04-18-2012 ECC MIN MEETING MINUTES OF THE ELK RIVER
ENERGY CITY COMMISSION
HELD AT ELK RIVER CITY HALL
• ELK RIVER, MN
WEDNESDAY, April 18, 2012
Members Present: Vance Zehringer,Tim Steinbeck, Tim Rybak,Dennis Chuba, Ryan Setterholm, Scott Hagen,
Councilmember Westgaard,and Bruce Sayler
Members Absent: John Setala and Stephen Rohlf
Staff Present: Rebecca Haug, Environmental Administrator
Clay Wilfahrt, Economic Development Assistant
Annie Deckert, Economic Development Director
Others Present: Tom Sagstetter, Elk River Municipal Utilities
I. Call Meeting to Order
Vice-Chair Setterholm called the meeting to order at 8:50 a.m.
A. Oath of Office
Vice-Chair Setterholm administered the Oath of Office to Councilmember Westgaard
2. Consider April 18. 2012 ECC Agenda
Ms. Haug handed out an amended agenda at the beginning of the meeting.
• MOTION BY COMMISSIONER SETTERHOLM AND SECOND BY MMIS I NER ST
CO S O EINBECK
TO APPROVE THE AGENDA AS AMENDED.ALL IN FAVOR. MOTION CARRIED.
3. Consider March 21, 2012 Minutes
MOTION BY COUNCILMEMBER WESTGAARD AND SECOND BY COMMISSIONER CHUBA TO
APPROVE THE MARCH 21, 2012 MINUTES WITH NO CHANGES.ALL IN FAVOR. MOTION
CARRIED.
4.1. Discuss and Vote on 2012 ECC Website Strategy
Discussion focused upon putting past information and project demonstration sites on the website.
MOTION BY COMMISSIONER ZEHRINGER AND SECOND BY COMMISSIONER SAYLER TO
ADOPT THE WEBSITE STRATEGY DISCUSSED FOR 2012.ALL IN FAVOR. MOTION CARRIED.
4.2. 2012 Energy City Cx Budget
Ms. Haug discussed the budget amount used from the Business and Energy Expo.A total of$1,701.45 was used
of the $5,000 budgeted. She added that$5,000 has been budgeted for Project Conserve and only approximately
$50 has been spent so far from that account. Other budgetary items include$7,500 for Travel, Conferences,and
Schools and$1,500 for Publishing costs.Approximately$200 has been spent from the Publishing amount for
ithe annual Trademark fee. Approximately$13,000 remains in the budget at this time,which may to be spent by
the end of the year and cannot be rolled over to 2013.
Discussion followed that October is "Energy Awareness Month", so perhaps some of the funds could be spent
toward an event or some other project in October. Redevelopment of the website and costs associated with that
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Energy City Commission Minutes
April 18,2012
were discussed in detail. Because the architecture of the website is being re-done,it was decided that the best
option for the commission is to focus upon content of the site at this time.
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A question of whether to resurrect subcommittees for demonstration sites and archival/presentations was
brought up. Because the commission is `resource constrained',a question was asked as to whether the $13,000
could be used for outside help.
Commissioner Rybak arrived at 9:20 a.m.
Commissioner Steinbeck commented that he would not be available for working on the website. Commissioner
Zehringer commented that he would be available to format what people want(as a consultant) and stated that
he would be able to meet each demonstration site personally.
Discussion concerning content focused upon fliers, demonstration sites,presentations,Project Conserve,
awards, Energy City High Fives, and links to resources (such as "In the News"). A suggestion was offered to
start with one topic (the fliers, for example),work out the details, and then move forward with the next item.
Councilmember Westgaard left the meeting at 9:28 a.m.
Discussion of blending with the City's Brand and getting bids for consulting work to begin sometime around
June followed.
MOTION BY COMMISSIONER SAYLER AND SECONDED SIMULTANEOUSLY BY
COMMISSIONERS STEINBECK AND CHUBA TO SPEND THE NEXT MONTH DEVELOPING
WEBSITE CONTENT.ALL IN FAVOR. MOTION CARRIED.
4.3 2012 Strategy Action Items
a) Guest speaker guidelines which were discussed included
• delivering a power point presentation that can be posted on the website,
• a reminder that the presentation is not a sales pitch and not intended to be cost specific,but may be
product specific
• presentations should be technology based
• time limit of 30 minutes (20 presentation, 10 Q&A)
• creditability of content
A comment was made that it would be helpful to have the presentations delivered early enough that the
commissioners or staff could review for content. Bi-monthly speakers were proposed with commissioners
setting up speakers.
b) Standard ECC Presentation—tabled to the May meeting
c) Future ECC guest speaker invitations—Chair Setala has invited"Silent Power" staff to speak in May.
d) EC Commissioner provided web content—discussed under agenda item 4.2 (above)
4.4 Business & Energy Expo Recap
The Business and Energy Expo was held on March 25th with lower attendance than in past years.The budget
was discussed.The subcommittee met with the Chamber on Monday. Mixed feelings were expressed. There
weren't a lot of participants in Energy Alley for a variety of potential reasons but primarily cost was a factor.A•
comment from one exhibitor in Energy Alley was that it was essentially"adult trick-or-treating".
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Energy City Commission Minutes
April 18,2012
A suggestion was made to find a different venue if a separate event is planned in the future. Several
• commissioners are not ready to pull out of the Business and Energy Expo. Comments were made that lessons
have been learned and the commission should go forward from there.
Discussion followed regarding other educational options (such as October's Energy Awareness Month),
Publicity at the Fair (either a booth or mini eco-house type demonstration that the commission members could
showcase new technology or products), or a Farmer's Market booth.
Commissioner Sayler left the meeting at 9:55 a.m.
Vice-Chair Setterholm suggested that there be one big"show and tell" event per year (in March) and perhaps
October should be the time when a theme is set. Commissioner Steinbeck stated that October has traditionally
been a time when the utility companies have gone into the schools and provided a forum for the 3—5th graders.
Discussion of upcoming Energy City tours followed.
October Awareness month will be a topic for the May agenda.
Pros and cons of sticking with the Chamber of Commerce were discussed. Commissioner Zehringer stated he
would vote against partnering again due to loss of identity. Pros included a larger audience and the potential for
partnerships being formed with businesses. Cons included cost,identity loss,being buried under the brand, and
lack of non-profits
The Expo will be placed on the agenda for May as well.
• 5. Other
The next Business Education Series Event will be held on May 23"' from noon to 2 p.m. at the Library featuring
CAER's (Community Aid Elk River) organics program and Trident Polymer (plastics broker). The fall event will
focus upon restaurants.
6. Schedule Next ECC Meeting and Identify Agenda Items
The next meeting will be held May 16, 2012 at the Elk River City Hall in the Upper Town Conference Room at
8:30 a.m. Items for the agenda include:
• Approval of the April 18,2012 Minutes
• Website strategy update
• Website content/consultant bids
• Standard ECC Presentation
• October Awareness month
• Business and Energy Expo
8. Adjournment
The meeting was adjourned at 10:30 a.m.
Minutes prepared by Nicki Blake-Bradley
/
411FAllard RI* Setterholm
City Clerk Energy City Commission Vice-Chair