasonable accommodations for those persons. Elgin Sustainability Commission Budget Retreat 7/27/19 Tia called to order the meeting at 9:03am Present: Jeff, Laura, Deb, Tom, Steve, Tia, Bryan, Erik, Jan and Mary Ellen Sustainability Community Proposals 1. Earth Day Celebration amount $1000 a. Tish Callhamer was the presenter submitted a plan to support their Earth Day celebration b. Supports a family festival with art projects, music, story time and an energy bike. c. Question- Is this part of the Elgin Sustainability's Earth Month Answer- yes, this will be a partnership with our month. We will benefit from cross advertising as well 2. Monarch Butterfly Festival amount $300 a. Special event being offered by Gail Borden Library District as part of the annual Dia de Los Ninos b. During the event a documentary will be shown and a gift of milkweed will be given attendees. c. Question is the committee working to make sure that the milkweed they are providing is genetically appropriate for this location. Answer- They will check on that and be sure to bring it to the attention of the committee. 3. Hands of Hope amount $10,000 a. A removable art display that is a photo documentary and then family workshops where art is created for display. b. This art project will provide evidence of all Elgin have going for it in the community from the Art's to our diversity. c. Discussion was on whether the Elgin Sustainability Commission would be the only donor to the project or if we are the most appropriate source for funding. 4. Elgin Community College Entrepreneur Club amount $3,000 a. This is an idea pitch competition associated with Earth Day and is to serve as a special celebration for the 50th anniversary b. The contest is open to students elementary aged through college. The committee wants to develop a workshop to help the students create their projects and then mentor them through the pitch competition. c. The money would be given to the winners of the pitch contest so that they could put their idea in action. d. Whether ESC provides money the committee would like commissioners to serve as judges for the event. 5. Elgin Farmer's Market amount $2,000 a. This money would be used to help pay for a marketing program to expand participants to the broader Elgin community. Specifically to market to low income families as the market does accept EBT cards AND they match up to $20 b. During this conversation we discussed the different levels of sponsorship as participants. 6. Eco Hero Show amount $9,500 I a. Environmental school show that connects with cities to bring assemblies around sustainable practices. The city would pay and the company makes all of the contacts with the schools. b. They charge $950 per show and would like the city to sponsor 10 shows for U-46. 7. Energy Sage amount $3,000 a. TO create a marketing business plan to promote Energy Sage across the community 8. Elgin Green Expo amount $5,000 a. This would be the signature event of Earth month b. Earth month committee has set a goal of "50 for 50" meaning they want to setup 50 events to celebrate the 501h anniversary of Earth month. c. The money would be used as seed money on as needed projects, supplies and activities. 9. Waste Work group Update a. The commission will need to set aside money to conduct education programs to support the new programs. i. Organic composting ii. Senior discounts iii. Household electronics and hazardous pickup at our doors b. Waste Management is required to do education as part of its contract but the working group projects an additional $3,000 is needed to do a superior job of outreach to the community. 10. Intern for Sustainability Commission a. Coordinate events, research and activities for the commission b. Part-time position based on an academic year. Focus could be flexible to help serve a student's programs needs c. Intern would be housed in Parks and Rec under Jan d. $16 an hour for 14 hours a week e. Discussion on whether we would add this person to our budget or if that needs to be done by the city. f. We have until August 15th to complete our budget so the sooner the better 11. Budget discussion a. There was a discrepancy in the budget due to $2, 416.33 being left over. Jan explained this will not roll over but will be placed in Escrow due to an expenditure b. Voted no on funding EcoHero program c. Reduced Susty budget to $1,400 d. Decided Hands to Hope should be a separate award package and other Elgin based groups would be more appropriate to approve the funding. e. Intern is separate package we are submitting. f. Fox Valley Network- Decided not to do the full $5,000 in 2020 g. Basecamp will be paid out of remaining money and we will add that cost into next year's budget because we really need that service. 12. Strong Town Discussion a. This is a program that works with the community to identify our strengths and harness what we have. b. We can use this group to also bring in speakers who will help us engage in the development of our new plan. 13. Grant Program Work Group a. We are in agreement that the ESC needs to create a grant program work group and this item will be added to a future agenda. 14. Future Group Discussion a. We have two candidates to attend the future group training. Discussion around both candidates i. Carol Rauscehenberger ii. Rise' Jones b. We agreed to send Rise' Jones. ELGINim Agenda • Tuesday, August 13 • 6:00 p.m. Edward Schock Centre of Elgin Second Floor Administration Conference Room 100 Symphony Way, Elgin, IL 60120 A. Call to order (chairperson) B. Roll Call (staff liaison) C. Approval of previous meeting's minutes D. Public Comment E. Presentation on CHEF Illinois Hunger Summit and Vegetarian Museum by Jo Ann Armenta and Mary Roberti F. Discussion Items 1. Create Green Infrastructure Work Group Formally create the Green Infrastructure Work Group, to be led by commissioner Tom Armstrong 2. ESC Ordinance Changes Review previously requested ordinance changes (November 2018) and hear update from staff liaison regarding the adoption of requested changes through city staff/council 3. Work Group Bylaws Share outlined processes to be defined in a set of bylaws to govern the Work Groups 4. Social Media Coordinator Discuss the person(s) responsible for posting on ESC Social Media accounts and determine basic processes as well as campaign calendar for media posting S. 2019 Energy Sage Funding for advertisement Vote on 2019 funding request from Commissioner Erik for Energy Sage advertising 6. 2019 BaseCamp Funding Request Vote on 2019 funding for BaseCamp Subscription 7. Green Expo Discuss first steps and committee creation for the event 8. Plastic Panel Determine involvement in FVSN panel to review and discuss plastic bag ban ordinance; invite other communities to panel; to be held in Elgin? September 25t", 10-Noon @ Centre of Elgin 9. Budget Update/review Hands of Hope status, 2020 Proposed Funding Overview G. Old Business 1. Future Search Intro and overview, homework for next meeting H. Announcements Greenest Region Compact Framework Workshop 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. _ ELGINiu M ab1 Agenda • Tuesday, August 13 • 6:00 p.m. 9 Edward Schock Centre of Elgin Second Floor Administration Conference Room 100 Symphony Way, Elgin, IL 60120 A. Call to order (chairperson) B. Roll Call (staff liaison) Chairperson Aagesen, Commissioners Anderson, Armstrong, Kroiss, Biss, Kessuvan, Kenney, McMullen C. Approval of previous meeting's minutes 07.09.19 Meeting Minutes Approved D. Public Comment Councilman Rauschenberger, Robin Migalla, Shirley Sadjadi E. Presentation on CHEF Illinois Hunger Summit and Vegetarian Museum by Jo Ann Armenta and Mary Roberti Request to commission to speak at Hunger Summit, discuss commission's mission and to support healthy eating. Discussed foundation mission on promoting healthy eating, sustainable farming and seeking commissions cross marketing of events. Commissioner Biss motioned to participate in Hunger Summit, the motion passed unanimously. F. Discussion Items 1. Create Green Infrastructure Work Group Green Infrastructure Work Group was proposed by Commissioner Tom Armstrong. Areas of focus would be restoring Oak Savannahs in Elgin and Pollinator habitation in right-of-ways. Still working on work plan, goals, and objectives. Commissioner Anderson motioned to create the approval the Green Infrastructure work group, motion passed. 2. ESC Ordinance Changes Request that previously requested ordinance changes presented in November 2018 be reviewed again and to send feedback forms to new commissioners for their feedback in the areas of commissioner engagement plans, on -boarding of new members, diversity of commission board members. 3. Work Group Bylaws Commissioner Anderson was going to send out links to other examples of bylaws used by other organizations. 4. Social Media Coordinator Discussion of having a person(s) responsible for posting on ESC Social Media accounts in a consistent manner with ESC programs, projects and community education. Commissioner Anderson was going to outline a job description and Chairperson would look into a yearly calendar of work group programs to promote. S. 2019 Energy Sage Funding for advertisement Facebook daily marketing campaign to promote the launching of the EnergySage landing page. 6. 2019 BaseCamp Funding Request Liaison will send out links to commissioners again and look into turning off functions to maintain OMA rules. Monthly subscription fee will be need commission approval Sept. thru Dec. 2019. Commissioner Kroiss motioned to approve paying the monthly $99 fee Sept. — Dec. 2019. Motion passed. 7. Green Expo Brainstorming meeting schedule for Sept. 24", 6:30-8pm at Gail Borden Library. Committee creation for the event along with proposed teams, draft MOU with FVEC and seeking a chairperson from commissioners or co-chairs for the event. 8. Plastic Forum Hosting event with involvement by FVSN panel to review and discuss plastic bag ban ordinance; invite other communities to the panel; to be held in Elgin? September 25t'', 10-Noon @ Centre of Elgin 9. Budget Update/review Hands of Hope is pulling funding request for 2020 due to conflict with CAC grant funding. G. Old Business 1. Future Search Intro and create a work group. Commissioners Kenney and Miko asked to assist with working with Rise Jones. A. Announcements DNA looking for us to co -host a pumpkin composting event this year. I. Adjourn A ELGIN SU.9 tClifl, kj+ .ty Corn rn+sslOn Agenda • Tuesday, September 10 • 6:00 p.m. Edward Schock Centre of Elgin West Conference Room 100 Symphony Way, Elgin, IL 60120 A. Call to order (chairperson) B. Roll Call (staff liaison) C. Approval of previous meeting's minutes D. Public Comment E. Elgin LED Conversion Project Hear presentation on prospective LED Conversion Project from Aaron Neal F. Work Group Updates 1. Create Future Search Work Group G. Chair Announcements 1. Task list updates H. Discussion Items 1. Budget Update/review Commission Treasurer to provide brief update on 2019 and 2020 budget 2. Funding Request- Elgin Garden Club Pollinator Garden Signage Review and determine funding for request submitted in August from Elgin Garden Club I. Old Business 1. Social Media Calendar and Policy Share commission event and social media calendar, hear update from Liaison regarding city social media policy updates and processes 2. Earth Month Review teams, job description, prospective volunteer list 3. Retreat for Grant Program Framework Set a date for grant funding process retreat J. Announcements K. 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 E LC�► i�! NIff I S 5u�tot"b"Jf..} Comrni•..kan Argetwela * Tuesday September 10, 2019 * 6:00 p.m. The Edward Schock Centre of Elgin West Conference Room 100 Symphony Way, Elgin, IL 60120 A. Call to Order (chairperson) B. Roll Call (staff liaison) Chairperson Aagesen, Commissioners Anderson, Armstrong, Biss, Kroiss, Miko C. Approval of Previous Meeting's Minutes No minutes to review. D. Public Comment Councilman Steffen, Robin Migalla E. Elgin LED Conversion Project Aaron Neal, Public Services Superintendent, provided an overview of the project to convert the City's streetlight infrastructure to light emitting diode (LED) technology. Staff anticipates converting the over 6,000 pieces of streetlighting infrastructure to LEDs by the end of 2020. The project will result is significant cost savings to the City in the form of lower monthly bills and Corn Ed rebates. F. Work Group Updates • Transportation & Mobility Work Group —Armstrong will prepare a report for the November meeting. • Green Infrastructure Work Group — Armstrong and Kenney will prepare a report for the November meeting. • Future Search Work Group — Anderson recommended the creation of a Future Search Work Group. Armstrong made a motion, seconded by Kroiss, to create the work group. The motion passed. • Asset Mapping Work Group — Kroiss will showcase some of the work completed to date. • Waste Work Group — Aagesen reported that the next meeting is scheduled for September 23rd. The group will set initial goals, market the upcoming pumpkin recycling event, and work with the City to market services contracted with Waste Management. • Water Work Group — Miko reported the "Clean Our Fox River Day" is planned for September 23rd • Elgin Earth Month 2020 — Anderson reported that the committee will meet on September 24th. Looking for chairs to lead various" sub -committees and more volunteers generally. Aagesen asked for a job description for the event chair/co- chairs. Solar Work Group 2.0 — Anderson reported that the work group will meet on September 26tn G. Chair Announcements Aagesen requested that commissioners do the following in advance of the October meeting: • Review ordinance changes and provide feedback. • Review bylaw samples from previous task list. • Provide Anderson with feedback and recommendations regarding the position of social media manager. Provide Anderson with posts and links to distribute via social media. The Fox Valley Sustainability Network will host a workshop on regulating or banning the use of single -use plastic bags on September 251n H. Discussion Items • Budget Update/Review — Miko provided an overview of the status of the 2019 budget and that proposed for 2020. There is $703.78 unallocated in the 2019 budget. The 2020 budget is $25,318, including funds in escrow. • McMullen agreed to chair the Sustainability Awards event if a co-chair can be found. Chairperson Aagesen recommended holding the awards program in the Fall of 2020. The Commission discussed the proposed grant program. Aagesen recommended creating a sub -committee to craft a program and bring it back to the full Commission for consideration. Old Business • Aagesen noted that the City is reviewing its social media policy. • Social Media Calendar —Anderson shared a calendar showing how posts will be rolled out based on work group general topic areas. Commissioners are to provide Anderson with posts, including any links, in advance of the slotted month for their work group. • Anderson will create a job description for the Earth Month Chair. Several individuals were suggested as possible chairs. J. Announcements K. Adjourn jib 2020 Elgin Earth Month Planning Committee Agenda • Tuesday, September 24, 2019 • 6:30-8:30 p.m. Gail Borden Library Main Branch • 270 N. Grove Ave • Second Floor • Grove Room *Elgin • Illinois • 60120 A. Welcome & Introductions B. Discussion item: Review of 2019 Elgin Earth Month after -action critique meeting notes Participants will review and discuss the findings and recommendations outlined in the meeting notes from the critique meeting following 2019 Elgin Earth Month activities. C. Discussion item: How will the 2020 Elgin Earth Month Planning Committee work Erik Anderson will facilitate a discussion focused on volunteer leadership, committee structure and meeting frequency/format. D. Exercise: Establishing project teams and work plans Participants will learn about each project team and be asked to join one of the teams. During breakout sessions, each team will be asked to discuss issues related to team leadership, additional volunteer recruitment, direction and immediate next steps. At the end of the breakout sessions, each team will be asked to report back on what was discussed/decided. • Team 1: 50 activities to celebrate 50-years of Earth Day (building upon existing local Earth Month activities & encouraging additional programming) • Team 2: Strong Towns & Chuck Marohn • Team 3: Green Expo 2.0 • Team 4: Hands of Hope art project • Team 5: Storytelling Project — My Sustainable Elgin • Team 6: Marketing/Public Relations • Team 7: Sponsorships E. Adjourn Prior to adjourning, Erik Anderson will summarize decisions made by the committee regarding meetings and action items. The City of Elgin is subject to the requirements of the Americans with Disabilities Act (ADA) of 1990. Gail Borden Library's Main Branch on Grove Avenue is completely accessible. However, individuals with disabilities who require special 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, should contact the library in advance. 1�i! ELGIN THE CITY IN THE SUBURBS" Mayor David J. Kaptain City Council Corey D. Dixon Terry Gavin Baldemar Lopez Rosamaria Martinez Tish S. Powell Carol Rauschenberger Toby Shaw F. John Steffen City Manager SUSTAINABILITY COMMISSION BOARD Richard G. Kozal NOTICE OF MEETING RESCHEDULED NOTICE IS HEREBY GIVEN that the October 8, 2019, regularly scheduled meeting of the Sustainability Commission Board is rescheduled to October 17, 2019. The commission board will meet in the West Conference Room, Edward Schock Centre of Elgin. The next meeting, October 17, 2019, will be held in the West Conference Room of The Centre of Elgin, beginning at 6:00 p.m. DATED: October 4, 2019 CITY OF ELGIN By Jan Monell, Sustainability Staff Liaison Sustainability. Commission Board 150 Dexter Court, Elgin, IL 60120 847-931-6001 www.cityofelgin.org ELGINim Agenda • Thursday, October 17 • 6:00 p.m. Edward Schock Centre of Elgin West Conference Room 100 Symphony Way, Elgin, IL 60120 1. Call to order (chairperson) 2. Roll call (staff liaison) 3. Approval of previous meeting's minutes 4. Public Comment 5. Work Group Updates 6. Old Business a. FCC Grant Proposal Update Hear update from staff on FCC Grant proposal b. Social Media Community Manager Determine responsible party for social media oversight. c. Earth Month i. Tentative new date ii. Recruiting members for committee iii. MOU- vote on and forward to council d. FutureSearch i. Update from Laura on her meeting with Rise and possible next steps e. Commission Ordinance Updates i. Review ordinance feedback forms 7. Announcements 8. Adjourn ELGINi Elgin Sustainability Commission Meeting l J iI)Lt42g Ada -Thursday, October 17. 6:00 p.m. v7019 Edward Schock Centre of Elgin West Conference Room 100 Symphony Way, Elgin, IL 60120 1. Call to order (chairperson) 2. Roll call (staff liaison) Chairperson Aagesen, Commissioners Anderson, Armstrong, Kroiss, Biss, Kenny, McMullen and Kessuvan 3. Approval of previous meeting's minutes August, September, and July Budget Retreat meeting minutes approved 4. Public Comment 5. Work Group Updates Waste work group- Chairperson Aagesen reported that the Farmer's Market had their round -up for 2019 and they estimate 16,000 attended with 77 vendors. ECN thanks Chairperson Aagesen for speaking at the Hunger Summit. Work group would like to focus the next year on commercial recycling efforts. ESC hosted with FSVN the Plastic Forum held here at the Centre on Sept. 251h the work group will be working on drafting recommendations to city council on plastic bag ban ordinances. Commission is also co -sponsoring with DNA/Ellis Middle School/Farmer's Market the Pumpkin Composting on November 2"d Transportation/Mobility work group -Commissioner Armstrong will spearhead research into grants for Transportation/Mobility work group. Commissioner Armstrong discussed Kane Co. Bike Share program with City, Hospitals and DNA. He will provide presentations to the commission at November meeting on Green Infrastructure and Transportation/Mobility. Asset Mapping Work Group- Commissioner Kroiss plans on making a presentation at November meeting. Earth Month 2020-Commissioner Anderson informed commission that Kendra Kroiss was selected as the chairperson for the committee. Next meeting is Oct. 30th at Ignite at 6:30pm. More volunteers are needed. Solar work group- Commissioner Anderson updated commission on Eligio Energy presentation to work group on green electric aggregation. Work group wants hear more than one strategy on how the city and residents can reduce carbon footprint. Commissioner McMullen has gotten approval from U-46 for a science group and will be partnered up with Business Dept. to work on waste concerns. She is researching waste streams and straw policies wants to work with Streamwood HS. Commissioner McMullen will be involved with the National Bio Teach -In events on Fridays in Feb. 2020. It will be interactive webinars on a national scale between students and scientists. 6. Old Business a. FCC Grant Proposal Update Agreement is under legal review since Sept. 20th and expecting response before Nov. 6th. The FCC Grant Memo is scheduled for Nov. 6th COW agenda. b. Social Media Community Manager Commissioner Anderson is trying to persuade Commissioner Kroiss to take on this responsibility. He also suggested we merge Facebook page EVB into Sustainability page. c. Earth Month Reboot Earth Green Expo 2.0 will be held April 3 and 4t". Will be releasing the ballroom use on morning of April 4t" to allow for Kane Co. Wild Ones to piggyback on EGE audience for a speaker they were planning on hosting that day. Presented the MOU for FVECC car show at EGE 2.0 is ready for legal review, commissioner Armstrong motioned to approve sending MOU to legal. Motion passed. Commissioner Anderson led the ESC in a 15 minute recruitment exercise in volunteer suggestions for the various Earth Month work teams. d. Future Search Commissioners Kenney and Miko met with Rise' Jones to discuss the possibility of a 3 day conference but felt the length of such conference could create limitations due to cost of venue and time commitment by attendees and Rise'. They will work on a list of potential invitee's needs to be completed and suggested the conference to be held in September or at least in the fall of 2020 would be best for planning. e. Commission Ordinance Updates 7. Announcements 8. Adjourn A ELGINiission Earth Month Workgroup Agenda • Wednesday, October 30, 2019 • 6:30-8:30 p.m. Second Floor, Suite #200 • Ignite Co -Working 11 Douglas Ave, Elgin, IL 60120 A. Welcome & Introductions B. Review of Activities of the Earth Month Workgroup in 2019 C. Discussion item: Recap Progress Made by Individual Teams An opportunity for team leaders and volunteers to update the progress made since the September meeting. D. Discussion item: Organizational Tools: Basecamp Workgroup will decide if we use the city available tool, Basecamp, to organize our workgroup efforts. E. Discussion item: Project Team Breakout Workgroup. will break into teams to discuss different projects being organized by our workgroup. Team 1: 50Activities to Celebrate 50-years of Earth Day (building upon existing local Earth Month activities & encouraging additional programming) Team 2: Strong Towns & Chuck Marohn Team 3: Green Expo 2.0/FVEAA car show Team 4: Hands of Hope art project Team 5: Storytelling Project — My Sustainable Elgin Team 6: Marketing/Public Relations Team 7: Sponsorships F. Discussion Item: Project Team Reports Project Teams will have an opportunity to update the team on their projects and ask questions. G. Action Item: Next Meeting,Date Workgroup will decide on a date for the next meeting based on volunteer availability. 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' ELGIN i Elgin Sustainability Commission Meeting Agenda • Tuesday, November 12 •6:00 p.m. Edward Schock Centre of Elgin West Conference Room 100 Symphony Way, Elgin, IL 60120 A. Call to order (chairperson) B. Roll call (staff liaison) C. Approval of previous meeting's minutes D. Public Comment E. Presentation Commissioner Armstrong giving presentation on Green Infrastructure and Transportation & Mobility Work Group. Commissioner Kroiss giving a presentation on Asset Mapping Work Group. F. Work Group Update G. Old Business a. FCC Grant Proposal Update b. Earth Month c. Commission Ordinance Updates H. Commissioner Comments and Announcements I. Adjourn ELGIN SUSTAINABILIT COMMISSION MEETING NOTICE OF CANCELLATION OF MEETING NOTICE IS HEREBY GIVEN that the November 12, 2019, regularly scheduled meeting of the Elgin Sustainability Commission is cancelled. DATED: November 12, 2019. CITY OF ELGIN By Jan Monell Sustainability Commission Liaison Elgin Sustainability Commission Meeting Agenda • Thursday, November 21 •6:00 p.m. Edward Schock Centre of Elgin Second Floor Administration Conference Room 100 Symphony Way, Elgin, IL 60120 A. Call to order (chairperson) B. Roll call (staff liaison) C. Approval of previous meeting's minutes D. Public Comment E. Presentation Commissioner Armstrong giving presentation on Green Infrastructure and Transportation & Mobility Work Group. Commissioner Kroiss giving a presentation on Asset Mapping Work Group. Commissioner Aagesen giving a presentation on Plastic Bag Ordinance Proposal. F. Work Group Update G. Old Business a. FCC Grant Proposal Update H. Commissioner Comments and 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. ELGIN t Elgin Sustainability Commission Meeting rut*5 ,tea • Thursday, November 21.6:00 p.m. �O19 Edward Schock Centre of Elgin Second Floor Administration Conference Room 100 Symphony Way, Elgin, IL 60120 A. Call to order (chairperson) B. Roll call (staff liaison) Chairperson Aagesen, Commissioners Anderson, Armstrong, Biss, Flaherty and Kessuvan. C. Approval of previous meeting's minutes October 17th meeting minutes approved. D. Public Comment E. Presentation Commissioner Armstrong gave presentation on Transportation & Mobility Work Group Goals for 2020. Goal 1: Provide a balanced transportation network that accommodates the safe and efficient circulation of vehicles, bicycles and other personal mobility devices, pedestrians, and transit throughout Elgin. Goal 2: Expand the availability, quality and use of transit throughout Elgin, and improve regional connections as both a critical public service and a local economic asset. He explained and listed 8 strategies that will help achieve those goals. Adopt and implement a complete streets policy; Update 2008 Bikeway Master Plan; Install downtown bike racks; Establish local/regional bike share; Achieve Bike/Walk Friendly Community recognition; Work with Pace Bus to optimize commuter bus route operations; Safe Routes to Schools and Parks; Bikeway network wayfinding and Fill gaps in sidewalk network. Commissioner Armstrong gave presentation on Green Infrastructure Work Group Goals for 2020. Goal 1: Educate the community regarding the ecosystem services that flow from nature to people. These include food supply, clean air and water, water and climate regulation, nutrient cycling, pollination, formation of fertile soils, recreational opportunities, and improved physical and mental health. Goal 2: Protect, restore, create, and enhance the network of green (land) and blue (water) spaces to improve ecological conditions and therefore the health and quality of life for Elgin's citizens. He explained and listed 6 strategies that would assist to achieve those goals. Categorize and map the network of green infrastructure (land and water); Sustain a robust urban tree canopy; Elgin Oak Recovery Project; Promote the use of native and sustainable landscaping practices; Create and maintain beautiful landscapes and streetscapes to enhance gateways, neighborhoods, and important public spaces; Encourage the planting and registering of pollinator gardens. Commissioner Armstrong commented on Commissioner Kenney is going to work on the Green Infrastructure Work Group. Commissioner Flaherty commented that he is interested in working with this work group as well. Commissioner Aagesen and Biss gave a presentation on Plastic Bag Ordinance Proposal. The Waste Work Group has been doing research into plastic bag ordinance after attending the FVSN plastic forum in September is proposing that the commission recommend to council implementing a plastic bag usage tax vs. a ban. Research has shown that a ban would be less effective in changing people's behavior habits. The State of Illinois has a plastic bag tax Bill SB1240 in committee that if approved would impose a 7 cent tax on each checkout bag used by a retail establishment. Of the key concerns in this state bill is that if approved it would over -ride any municipalities who have a plastic bag tax enacted before Feb. 1, 2018. Oak Park was given an example of successfully passing such a bill with 80% reduction in use. Waste work group is moving to support the pursuit of recommending an ordinance tax. The work group is recommending that city staff pursue the development of an ordinance to city council that would impose a fee on the use of plastic bags at the retail point -of -sale level, with some portion going to the retailer and some portion going to the commission. Commissioner Anderson wanted to point out that this was listed not listed as a discussion item and the commission would not be voting on it. He also had several questions that would need to be answered before he felt comfortable in approving a recommendation. Commissioner Anderson asked if the work group had reached out to retailers to find out what their feelings were, has any focus groups been done in the community and has any thought been given to collaborating with an outside group. Commissioner Aagesen they haven't done any of that yet and some of that could be conducted by city staff. Commissioner Armstrong commented that council would probably want to see focus groups, and retailer feedback performed before going to council. Commissioner Flaherty brought up that FVSN has a media toolkit available to use. Commissioner Biss is planning on contacting Anna Moeller and Cristina Castro to get there feedback on how probable is this bill going to pass in Springfield and report back to commission at the December meeting. F. Work Group Update Earth Month -Commissioner Aagesen informed the commission that the next Earth Month meeting is in January. Commissioner Armstrong said that the Strong Towns event has decided upon April 4 or 5 as possible dates for the speaker. Commissioner Anderson mentioned that work still needs to be done on completing the prospect list for Earth Month by filling in information. Also Earth Month is working on logo designs and volunteers are still needed for the sponsorship committee. Commissioner Biss reported on the 50/50 committee has lots of ideas but nothing has been solidified as of yet. The committee will be finalizing ideas within the next month. Commissioner Flaherty offered assistance in helping with organizing with an event or program. Green Expo -Commissioner Aagesen reported that the Green Expo got a vendor list from other Expos and plan on tapping into it the next month. There will be brainstorming vendor ideas in December, one idea is to have a possible city council panel. Looking into reaching out to League of Women voters to help facilitate the panel. Commissioner Anderson offered a suggestion to contact Rich Jacobs. Youth Group- Commissioner Kessuvan reported that the Community Garden Project is complete. Commissioner Aagesen offered to help her to reach out to teachers at other High Schools to get more involvement for Guardians of the Environment. Solar- Need 4 volunteers and Kiko to form 2 teams, one is Solar for All and the other EnergySage. The teams would than focus on working on those 2 areas. They are still staffing a table at the farmers market next summer and the Facebook page ad at a $1 a day is ongoing. Next meeting is Dec. 1911h at 9am. Future Search- Commissioner Anderson asked what was happening with Rise' and the spreadsheet of prospects with Laura and Byron. He asked if a Commissioner Kenney was forming a work group. Commissioner Anderson asked if staff liaison could look into asking legal if having a spreadsheet that could be shared live in Box would be an OMA violation. G. Old Business FCC Grant Proposal Update- Staff Liaison Monell informed commission that the FCC Grant agreement was still under legal review and that as of right now it wouldn't be going to council unless the agreement was completed. Liaison recommended that the commission consider pulling the memo due to the lengthy legal review process and proceed with developing a grant program that would be vetted through legal. The Commission could then develop a grant program with criteria and application process and with defined scorecard. FCC could reapply again under the established grant program. Finance will allow the carrying over of the $10,000 that was allocated for the FCC Grant in 2019 into 2020 to allow the commission to use it for the grant program. Or the commission can proceed with submitting the recommendation to council and hope that it will be approved. Commissioner Anderson wanted to staff to look into whether a grant program was put into place in 2011 when former commissioner Todd Martin had submitted criteria. Was said criteria ever sent to legal or approved. He also commented that at a past board meeting with Aaron and Molly they were told that the commission could spend the funds as they saw fit and he had questions on the budget process. Commissioner Armstrong remembered that the commission had a scorecard of some type and wondered what happened to that. He also commented that if the religious aspect was a major concern into getting approval why go through this process again to have it fail. Commissioner Anderson had to recuse himself from further discussion because of conflict -of -interest and left the meeting. Commissioner Anderson leaving meant the commission lost a quorum and could not make a recommendation as to how to proceed next. Further discussion and action about the FCC Grant proposal and funding for 2019 were tabled until next meeting on December loth. Chairperson Aagesen asked that commissioners bring a list of possible items that could be purchased using $10,000 2019 funds. Staff would confirm in more detail budget options by next meeting. H. Commissioner Comments and Announcements Commissioner Aagesen is planning on meeting with Alex Quigley to work on social media template for the Facebook page discuss where there is overlap and share postings and calendars on events. The City is creating a Next Door app that can target content messaging to specific neighborhood groups. Commissioner Aagesen encouraged commissioners to make their opinion known to council and DNA on where Farmer's Market in 2020 should be held. Festival Park or Spring St. 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. ELGINSustatnabtlity Agenda • Tuesday, December 10, 2019 • 6:00 p.m. Edward Schock Centre of Elgin West Conference Room 100 Symphony Way, 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. Asset Mapping Presentation 1. Commissioner Kroiss to provide a presentation on asset mapping work group G. Discussion Items 1. FCC Update Staff Liaison to provide new information on January council review. Determine whether the FCC grant proposal should be pulled or submitted in January. Commission needs to decide on the course of action. 2. Funding Requests I. Promotional materials and advertising ii. Earth Month supplies 3. Nominate and Elect Commission Treasurer 4. Approve 2020 Commission Meeting Dates H. Old Business 1. Ordinance changes Commissioner Kenney to provide an overview on ordinance change summary document for commission review and discussion in January 2. Future Search Updates 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 TfY/TDD (847) 931-5616 promptly to allow the City of Elgin to make reasonable accommodations for those persons. _00P_ Al --WIN%. ELGIN Sustatnability Commission Minutes • Tuesday, December 10, 2019. 6:00 p.m. Edward Schock Centre of Elgin West Conference Room 100 Symphony Way, Elgin, IL 60120 A. Call to order (chairperson) B. Roll Call (staff liaison) Chairperson Aagesen, Commissioners Miko, Armstrong, Kroiss, Biss, Kenney, McMullen, Flaherty C. Approval of previous meeting's minutes November 21st meeting minutes approved. D. Other persons present Patrick McParman-Kane Dupage Soil and Water Conservation District, Robin Migalla-Elgin Green Group 350 E. Working Groups and Task -Related updates Waste Work Group -Chairperson Aagesen gave an update on what is happening on the State level with the Plastic Bag Bill. Feedback from Rep. Moeller is that the state bill SB1240 is dead for the time being. Aagesen recommended that the Commission keep moving forward to making recommending to city council a usage tax ordinance. Commissioner Biss would like to arrange a meeting with City Staff and Deb Schroeder from Woodstock. Councilman Steffen commented to Chairperson Aagesen that he would like to discuss with city staff which departments would on head up this ordinance. Green Infrastructure Work Group -Commissioner Armstrong informed Commission on ComEd Greenest Region Program promotes pollinator habitats, and planting oak trees. Grant is open Jan. - March. Work group wants to explore grants on a widespread needs in conjunction with Open Land grants. Jack Cook Park would be a good location for establishing Oak Savannah. Commissioner Flaherty commented that Illinois Clean Foundation has a Pollinators Meadow Pilot Grant matching program with a deadline in March. Education Work Group- Commissioner McMullen is excited about Bartlett grade school purchasing seed for school pollinator gardens. She reported that U-46 instructors are working on re -writing curriculum and might need assistance from Elgin Bike Hub. Kids are enthusiastic and involved. Chairperson Aagesen commented she really likes the recycling app and video. F. Asset Mapping Presentation Commissioner Kroiss provided a presentation on asset mapping the work group is working on. It would catalog Elgin's physical stationary structures such as bike racks, parking spaces, housing, solar installations etc. It could also map out information on resident addresses, affiliations, and abilities/resources plus needs. The program would need to integrate with the City's Salesforce and be capable of working on any sized scale. Chairperson Aagesen asked if another municipality is doing asset mapping. Aurora is working on it. Commissioner Miko asked what the City uses now for asset mapping. Commissioner Kroiss commented that the City uses Salesforce now but that it is a giant database spreadsheet that you would need to pull data from it individually. Chair Aagesen asked about the next steps for the work group. Commissioner Kroiss commented that figuring out how to work with individuals is the next step. G. Discussion Items FCC Grant Update Chairperson Aagesen gave a brief overall review of what Staff Liaison proposal to Commission was in November. Liaison recommended that the Commission consider pulling the memo due to the lengthy legal review process and proceed with developing a grant program that would be vetted through legal. The Commission could then develop a grant program with criteria and application process and with defined scorecard. FCC could reapply again under the established grant program. Liaison commented that because we did not have a quorum for Commission to vote on the proposal it was tabled for discussion and vote for December. Staff needs to have the Commission to make a decision on what path it wants to take so I can provide clarification on the direction of the Commission's desires and prepare our finance department for whatever the Commission decides. Liaison mentioned that it could still pull the memo and proceed with the grant development process. If not the Commission was presented with 2 decisions the Commission would need to approve and vote on. Decision #1- Send 2019 FCC Grant to Council in January 2020 for approval using the $10K that was allocated with 2019 budget funds. If the FCC Grant does not get approved by council in January the $10k can be used for 2020 sponsorships and/or programs in 2020. Decision #2-Pull the 2019 FCC Grant submission from going to council in January. Proceed to spend the $10K 2019 funds for other sustainability items in 2019 following budget spending policy. Products and/or services received by Dec. 31" If Commission wants to continue to give grants to outside individuals/organizations in 2020. They will need to establish one, but any funding of grant program must come out of 2020 budget. Commissioner Miko felt that the Commission had criteria established for the grant which was the Commission's action plan. He stated that the FCC Grant gave the most exponential benefit for the return on funding. Commissioner Miko feels the City Council should decide on what the clear process is and inform the Commission. Commissioner Kroiss commented that the Commission needs to move forward with presenting the memo to council and that the Commission should follow our commitment to FCC that was decided upon last July. Commissioner Armstrong commented that ECN has a grant program under $20K with City funds and they don't need council approval. Liaison commented that the Commission does not have a grant program with established scoring criteria or vetted criteria vetted through legal dept. That is why the process was long due to legal having to draft an agreement. He wanted to know where this $10K threshold came from for it to have to go to council for approval, why the process has was so long and that Commission should go with decision #1. Commissioner McMullen agrees with proceeding with sending the memo to council but also feels we should establish grant program. Commissioner Miko motioned to approve decision #1, sending memo to city council. Commissioner Biss seconded, motioned passed unanimously. Funding Requests Promotional materials and Earth Month supplies Commissioner Miko gave a brief overview of the 2019 budget spreadsheet. Adjustments were made for Future Search expenses. Discussion began on what the Commission could spend the remaining $900 in budget funds for 2019. Services or product would need to be received by end of month. Suggestions focused on marketing in media, purchasing ads or buying promotional materials that could be used for Green Expo, Farmers Market, or Earth Month. Commissioner McMullen suggested an Environscape for programming use by U-46 Science Nerds. Liaison commented we already have one that Commission purchased available at Hawthorne Hill Nature Center. Chairperson Aagesen mentioned maybe re -useable totes with logo could be purchased for various upcoming programs/events such as Green Expo. Commissioner Armstrong motioned to approve purchasing up to $900 in re -useable totes. Commissioner Kenney seconded the motion. Commissioner Miko abstained from the vote due to being the treasurer. Motioned passed 7 aye; 0 nay; 1 abstain. Nominate and Elect Treasurer Chair Aagesen wants the Commission to nominate and elect a new treasurer for 2020. Anyone interested in being the next treasurerfor the Commission should reach out to Chairperson Aagesen. Commissioner Miko will assist with reviewing and training them our budget spreadsheet. He will also be completing a job description and best practices policy for the treasurer. Chairperson Aagesen also would like to bring begin onboarding of the next chairperson for the Commission early to allow for a smooth transition when she steps away from it in May. Approve 2020 Commission Meeting Dates Approval of 2020 Commission meeting dates was motioned by Commissioner Miko, Seconded by Kroiss. 2020 Meeting Dates approved unanimously. H. Old Business Ordinance changes Commissioner Kenney will provide the commission a spreadsheet of ordinance change summary that will include Commissioner's feedback documents. The Commission can then go through line by line and decide on deletions and additions. The plan is to make recommendations that can be voted on in January. Future Search Updates Liaison will ask Rise' Jones to attend January meeting and give a presentation on their attendance, update the Commission on conference, and discuss what should be the next steps. I. Commissioner comments/announcements Commissioner Kroiss might be absent at January meeting. Commissioner Armstrong informed Commission of bike rides on full moon. Commissioner Flaherty is attending the Kane Co. naturalist program. Commissioner Kenney is graduating next semester and has an environmental service project due in 2 weeks. J. Adjourn Commissioner Kroiss motioned to adjourn, Commissioner Miko second, motion passed unanimously. 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.