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11-16-2022 ECC MIN L 1 rcy or El River Meeting of the Elk River Energy City Commission Held at the Elk River City Hall Wednesday,November 16,2022 Members Present: Commissioners Vern Iverson, Casey Mahon,Reggie Vanlonden, Mark Peterson, and,Jon Cappaert. Members Absent: Chair Tom Sagstetter, Commissioners Becky Herbert, and Council Liaison,Jennifer Wagner. Others Present: Levi Aespoh and Tony Miller. Staff Present: Suzanne Fischer,Environmental Services/Special Projects Director 1. Call Meeting to Order Pursuant to due call and notice thereof, the meeting of the Elk River Energy City Commission was called to order by Commissioner Mahon at 8:30 a.m. 2. Pledge of Allegiance Commissioner Mahon led the Pledge of Allegiance. 3. Oath of Office Levi Aespoh and Tony Miller read and signed their oaths of office. 4. Consider Agenda Commissioner Aespoh motioned to approve the agenda, seconded by Commissioner Vanlonden. 5. Consider Minutes Consider minutes from the August 17, 2022, meeting. Minutes approved,motion by Commissioner Miller, second by Commissioner Iverson. 6.1 Election of Officers Commissioner Mahon was selected as Chair, and Commissioner Iverson as Vice- Chair. 6.2 ECC Goals Commission members reviewed the goals. For Goal 1 -An Eagle Scout has agreed to build the solar picnic table this winter for a spring installation. Goal 2—Public awareness will be increased via social media and distribution of the informational sheet showcasing the `Facilities Energy Conservation Project'. Goal 3—Propose capital improvement projects include energy efficient& sustainability features. Commissioner Vanlonden suggested a baseline guidance document be used to include specifications. Chair Mahon asked that the ECC Communication plan be resent to all commissioners. He also suggested that the Commission submit quarterly articles to the Star News on various EV topics/events. Chair Mahon requested a meeting with Vice-Chair Iverson and Tom Sagstetter to discuss the 2023 IF event,and to initiate a presentation on potential EV charger installation sites. 6.3 Sustainability Definition Commissioners reviewed 4 common definitions of`sustainability. Commissioner Miller motioned to approve,the one used by the UN World Commission on Environmental&Development. `Sustainable development meets the needs of the present without compromising the ability of future generations to meet their own needs'Motion seconded by Commissioner Aesoph. Researching UN Sustainability steps was also requested. 6.4 Initiative Foundation (IF) Commissioners discussed the 2023 summer EV event proposed by the IF.Last year they funded the successful St. Cloud event through the Greater St. Cloud Dev. Corporation. FTC is the preferred location;however,the Commission would like to have EV charges installed at the site prior to the event. Our next meeting with IF is Thurs. Dec. 8 in Upper Town. 6.5 Sign Campaign Design Chair Mahon shared a sign campaign presentation that he and CM Wagner developed. Discussion included the need to increase public awareness of Energy City efforts and projects. Chair Mahon asked members to review it and let it soak in for future discussion at the next meeting. He also mentioned he would like the Commission to start a program in spring of 2023 to recognize businesses that have embraced green energy (establish qualifications first). Businesses would be recognized with an article in the paper,via social media,and provided an Energy City sticker on for their business door or window. The Commission requested that a Communication staff be present at their meetings moving forward. They also requested staff meet with the City Administrator and Finance to solicit funding for Energy City (ERMU rebates,city hall solar panel revenues,and marketing/equipment allocations). 6.6 Facilities Energy Conservation Project Factsheet The Commission reviewed the document which included a QR code for people to scan for more information on the energy efficiency improvements. It will be placed on social media and possibly printed in the Star News. 6.7 City of Plymouth EV Article In Sept. 2021,the Plymouth City Council approved a proposal to have 115 EV charging stations privately installed and maintained at multiple parking lots throughout the city.They were the first city in MN to install a citywide network of charging stations for public use. Plymouth contracted with Carbon Solutions Group (CSG),to provide full EV charger implementation.The contract involves a 20-year 2 agreement with no cost or risk to the city (all capital investments completed by CSG).All operational costs,including maintenance,software/network fees and electrical expenses are included in the contract. Since EV stalls will charge user fees, the project will bring in monthly lease payments and profit-sharing based on utilization of facilities. Commissioner Iverson stated that the city should have more EV charging stations (event centers,parks,ball fields,big box stores,etc.). 6.8 Meeting Schedule The Commission desired to meet on a more frequent basis and voted to change the meeting dates from quarterly to every other month effective Jan. 2023.The revised ECC Bylaws will be approved at the next meeting. Revisions to Division 8 of City Code with same changes will be presented to council for review/approval. With no further action, Commissioner Miller motioned to adjourn, seconded by Commissioner Iverson. The meeting adjourned at 9:55am. 3 ECC Gpals Updated 1.2023 6.1 ECC Consolidated Goals 6.15.2022 Process Progress Complete the solar array and battery dem,;: Locate a contractor,a corporate sponsor,or pursue An Eagle Scout has accepted this project. 1 project in Orono Park. assistance from an Eagle Scout for installation. Winter build w/spring install;or,discuss new style? Create consistent signage on energy&sustainability >Quarterly Star News articles project details,community benefits and the ECC Mission Statement.Event center lighting,ice sheet >Completed the Facility Energy Raise public awareness of ECC initiatives refrigeration methods&environmental benefits,electric Conservation Fact Sheet w/QR code 2 undertaken throughout the community via a sign Zamboni,storm water pond dean up(Adopt A > Proceed w/sign campaign campaign w/QR codes. Highway),Orono Park splash pad,COER buying 100% renewable energy,PD hybrid vehicles,public EV chargers,LED lights on Woodland trail cross walks,WM landfill leachate treated @ WWTP,etc. Propose to CC that all capital contracts,starting Revise RFP to require energy&sustainability with FY 2023-2024,include a$amount of energy&expenditures(point system),in capital projects.Present Tom on panel for Peer to peeer EV 3 sustainability expenditures in support of the ECC's to CC for review/approval. Forum 11.1.2022 with CERTS,GRE, Mission&Vision Statements.(i.e.LED lighting, Create ECC Dashboard for monthly updates to CC ERMU,etc. roper insulation,door gaskets,etc.). (Wagner)&online posting. Provide input to depts on comprehensive energy Notice ECC on plans submitted that would benefit from and/or sustainability issues.Consistently include energy&sustainability practices.Explain the benefits, 4 building alternatives that are EE&sustainable for and operational cost savings.Provide fact sheets,online residents,builders,and developers as part of the resources,rebate information,cost benefit analysis,etc. permitting process. w/permit files. Compostable,paper,reusable,woven&non-woven polypropylene,jute,etc.Draft potential Alternative Plastic Bag policy for CC review/approval.Seek grants to Identify&promote alternatives to single use plastic help retailers offset higher cost of environmental 5 bags used by retailers to reduce tonnage going to alternatives. the landfill. https://www.ebpsupply.com/blog/alternatives-single- use-plastic-bags https://corporate.target.com/article/2020/07/plastic- consortium Gather 3 years public building energy data—Create a 6 Schedule a City buildings/projects tour to see what public dashboard to communicate how city bldgs,& we are collectively. services reduce energy.(Should already be in the B3 benchmarking database) Research model programs already in use.Include key Develop a sustainability and safety demonstration issues(i.e.call b4 you dig,avoid downed power lines, 7 for local schools with information and practices for natural gas dangers,etc.,as well as sustainability(water use at work and home. conservation,organics,recycling,HHW,energy efficiency,etc.).Coordinate w/CenterPoint as feasible. Send annual mailings to customers showing what their Push social media information and programs to current applicable payments are,and what they could be 8 increase public awareness of ECC and raise the if they implemented energy&sustainability practices into number of followers by 50%. their everyday lives.Promote best practices for proven environmental measures and benefits to the public. Partner with local businesses and contractors on Identify efficient heating&cooling systems for energy&sustainability programs(one stop shop), customers.Perform a comprehensive review of rebate that reduce their carbon footprint and provide programs for new appliances and HVAC components. benefits to their businesses and the community. Smart thermostat&LED promotion-give away. Develop a city-wide recognition program to honor Possible resoueres:State and Local Energy Effrcienry Action 10 businesses,non-profits,and individuals,that Network,CenterforEnergy and Environment,Minnesota's exemplify high standards in energy&sustainability. Cons lion Improvement Program,etc. Presentation&plaque @ CC meetings. Gather data from waste hauler on solid waste vs 11 recycled.#s per household,commercial and Reference monthly reports from Republic. community wide. 1st mtg: Present ECC Annual Goals. 12 Present ECC activity to CC at least 3X/year,and as 2nd mtg:Establish Budget needed. 3rd mtg: Status Report on Annual Goals 6.2 Created: December 2005 Revised: January 18, 2023 ELK RIVER ENERGY CITY COMMISSION BY-LAWS 1.Meetings: Regular meetings of the Energy City Commission shall be convened on the third Wednesday of the months of January, AA July, September, and ,h, at 8:3t1 a.iL at City Hall unless the membership is notified to the contrary. Special meetings shall be held at the call of the Chair of the Commission or at the request of two commissioners with a minimum of a three-day notice given prior to the call of a special meeting. 2.Quorum: No meeting shall be convened, and no official action taken by the Commission if less than a majority of the duly appointed members of the Commission then serving are present. 3.Conduct of Meetings: "Robert's Rules of Order" shall govern the proceedings of the Elk River Energy City Commission. 4. Notice of Meetings: Regular meetings shall adjourn to a time and place certain with minimum of a three-day notice to each member of the commission. This notice shall also be posted on the City's principal bulletin board located in the entryway of City Hall. Dates, time,place, and purpose of special meetings shall be posted with minimum of a three-day notice and,if time permits,published in the city's official newspaper. 5. Reporting Requirements: The Commission's Chair shall prepare an annual report and present it to the Commission at their last meeting of the year. The Commission's Chair shall submit to the City Council on or before February 1 of each year an annual report outlining its activities and accomplishments for the preceding year. 6.Commission Year:A commission year will commence March 1 and terminate the last day of February of each calendar year. 10. Members Term: Terms of commission members are for three years. Members shall hold office until their successors have been appointed. 11. Officers: The officers of the commission shall be the chair and vice-chair. These officers shall be elected by a majority of the Commission at the first regularly scheduled meeting provided that a quorum of the Commission is present. The officers shall serve until their successors have been duly elected.The Chair shall preside at all Commission meetings, and shall be empowered to call a special meeting upon complying with the notice requirements herein before set forth. The vice-chair shall exercise all the powers of the Chair in the absence or disability of the Chair. 12. Officers Term: No officer shall hold the same position for more than two consecutive years. If an officer of the Commission shall resign or be unable to perform the duties of his/her office,the Commission shall be empowered to fill said vacancy at a regularly scheduled meeting of the Commission by majority vote of the members present so long as a quorum is present. 13. Commission Evaluation: The Energy City Commission will expire on December 31,2010,unless upon evaluation the Elk River City Council decides it is in the best interest of the city to maintain the commission. 6.3 ECC Article Themes for Quarterly Submission to Star News 2023 Topic Assignment Due Date 1st Qtr -Jan ECC Welcomes New ER Casey Mahon 12.30 - Done Landfill Agreement 2nd Qtr-April 3rd Qtr- I ul\ 4th (,)tr- Oct. ECC Suggestions Alternative transporation, ruining,biking,etc. 1.cv I I lectric Vehicles Vern Electric Scooters Vern Other/Misc. Solar energ\ Wind ener,; Fossil fuel Natural g.is Photovoltaics Power generation Sustainable development Biomass 6.S Potential Topics for March 20t, 2023,Work Session with City Council 1. Goals &Strategic Plan 2. Funding mechanism for EC projects&marketing 3. Support from Communications staff 4. Commission meeting attendance policy& flexibility 5.