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Home My WebLink About2012-02-09 PacketDraft MINUTES CITY OF EDINA MINNESOTA ENERGY & ENVIRONMENT COMMISSION EDINA CITY HALL COMMUNITY ROOM Thurs., Feb. 09, 2012 7:00 PM I. CALL TO ORDER 7:01 p.m. II. ROLL CALL Answering Roll Call was Members Gubrud, Heer, Jennings, Kostuch, Paterlini, Rudnicki, Sierks, Thompson, Zarrin and Chair Latham. Late Arrival: Risser Absent: Gupta Staff Present: Jesse Struve and Rebecca Foster III. APPROVAL OF MEETING AGENDA Agenda was approved as written. IV. ADOPTION OF CONSENT AGENDA Motion made by Member Gubrud and seconded by Member Thompson approving consent agenda. Motion carried unanimously. V. COMMUNITY COMMENT Katie Meyer, do.town campaign, inviting Commissioners to Living Streets Forum on February 15th. VI. REPORTS AND RECOMMENDATIONS A. Welcome two new Commissioners. Chair Latham thanked Commissioner Iyer for his service to the EEC. Chair Latham welcomed Member Heer and Member Rudnicki to the EEC. B. Approval of Working Group Press Release Motion made by Member Sierks and seconded by Member Gubrud to remove Laura Eaton and Ray O'Connell from Air Quality Working Group and temporary disband working group until a new chair steps forward. Motion carried unanimously. Motion made by Chair Latham and seconded by Member Gubrud to approve John Heer as co-chair of the Energy Working Group. Motion carried unanimously. Motion made by Member Kostuch and seconded by Member Zarrin to delete Project and Policy Working Group. Motion carried unanimously. Motion made by Member Paterlini and seconded by Member Heer to delete the EEC Website Task Force and have each Working Group responsible for updating the EEC website per their activities. Motion carried unanimously. Motion made by Member Paterlini and seconded by Member Zarrin to add a Bylaws Committee and appoint Chair Latham as Chair of the Committee. Motion carried unanimously. 5 Motion made by Member Kostuch and seconded by Member Gubrud to approve the EEC Working Group Press Release as written. Motion carried unanimously. Motion made by Member Paterlini and seconded by Member Zarrin to create a Carbon Disclosure Project (CDP) Committee composed of Member Paterlini and Member Heer to update the CDP and oversee the B3 data and Regional Indicator Project. Motion carried unanimously. 1. Bylaw Revision Committee. Chair Latham gave an update on the Bylaw changes and the Commission will approve the changes at their March meeting. C. Green Step Cities. Chair Latham review the City's Green Step progress. It appears that Edina is very close to qualifying for level 3 certification provided that the B3 data entry can be completed. Motion made by Member Paterlini and seconded by Member Sierks to drop Green Step #19 Surface Water Quality. Motion carried unanimously. Motion made by Member Zarrin and seconded by Member Sierks to add overall 15% diversion of currently disposed waste from city operations into recycling and organics collection within Green Step #22.2. Motion carried unanimously. Motion made by Member Risser and seconded by Member Gubrud to delete Green Step #23.2 Regulate Recreational Burning or Outdoor Wood Boilers. Motion carried unanimously. 1. EEC annual activity calendar timeline was discussed. D. Recycling & Solid Waste WG 1. Residential Recycling RFP. Chair Latham reviewed the RFP framework. Motion made by Member Kostuch and seconded by Member Zarrin to change percentages of the weightings for Environmental and Economic to be equal at 40% for evaluating the RFP. Motion carried unanimously. 2. City Park Recycling Bin Task Force. Chair Latham gave a progress update on the recycling bins at City Parks. 3. The 2012 and 2013 RSW WG work plan was discussed. E. Energy WG 1. Solar panel project. Mr. Struve gave an update on the installation of the project. 2. Solar/wind ordinance amendments task force. Cary Teague, Planning Director, is currently reviewing the ordinance. 3. PACE commercial energy district. Mr. Struve gave an update on the first applicant of the Emerald Energy Program which is Grandview Tire and Auto on W 711h St and Cahill Rd. 4. 2012 & 2013 EWG work plan F. Air Quality WG Report 1. Update on Drive Through City Code Amendments. Commissioner Risser gave an update about the Planning Commissions comments on the Drive Through City Code Ammendments. s 2. No Idling sign pilot project. This topic will be discussed at the February 21" City Council Work Session. Commissioner Risser said the pilot areas will be Creek Valley and Concord Elementary Schools. G. Education Outreach Working Group Report 1. April 19 2012 educational program. Commissioner Zarrin gave an update about the proposed event. Motion made by Member Zarrin and seconded by Member Paterlini that EEC will provide $500 funding from the EEC budget for the April 19 event. Donations will be solicited via the Edina Community Foundation (ECF). Any ECF donations will be used to first pay any expenses beyond EEC's $500. Any balance after that will be used for a speaker honorarium not to exceed $250. Any balance after that will be equally divided between the EEC ECF account and the school Edina Go Green group. The refreshment Free Will donation basket funds will go to the Edina Go Green school group. Motion carried unanimously. 2. Proposed Eco Film — Paul Thompson to work with Tom Shirley and the EOWG to recommend a film and date for a summer Tuesday evening at Centennial Lakes Amphitheater. 3. 2012 EOWG work plan was discussed. H. Water Quality WG 1. 2012 WQWG work plan was discussed. I. City Council Work Session. Proposed agenda was approved as written. J. 2012 & 2013 EEC Proposed Work Plan. Chair Latham reviewed the proposed Work Plan. K. May Term Intern. The application deadline is February 15tH L. Volunteer Recognition nominee. This topic was tabled. M. Google groups usage policy. Chair Latham reviewed the policy and Member Paterlini will send Goggle link to new Commissioners. N. EEC Website. This topic was tabled. VII. CORRESPONDENCE & PETITIONS VIII. CHAIR AND COMMISSION MEMBER COMMENTS A. Officer elections. This topic was tabled until after the City Council Work Session on February 215L IX. STAFF COMMENTS A. Jesse Struve. Mr. Struve reviewed the 2011 EEC Financial Report, $84320.72 of the allotted $10,000 was spent, and he announced his resignation from the City effective February 29th as EEC staff liaison. Chair Latham thanked him for his excellent service during the past year on behalf of the commission and wished him the best in his new position for the City of Orono. B. Green Corps Intern — Bill Sierks reported that intern Sarah Steinman cannot finish entering the B3 data until someone in the city building department works with her to map the remaining meter numbers into an identifiable city building. Chair Latham reported that failure to complete this task by 5-1-12 will preclude Edina from receiving level 3 Green Step Cities certification. There being no further business on the Commission Agenda, Chair Latham declared the meeting adjourned at 9:31 p.m. Motion made by Member Thompson and seconded by Member Zarrin to adjourn meeting. Motion carried unanimously. 7 Respectfully submitted, Rebecca Foster GIS Administrator U Liaisons: Report attendance monthly and attach this report to the Commission minutes for the packet. Do not enter numbers into the last two columns. Meeting numbers & attendance percentages will calculate automatically. INSTRUCTIONS: Counted as Meeting Held (ON MEETINGS' LINE) Attendance Recorded (ON MEMBER'S LINE) Regular Meeting w/Quorum ENERGY & VN1i"W.NT COMAAI$SM Type "1" under the month for each attending member. Regular Meeting w/o Quorum NAME TERM J F M A M J J I A I S 10 N D Work Session Work Session # of Mtgs. Atendance 9G Meetings/Work Sessions Type "1" under the month for each attending member. 1 1 1 3 There is no number typed on the meetings' line. Gubrud, Bob 2/1/2013 1 1 2/21/2012 (enter date) Gupta, Tara student Heer, John 2/1/2015 1 1 2 Jennings, Bevlin student 1 1 2 Kostuch, Keith 2/1/2013 1 1 1 3 10096 Latham, Dianne Plunkett 2/1/2015 1 1 1 3 10096 Patedini, Germana 2/1/2013 1 1 1 3 100% Risser, Julie 2/1/2015 1 1 1 3 100% Rudnicki, Tim 2/1/2015 1 1 2 1009L Sierks, Bill 2/1/2013 1 1 1 1 3 10096 Thompson, Paul 2/1/2013 1 1 1 1 3 10096 Zarrin, Sarah 2/1/20151 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 3 10096 U Liaisons: Report attendance monthly and attach this report to the Commission minutes for the packet. Do not enter numbers into the last two columns. Meeting numbers & attendance percentages will calculate automatically. INSTRUCTIONS: Counted as Meeting Held (ON MEETINGS' LINE) Attendance Recorded (ON MEMBER'S LINE) Regular Meeting w/Quorum Type 1" under the month on the meetings' line. Type "1" under the month for each attending member. Regular Meeting w/o Quorum Type "1" under the month on the meetings' line. Type "1" under the month for each attending member. Joint Work Session Type 1" under "Work Session" on the meetings' line. Type "1" under "Work Session" for each attending member. Rescheduled Meeting* Type "1" under the month on the meetings' line. Type "1" under the month for each attending member. Cancelled Meeting Type "1" under the month on the meetings' line. Type "1" under the month for ALL members. Special Meeting There is no number typed on the meetings' line. There is no number typed on the members' lines. 'A rescheduled meeting occurs when members are notified of a new meeting date/time at a prior meeting. If shorter notice is given, the previously -scheduled meeting is considered to have been cancelled and replaced with a special meeting. NOTES: LAST NAME FIRST NAME ADDRESS TERM TERM # 1st Yr App Phone #1 Phone #2 E -Mail Gubrud Bob 4421 Ellsworth Dr., 55435 2/1/2013 1 2010 952-920-1442 regubrudl(a)aim.com Gupta Tara 7505 Hyde Park Dr., 55439 9/1/2012 Student 2011 952-944-5655 tara.quptaC@seygfootba11.org Heer John 4222 Scott Terrace, 55416 2/1/2015 1 2012 iwh9000@visi.com Jennings IBevlin 6409 Cherokee Trail, 55439 9/1/2012 Student 2011 bev316324gmail.com Kostuch Keith 4511 Lakeview Dr., 55424 2/1/2013 1 2011 kostuch.eecPgmail.com Latham Dianne Plunkett 6013 Comanche Ct., 55439 2/1/2015 2 2007 952-941-3542 Paterlini Germana 5117 Duggan Plaza, 55439 2/1/2013 2 2007 germ ana.paterlini@gmail.com Risser Julie 6112 Ashcroft Ave., 55424 2/1/2015 1 2009 952-927-7538 Rudnicki iTim 4224 Lynn Avenue, 55416 2/1/2015 1 2012 952-915-1505 RudnickiLaw@q.com Sierks Bill 5713 Brook Drive, 55439 2/1/2013 2 2007 952-829-5683 wsierks(a)comcast. net Thompson Paul 14244 Crocker Ave., 55416 1 2/1/2013 2 2008 1 952-920-1547 1 1 ptflydisc(d�aol.com Zarrin Sarah 17609 Stonewood Ct., 55439 1 2/1/2015 1 2011 1 952-903-5224 (Updated DM 3/6/12 MINUTES CITY OF EDINA MINNESOTA ENERGY & ENVIRONMENT COMMISSION EDINA CITY HALL COMMUNITY ROOM Thurs., March 08, 2012 7:00 PM 1. CALL TO ORDER 7:03 p.m. II. ROLL CALL Answering Roll Call was Members Gubrud, Heer, Kostuch, Rudnicki, Sierks, Thompson, and Chair Latham. Late Arrival: Risser and Zarrin Absent: Gupta, Jenning, Paterlini Staff Present: Karen Kurt and Rebecca Foster 111. APPROVAL OF MEETING AGENDA Agenda was approved as written. IV. ADOPTION OF CONSENT AGENDA V. COMMUNITY COMMENT VI. REPORTS AND RECOMMENDATIONS A. Working Group Membership —Sarah Zarrin was added to the Education and Outreach Working Group B. Bylaw Revision Committee. Chair Latham asked if there were any changes to the Bylaws that were presented at last month's meeting and thanked Ms. Kurt for her revisions. Motion made by Member Gubrud and seconded by Member Rudnicki to approve the Energy & Environment Commission Bylaws as presented and without changes. Motion carried unanimously. C. EEC annual activity calendar. Chair Latham reviewed the EEC annual calendar with Commissioners. D. Recycling & Solid Waste WG 1. Residential Recycling RFP. Chair Latham gave an update on the Allied MRF, Waste Management MRF and Randy's MRF facilities that she toured. 2. Revised RFP process for all city RFP's. Chair Latham gave an update on how the scoring process is done on a RFP within the city. In the future RFP scoring will be done by City staff and consultants without any commissioners or working group members. 3. City Park Recycling Bin Task Force. Chair Latham discussed the revisions she made to the Edina Park Recycling Bin Sponsorship Form. Motion made by Member Kostuch and seconded by Member Zarrin to approve the Edina Park Recycling Bin Sponsorship Form. Motion carried unanimously. E. Energy WG 1. Solar panel project. Ms. Kurt gave an update on the installation of the project, which will not be operational until inspected. 2. Solar/wind ordinance amendments. Cary Teague, Planning Director, is currently reviewing the ordinance. 3. PACE/EEEP commercial energy district update. Only one business has taken advantage of this program. F. Air Quality WG Report. Commissioner Risser invited the Air Quality Working Group members to join the Water Quality Working Group due to its temporarily deactivation. 1. Drive Through City Code Amendments— No report 2. No Idling sign pilot project. The Traffic Safety Committee is reviewing the sign installation and specifications of purchase. G. Education Outreach Working Group Report. Member Thompson invited EEC Members to the Sustainable Communities Conference March 24th at United Methodist Church to talk about Edina's Green Step Cities. Member Gubrud updated the Earth Day Proclamation to April 22"d Motion made by Member Gubrud and seconded by Member Zarrin to approve the Earth Day Proclamation to be presented at the April 3`d City Council meeting. Motion carried unanimously. I. April 19 2012 educational program. Member Zarrin gave an update about the Dr. Jonathan Foley Dialogue. Member Zarrin will contact Ms. Kurt to have the City create an EEC flyer for the event. Motion made by Member Heer and seconded by Member Sierks to increase the planning budget for the event by $250 to provide food. Motion carried unanimously. 2. Policies are needed for educational programs. Chair Latham presented a draft Event Planning Policy and Guidelines for the EEC. 3. Proposed Eco Film at Centennial Lakes — No Report H. Water Quality WG. Member Risser is looking for direction from City Council on what projects should be implemented this year from the EEC Work Plan that was presented to Council at the Work Session. Ms. Kurt gave an update on the vacant EEC staff liaison and a new staff position that'll help with Water Quality within the Engineering Dept. I. May Term Intern. Member Thompson said there are three students waiting approval to help with Education and Outreach in schools on the Go Green Principals and Energy Efficiency. J. April 23 Volunteer Recognition nominee proposals. Member Thompson will ask the Faith Community for a nominee and he will prepare the nominee's application plus introduce EEC's nominee at the April 23 event. EEC will pay the $20 dinner fee for both the nominee and their introducer (Paul Thompson). K. EEC 4th of July parade unit. Member Gubrud will complete an application to have the Home Energy Squad unit and hand out Tolby wall plates within the parade. L. Update of EEC Website. The topic was tabled. M. Commissioner Training Program. Ms. Kurt presented a Member Orientation about Edina's Boards and Commissions. VII. CORRESPONDENCE & PETITIONS Vlll. CHAIR AND COMMISSION MEMBER COMMENTS A. Officer elections. No one has yet volunteered to be Chair for 2012, instead, three members volunteered to each serve one quarter starting in summer. There will be two acting chairs for the spring quarter. Ms. Kurt strongly encouraged Members to become a Chair since they are an appointed body to the Council and to ease communication with the staff liaison. The EEC is concerned about the Council's two year term limits for the Chair. B. Press release soliciting Working Group Members was sent to the Sun Current by the Communications Dept. on 2-17-12 IX. STAFF COMMENTS A. Karen Kurt 1. Report Feb. No report on the EEC budget. 2. Green Corps Intern. Chair Latham said the PCA is offering an intern again, but the EEC decided to not participate due to not having a staff liaison available to supervise the Intern. There being no further business on the Commission Agenda, Chair Latham declared the meeting adjourned at 9:33p.m. Motion made by Member Gubrud and seconded by Member Thompson to adjourn meeting. Motion carried unanimously. Respectfully -;submitted, - Rel) cca Foster GIS Administrator Edina Energy & Environment Commission Working Groups, Task Forces and Projects Draft of 3-8-12 Air Quality Working Group (AQ WG) — Temporarily deactivated 9 Feb. 2012 — Chair Open - Members Julie Mellum, David B. VanDongen Water Quality Working Group (WQ WG) — 4h Thursday at 6:30pm - Chair Julie Risser — Members: Bill Johnson, Nina Holiday -Lynch, Jon Moon, Robert Skrentner Prospective Members — George Hunter (10-4-11) EngW Working Group (AE WG)— 3`1 Tuesday at 7:00 pm — Chair Bill Sierks, Co -Chair John Heer - Commissioners Bob Gubrud and Germana Paterlini - Members Richard Griffith, Richard Oriani, Greg Nelson, Gary Wahman, John Howard, Bill Glahn, Brad Hanson Prospective Members John Dolphin - 5809 Eastview Dr Peter Larson — (2-1-12) Employed at EnerChange, a nonprofit dedicating to working with nonprofits to reduce energy consumption via a guaranteed energy savings program. Education Outreach Working Group (EO WG) — 1" Tuesday at 7:00 pm - Co -Chairs Paul Thompson and Bob Gubrud — Members: Laura Eaton, John Howard, Todd Willmert, Tara Gupta and Bevlin Jennings. Home Energl Squad Task Force (HES) — Meets as needed - Chair Bill Sierks — Commissioners - Paul Thompson, Bob Gubrud Purchasing — Meets as needed — Co -Chairs Germana Paterlini, Keith Kostuch Recycling & Solid Waste Working Groin (RSW WG) —1' Thursday at 7:00 pm - Chair DP Latham, Commissioners Sara Zarrin and Tim Rudnicki - Members Michelle Horan, Melissa Seeley — City Staff Solvei Wilmot Turf Management Plan Task Force (TMP TF) — Meetings as needed over lunch hour - Chair Germana Paterlini (EEC) — Commissioners - Ellen Jones (Pk Bd), Mary Jo Kingston (Community Health), Vince Cockriel (Staff); Ex Officio DP Latham (EEC) and John Keprios (Dir. Pk & Rec. Dept) Urban Forest Task Force (UF TF) — Meets as needed over lunch hour - Chair DP Latham — Commissioners - Joseph Hulbert (Pk Bd), Michael Schroeder (Planning Commission) & City Forester Tom Horwath (Staff). Solar & Wind Ordinance Task Force —Chair Open, Members — Bill Sierks (EEC) Michael Platteter (Planning), Ken Potts (Planning) with support from the EEC Energy Working Group — City Planner Cary Teague (Staff) Park Recycling Bin Task Force — Chair Dianne Plunkett Latham (EEC), Staff Vince Cockriel (Public Works), Tom Swenson (Braemar) and Tom Shirley (Centennial Lakes), Members Melissa Seeley and Michelle Horan. Bylaws Working Group — Chair Dianne Plunkett Latham (EEC), Carbon Disclosure Proiect Committee — Commissioners Germana Paterlini and John Heer 11 04 e >1 En Edina Energy & Environment Commission Bylaws Section 1: Introduction The bylaws outlined below are approved procedures for the Edina Energy and Environment Commission (EEC). Members should review and understand City Code sections 1500 and section 1502 included in the appendix of these bylaws. In the event of a conflict between the City Code and the EEC bylaws, the City Code will prevail. Some components of these bylaws are common across all City boards and commissions. The City Staff Liaison should be consulted prior to considering bylaw amendments. Proposed bylaw amendments should be announced one meeting prior to voting on the proposed change. Bylaw amendments require the approval of a majority of the voting EEC members and approval -by the City Council. In addition to the city code and these bylaws, the EEC will be guided by those policies and procedural documents applicable to the EEC or City advisory boards in general. Copies of these documents will be made available to members at the beginning of their service with the EEC. Section 2: Mission and Business Address Refer to city code sections 1500.01 and 1502 for the EEC mission. The business office for the EEC is located at Edina City Hall, 4801 W. 50th St., Edina, MN 55424-1394. Members of the public can also contact the EEC at edinamail@ci.edina.mn.us. Section 3: Membership Membership Composition Refer to city code sections 1500.03 and 1502. Terms of Membership Refer to city code section 1500.04. Contact Information EEC members are required to provide a mailing address and phone number or email address to the City Clerk. This contact information is available to city staff and members of the public. Responsibilities EEC members are expected to be present and adequately prepared for all meetings and to actively participate in meeting discussions. Members who are unable to complete assigned tasks should notify the Chairperson as soon as possible. 11Page 12 Edina Energy & Environment Commission Bylaws Attendance Refer to city code section 1500.09. If a member cannot attend a regular meeting, he or she should notify the staff liaison as soon as possible and ideally no later than two hours prior to the start of the meeting. Cancelled meetings will be counted as meetings held and attended for purpose of calculating attendance percentages. Resignation or Removal Refer to city code section 1500.04. The EEC may ask the City Council to review a member's appointment based on the member's failure to perform the responsibilities outlined above. Section 4: Meetings Meeting Notice Refer to city code section 1500.07. All board and commission meetings are open to the public. To comply with legal requirements and ensure accessibility to the public, the City Clerk gives official notice of all EEC meetings on the City's website and at City Hall. Regular Meetings Refer to city code section 1500.07. Regular meetings of the EEC are held at Edina City Hall, 4801 W. 50th St., Edina, MN 55424-1394 or another officially noticed location on the second Thursday of the month at 7:00 p.m. A regular meeting may be rescheduled by the EEC at a prior meeting. Annual Meeting In March, the EEC will hold an annual meeting to: • Elect officers for the upcoming year, • Review and update bylaws as necessary, and • Affirm the regular meeting schedule for the upcoming year. Special Meetings Special meetings of the EEC may be called by the Chairperson, City Council, City Manager or by the directive of a majority of the EEC voting members. Members will be notified of the special meeting by written or email communication at least three calendar days in advance of the meeting. To comply with the open meeting law and to ensure accessibility to the public, the City Clerk posts official notice of all special meetings. A quorum is not required for special meetings; however, members cannot take action on a motion unless a quorum is present. Cancelling Meetings Meetings of the EEC can be cancelled by the Chairperson, City Council, City Manager or by the directive of a majority of the EEC voting members. Meetings may be cancelled for insufficient business, lack of quorum, conflict with a holiday, inclement weather or in the event of a community emergency. Quorum A simple majority of the voting members (six out of ten) constitutes a quorum for any regular or special meeting. If a quorum is not achieved within 15 minutes of the start of the meeting, no votes on EEC business may be taken. If during the course of a meeting a quorum is not maintained, no further votes on EEC business may be taken. 2 1 P a g e 13 Ok a in ch y0 J .b Edina Energy & Environment Commission Bylaws Meeting Agendas Meeting agendas will be prepared by the Chairperson in consultation with the City Staff Liaison. Members may request that items be added to the agenda; however, the addition of such items is subject to approval by a majority of the voting members. The meeting agenda and related materials will be sent electronically on the Monday prior to the scheduled regular Thursday meeting. Meeting Proceedings During regular meetings, business will be conducted in the order listed below. The order of business may be changed with the support of a majority of the voting members. • Call to order • Roll call • Approval of agenda • Approval of minutes from preceding meeting • Public hearings • Community comment • Reports and recommendations • Correspondence • Commission comments • Staff comments • Adjournment Meetings will be conducted according to the latest edition of Roberts Rules of Order. Community Comment During "Community Comment," the Chair will ask to hear from those in attendance who would like to speak about something not on the agenda that is relevant to the EEC. Individuals must limit their presentations to three minutes. Chair has the right to limit the number of speakers making similar statements and to limit comments related to matters previously discussed. The EEC is not required to respond to the comments. In order to maintain a respectful environment for all those in attendance, disruptive behavior such as the use of signs, clapping, cheering or booing is not allowed. Motions and Voting A simple majority of voting members present and voting will decide all motions before the EEC. At the request of a member, a roll call vote will be taken when there is a divided vote on any item. A tie vote on any motion will result in a failure to pass. Student members are not eligible to vote. Meeting Minutes Refer to city code section 1500.08. City staff will prepare minutes for EEC meetings. The minutes will include which members were present and absent, a summary of each item discussed and any motions proposed, and the votes on those motions. If a member of city staff is not present to record minutes, the EEC will appoint a secretary to prepare the minutes. The secretary will prepare draft minutes within two weeks of the meeting date and forward the draft to the 31Page 14 Edina Energy & Environment Commission Bylaws Chair and City Staff Liaison. Approved minutes will be posted on the City's website and forwarded to the City Clerk for distribution to the City Council by the City Staff Liaison. Section 5: Officers Refer to city code section 1500.06. The EEC will hold elections for the officer positions of Chairperson and Vice Chairperson at the annual meeting in March. The Chairperson may make and second motions and vote on all motions. The duties of the Chairperson include but are not limited to: • Prepare the agenda in consultation with the City Staff Liaison. • Lead the meeting in accordance with the agenda and facilitate discussion on agenda items. • Invoke a reasonable time limit for speakers during public testimony. • Ensure that the bylaws are followed and actions are properly taken. • Maintain meeting decorum. • Extend meetings or schedule special meetings as necessary. • Cancel meetings, in consultation with the City Staff Liaison. • Facilitate the development of the annual work plan. • Develop annual calendar of anticipated agenda items for each month. • Consult with members regarding attendance issues. • Encourage active participation by EEC members and the members of the public. The Vice Chairperson performs the duties of the Chairperson in their absence. If both the Chairperson and the Vice Chairperson are absent, an acting chairperson may be assigned in advance by either officer, or at the meeting by a majority vote of the members. Section 6: City Staff Liaison Refer to city code section 1500.02. The EEC has a City Staff Liaison appointed by the City Manager. The City Staff Liaison is expected to work cooperatively with EEC members. Members may not direct city staff but can request assistance through the City Staff Liaison to carry out the EEC mission. The duties of the City Staff Liaison include but are not limited to: • Work with Chairperson to prepare and distribute meeting agendas. • Reserve meeting rooms and other needed meeting equipment. • Record and prepare meeting minutes (or delegate the responsibility to another city staff member). • Provide technical expertise and access to city resources. • Work with Chairperson to ensure bylaws are followed and annual work plans are submitted. • Relay information or directives from City Council meetings or work sessions relevant to the EEC. • Respond to EEC inquiries in a timely manner. • Forward information to and between EEC members. • Record meeting attendance, include the current attendance record with each packet and consult with the Chairperson and City Clerk regarding attendance issues. • Provide orientation materials to new members and chairperson. 4 1 P a g e 15 Edina Energy & Environment Commission Bylaws • Handle funds allocated to the EEC in accordance with its directives, city policies and legal requirements. • Serve as the custodian of EEC records. • Work with City Clerk to serve all notices required by law or these bylaws. Concerns with the performance of the City Staff Liaison should be directed to the Assistant City Manager. Section 7: Committees and Working Groups Introduction Committees or Working Groups may be established by a majority vote of the EEC to study issues in greater depth and report findings. Committees or Working Groups present their analysis to the EEC for discussion and recommendations. The EEC has the sole authority to make final recommendations on all matters on which a Committee or Working Group has given guidance. The EEC defines the scope and the duration of the Committee or Working Group's mission. In no case may the Committee or Working Group exceed the authority granted by the EEC. Committee and Working Group participants may not include enough voting EEC members to constitute a quorum for the EEC. Committees or Working Groups may be designated as standing (ongoing) or temporary in nature. Definitions Committees and Working Groups may be comprised of two or more people, one of which is the chair appointed by the EEC. A Committee is comprised of current EEC members only. A Working Group is led by an EEC member, but will also include members of the public. Working Group Announcement Public notice will be given of the formation of any Working Group, including a press release from the City to local media outlets. Individuals will have a minimum of 14 days after the public notice to express interest in joining before members are selected. Public Access Based on the potential public interest in the topic, some Committees' and Working Groups' meetings may be designated as public meetings by the EEC or the City Council. If a Committee or Working Group's meetings are designated as public meetings, official meeting notices, written agendas and written minutes are required. Refer to Section 4 of these bylaws for additional information on meeting notices. Appointments and Chair Assignments Committees: The EEC Chairperson will ask for Committee volunteers from the EEC membership. A majority vote may approve the Committee appointments once sufficient volunteers are established. The Committee will elect its own chair and notify the EEC Chairperson. 5 1 P a g e 16 Edina Energy & Environment Commission Bylaws Working Groups: The EEC Chairperson will ask for volunteers from the EEC to serve as the Working Group Chair. The Working Group Chair is approved by a majority of EEC members. The Working Group Chair will recommend other Working Group members. By definition, those members will include individuals outside of the EEC. The Chair may also nominate a co-chair who is not a EEC member. Working Group appointments will be made by a majority vote of EEC members. The duties of the Committee or Working Group Chair(s) include but are not limited to: • Set the meeting schedule and, if required, notify the City Staff Liaison for public notification. • Prepare and distribute a written meeting agenda, if required. • Lead the meeting in accordance with the agenda and facilitate discussion on agenda items. • Ensure that this section of the bylaws and EEC directives are followed. • Maintain meeting decorum. • Recommend members and notify EEC of changes in membership (Working Group only). • Report on the Committee or Working Groups activities at each regular EEC meeting. • Communicate to the Committee or Working Group any directives, questions or input from the EEC. Resignation or Removal A Committee or Working Group member may voluntarily resign by submitting his or her written resignation to the Chair of the Committee or Working Group. A Committee or Working Group member may be removed by a majority vote of the EEC. Disbanding A Committee or Working Group may be disbanded at any regular meeting of the EEC by a majority vote of the members. Committees or Working Groups will automatically be disbanded if no member of the EEC is available to serve or appropriate volunteer membership cannot be established. Section 8: Communication Applicability This section applies to all types of media and communication methods including face-to-face, telephone, email and social media. Communication Between Members Outside of Meetings EEC -related communication between members, when a quorum of voting members is present, constitutes a violation of open meeting laws, if it takes place outside of publicly -noticed meetings. Members are prohibited from discussing EEC business in such a situation. Since email communication is common outside of meetings, the following email protocol is adopted: • Any email communication intended for a majority of EEC members should go through the City staff Liaison so that an appropriate record can be established. • Members should not respond "reply all" to group messages. 6 1 P a g e 17 Edina Energy & Environment Commission Bylaws • Members should not blind copy (bcc) other members. Members must not engage in a serial discussion of EEC business. A serial discussion occurs when members discuss official business with a majority of voting members through successive communications. Serial communication can occur through a combination of communication methods such as face to face, email, telephone or on a social media site. Communication with the Public Outside of Meetings EEC members are encouraged to share their work with members of the public within the guidelines noted in the paragraph below. When communicating EEC business with the public, members should understand and convey the following: • The deliberations and decisions of the EEC will be based solely on information contained in the public record presented to all EEC members participating the deliberation or action. • The member's comments do not represent the opinion or viewpoint of other commissioners or the EEC as a whole. Members should exercise care not to communicate how they intend to vote on any pending matter or give the appearance any matter has been pre -decided. Public Announcements and Press Releases The City's Communications and Marketing Department will approve and coordinate any public announcements, press releases or other media contact desired by the EEC. Section 9: Financial Transactions All financial expenditures by the EEC must relate to the EEC mission and be covered under the EEC budget. All expenditures must be approved in advance by a majority of the voting members. The City Staff Liaison is responsible for ensuring that all approved expenditures or reimbursements meet the criteria above as well as other city financial policies. Expenditures that do not meet the criteria above will not be reimbursed. The EEC does not have the authority to execute contracts or to otherwise financially obligate the City of Edina. Any contract related to EEC business will be managed by the City Staff Liaison and may be subject to City Council approval. Section 10: Ethical and Respectful Conduct Conflict of Interest Members may not use their position on the EEC for personal benefit. The interests of the EEC must be the first priority in all decisions and actions. Any member who has a financial interest in, or who may receive a financial benefit as a result of, any EEC action or decision must disclose this fact as a conflict of interest. A member who has disclosed a conflict of interest should abstain from discussion and voting on the matter. Gifts EEC members may not receive personal gifts from any "interested person" in conjunction with their board and commission duties. An "interested person" is a person, or representative of a person or an association, who has a direct 7 1 P a g e 18 Edina Energy & Environment Commission Bylaws financial interest in a recommendation under the EEC's purview. This section does not apply to lawful campaign contributions. The EEC may recommend acceptance of general gifts or donations through the City's donation policy. Respectful Behavior The City of Edina is committed to providing a work environment free from violence for all elected and appointed officials, employees and visitors. The City does not tolerate any form of violence in the workplace including threats or intimidating actions by or against any of the groups cited above. Violence and threats may include, but are not limited to: • Any act which is a physical assault • Any threat, behavior or action which is interpreted by a reasonable person to carry the potential to harm or endanger the safety of others, or result in an act of aggression, or destroy or damage city property. The Chairperson and City Staff Liaison have the right to call for the immediate removal of anyone who threatens or commits an act of violence on City property. Respectful behavior also includes how EEC members relate to each other, City staff and members of the public. Members share a joint responsibility in modeling, monitoring and addressing behavior within the group. During EEC interactions, members should strive to: • Treat people with courtesy, politeness and kindness • Encourage others to express their opinions and ideas • Listen to what others have to say • Use the ideas of others to improve decisions and outcomes • Recognize cultural differences Members should avoid: Speaking over or cutting off another individual's comments Insulting, disparaging or putting down people or their ideas Bullying other members by displaying a pattern of belittling, demeaning, judging or patronizing comments. How to Report Members can report cases of unethical conduct to the City Staff Liaison, Assistant City Manager, City Manager or City Attorney. Appendix City Code section 1500 City Code section 1502 History: Adopted xx/xx/12 19 8 1 P a g e Edina Energy and Environment Commission Annual Activities Schedule January Annual televised meeting in Council chambers reviewing the past year's accomplishments. Staff Liaison should prepare a report on the B3 data and put together the data for the Regional Indicators Project, which will be shown at the annual televised meeting. There may be some lag in the data such that the data for the immediately previous year may not yet be available. Thus, the previous 2 or more years will be featured. For example, the data for 2010 and 2011 would be shown in January 2013. February Chair or Chair designee meets with Council for 3 evenings during the first two weeks of February from approximately 5:30 — 7:30 pm at City Hall to interview all candidates for Boards and Commissions. All three meetings should be attended regardless of whether a candidate has designated EEC as a commission of interest. Often applicants are unaware of what EEC and its working groups do. Sometimes a candidate not selected for any commission may have a skill set applicable to one of the EEC working groups and this is an opportunity to encourage that candidate to apply for an EEC working group. EEC Commissioners are selected primarily from among those listing EEC as their commission of first choice. Nomination of person to be recognized at April Volunteer Recognition reception and selection of commissioner who will present the nominee. EEC Chair, or commissioner nominating and introducing the volunteer to be recognized fills out the nomination forms by the required date (usually first week of April) and forwards them to Susan Howl. Review and update annual activities schedule March Hold annual meeting to: • Elect officers for the upcoming year (Chair and Vice Chair) • Review and update bylaws as necessary, • Affirm the regular meeting schedule for the upcoming year, • Plan budget for coming year, and • Make an annual work plan for the coming year. Chair thanks outgoing commissioners and welcomes new commissioners. Chair provides new commissioners with EEC specific policies and notifies Communications department of commissioner additions and departures as well as the new chair so that the EEC website can be updated. All commissioners should attend the annual Boards and Commission dinner. All commissions' incoming and outgoing commissioners are recognized. There is no charge for this dinner. Chair revises previous year's press release soliciting working group members, presents it in the packet to EEC for approval, and, upon approval, forwards it to the Communications Department for publication in the Edina Sun Current. Decide if EEC will have a unit in the Edina 4th of JUly parade. If so, a Parade Committee chair must be appointed to fill out the parade application form by May 1 and coordinate the unit. Updated 3-04-12 20 Assistant City Manager will hold a training session for new EEC commissioners. EEC Chair confirms that the Volunteer Recognition Awards forms have been filled out and timely submitted to Susan Howl by the end of March. April EEC's Volunteer Recognition nominee and commissioner presenting EEC's nominee to be recognized at the April Volunteer Recognition reception will attend the Volunteer Recognition reception at EEC's expense. All other commissioners are encouraged to attend at their own expense. Chair and/or Staff Liaison must update Green Step Cities (GSC) website with progress on all best practices and associated actions so that Edina will be given proper credit during the May (GSC) all -city evaluation scoring, which are announced at the June Mayor's conference. May Request at least one Work Session with Council at least 6 — 8 weeks before required. During the work session, any items EEC proposes sending to Council for formal approval should be reviewed. This includes ordinance changes and any other initiatives or acquisitions. This allows EEC an opportunity to fine tune proposals and to enhance the EEC initiative's smooth passage. Avoid asking for a work session from mid Oct. through year end because these work sessions are dominated by budget issues. Avoid January because Council meetings generally go to midnight with street reconstruction project hearings. June Residential Recycling contract begins 1-1-2013. Initiate and RFP 18 months in advance of contract termination if any new technology is available for processing ,or if new commodities are available, or if Hennepin County or the State of Minnesota has any new requirements. The Turf Management Plan must be reviewed every 5 years. Last reviewed in 2012. The Procurement Plan was established in 2012 and must be reviewed every 5 years. The Chair should verify that there will be no summer quorum failures due to vacations. July Decide whether EEC wishes to host any special events in the coming year such as a speaker program or an ECO tour. August Assume that there will be at least one opening on the commission each year and begin recruiting qualified candidates who will apply for openings. Consider Working Group members with exceptional contributions. September CDP Committee and staff liaison must update annual Carbon Disclosure Project (CDP) questionnaire on-line at https://www.cdpro*ect.net/en-US/Pages/HomePa eq ash then send it to EEC for approval and finalize. October Commission Chair and/or staff liaison contacts Communications Department to request that EEC's televised meeting be held at the January meeting and gets it on the Council chambers recording schedule. Updated 3-04-12 Nov 21 Plan the content of the January televised meeting. This is especially important if the December meeting will be canceled. Staff Recording Secretary reserves EEC meeting room for each month of the next year. Dec Staff Liaison must pay ICLEI dues, which are due Dec. 31 for the following year. Commission applications are accepted by the city from mid December through mid January. All commissioners should encourage qualified applicants to apply for any openings that EEC may have. Give consideration to any EEC working group members who may have shown exemplary service in the prior year(s). After December meeting, or last meeting of the year if the December meeting is canceled, the Staff Liaison must report the attendance to the City Clerk. Continuing Monthly Activities Two weeks after meeting, staff forwards the minutes to the Chair, who presided at that meeting, to proof. Upon EEC Chair and Recording Secretary agreement on changes, the corrected minutes are placed in EEC packet Chair prepares monthly agenda in consultation with staff liaison. To be included, an agenda item must: 1) Be within EEC's jurisdiction as defined in City code 1502 (this excludes school issues, for example); 2) Be within EEC's annual work plan approved by Council (Green Step Cities projects, for example); 3) Fit within the time available at its scheduled meeting given that each EEC meeting is but 2 hours long. Recording Secretary updates working group membership as well as attendance and includes it in the monthly packet. All WG meeting rooms must be scheduled by City staff so that they are properly noticed on the calendar and posted in public locations. Meetings should not be scheduled on Federal holidays, religious holidays or on political party caucus evenings (1St Thurs. in Feb.). Updated 3-04-12 22 Minutes for the Recycling & Solid Waste Working Group of Edina's Energy and Environment Commission Thursday, Feb. 2, 2012 Time 7:00 P.M. Location: City Hall, Community Room, 2nd floor Chair Latham called the meeting to order at 7:09. Those present included Dianne Plunkett Latham, Melissa Seeley, Tim Rudnicki. Staff present included Solvei Wilmot and officer Michael Nibbe. Absent: Michelle Horan and Sarah Zarrin 1. Approval of agenda and 1-05-12 attached minutes as submitted. 2. Resident Comments - None 3. RFP —The 1-17-12 City Council meeting voted to pursue a residential recycling RFP. The proposed 2012 RFP framework was reviewed. The RSW WG recommended changing the weighting factors for economics from 40% to 35% and for environmental from 40% to 45%. education remained 15% and qualifications 5%. Solvei Wilmot will arrange a tour of all Materials Recycling Facilities (MRF) of those organizations which express an intent to bid. 4. Reports a. City Park Recycling Bin Task Force - Comprised of Parks Superintendent Vince Cockriel, Centennial Lakes General Manager Tom Shirley, Tom Swenson Braemar Park, Energy and Environment Commission DP Latham, RSW WG members Melissa Seeley and Michelle Horan. A meeting was held at Braemar Wed., Feb. 1, with another scheduled for Feb. 7 at Public Works. A recycling bin sponsorship form is being developed. Vince Cockriel is determining how many recycling bins he needs donated in each park. Tom Shirley will convert up to half of Centennial Lakes trash cans into recycling bins. Tom Swenson has yet to determine the count of Braemar's current recycling bins and trash cans. b. Hennepin Co Commercial Recycling Certification — Sarah Zarrin - Absent c. Green Step Cities — Sarah Zarrin - BP #25 Green Business Development Step #2 — This step is not required for GSC level 3 certification but may be advantageous to undertake. http:// reg enstep.pca.state.mn.us/bestPracticesDetail actions.cfm?bpid=24&aid=861 Report outcomes from these visits; for example, number of businesses assisted by which organization(s) and a sampling of results/improvements made. Connect businesses with assistance providers, including utilities, who conduct personalized energy, environmental sustainability, or waste audits and assistance. E.g., MN Waste Wise http://www.mnwastewise.or. Refer questions to Angie Bourdaghs, Small Business Environmental Assistance Program, MN Pollution Control Agency: 651/757-2176, angela.bourdaghs@state.mn.us 5. Hennepin Co Residential Recycling Funding Policy 1-1-12 to 12-31-15 (See attached). To obtain SCORE money, recycling success is determined as follows. An annual planning document is required describing the programs or activities the City will implement to increase recycling and make progress toward County goal of 45% recycling rate by 2015. a) 725 lbs/HH (Edina is 532 lbs/HH) — This is not possible for Edina to meet given that 27% of residents are over 60 yrs because they are no longer in their high consumption years and many spend 1 — 6 months/year elsewhere. b) 80% minimum recovery rate (must do a sample sort of 100 HH & not more than 20% of recyclables can be in the waste) — This option is too labor intensive to consider. c) 35% recycling rate = recycling lbs/HH divided by recycling lbs/hh plus waste lbs/hh. Co -collected yard waste is not included. This option is achievable for Edina given that beginning in 2012 haulers must report quarterly the lbs/HH of waste removed from Edina. 6. Compost Rulemaking: Solvei to report - MPCA permitting process for organic collection sites. Track the compost rulemaking at the following web page: http://www.pca.state.mn.us/index.php/waste/waste-permits-and-rules/waste- rulemaking//proposed-changes-to-compost-rules.html Fri., Feb. 10, 2012, 9:OOam-noon, in MPCA Central Board Rin 23 520 Lafayette Road North, St. Paul MN 55155. The meeting will be webcast. The meeting has been scheduled to provide stakeholders an opportunity to provide MPCA focused feedback on specific topics related to the preliminary draft rule. The topics will be identified in an agenda that will be released as soon as it is available. Publish dual notice summer 2012. Final adoption 3 mo after dual notice if no public hearing or 6 mo after dual notice if there is a public hearing. The addition of a new section in chapter 7035 to address the combination of food and yard waste with the addition of bulking agents would remove an existing barrier to expanded composting of organics by clarifying requirements. The MPCA is considering amendments to address the regulation of the combination of food and yard waste with the addition of bulking agents. 7. Municipal Organics Collection — Solvei Wilmot reported that organics collection has been implemented at Edinborough - Only compostable tableware will be used, bottled water will be reduced, and that organic composting will be implemented. Accomplishes GreenStep #22 sub step 1 a (overall waste reduction in city operations). At the 9- 20-11 City Council work session, Council recommended that the organic composting portion of the resolution be held until the municipal RFP is complete. 8. 2012 Projects Recommended: a. Residential Recycling RFP — Tim Rudnicki volunteered to be on the scoring committee along with Chair Latham and Solvei Wilmot. b. Park Recycling Bin Task Force c. Municipal Recycling RFP d. Update RSW WG page on EEC web page. 9. 2013 Projects Recommended a. Proposed Licensing Ordinance Revisions 1) Requirement to co -collect organics and yard waste effective 4-1-13 if customer requests it. 2) Hauler required to send customers a notification of the availability of, size of, and price of (if applicable) a cart to co -collect yard waste and organics at least once a year at a minimum in January 3) Requirement to offer customers of hauler's smallest size refuse cart the option of every other week collection at one-half the cost of the weekly collection for that cart size. Only dry waste could be collected and any participants would need to subscribe to organics collection or compost in their back yard. b. Commercial Recycling c. Organized Hauling 10. RSW WG page on EEC website. Do any links need to be added? 11. The next RSW WG meeting is March I in the Community Room. Council EEC Work Session is Feb. 21 in Community Rm Dianne Plunkett Latham Chair, Edina Energy & Environment Commission, Chair Recycling & Solid Waste Working Group 24 Edina Park Recycling Bin Sponsorship Form WHAT: An Edina Energy and Environment Commission Task Force has been established to promote recycling in Edina parks. We are looking for businesses and nonprofit organizations to sponsor City park recycling bins. WHY: Reducing waste is vital to keeping Edina Green. Through recycling we are able to reduce waste in our community and potentially save money. SPONSOR PACKAGE COST INFORMATION: Sponsorship $700 for nonprofits and $750 for commercial entities. Price reflects the cost for your container, delivery and having the donor's name and/or logo put on the recycling bin. Sales tax is not applicable. Commercial entities pay an additional $50 for installation of a concrete pad. Sponsors can select from among the parks listed below. A sponsor must sponsor the total number recycling bins needed for that park such that all bins are uniform. The sponsoring organization's name and/or logo can be on the recycling bins. The donor designation cannot include advertising or memorials. Thus, it could say "Donated by Joe's" or "Donated by the John Doe Family," but not "Eat at Joe's" or "In Memory of John Doe." The Edina Community Foundation reports, however, can indicate memorials. All bins in a given park must be uniform; this includes the donor designation and their logo. Any logos must be electronically supplied at the address below. The Sponsor shares the risk of loss with the City. If a bin is damaged beyond use or stolen, a new bin must be procured. In that case the current sponsor will be given a first right of refusal to donate a new bin at 50% of the cost of the bin and sponsor plaque. The City will assume the balance of the cost of the new bin and sponsor plaque. Priority order of recycling bin location choice is as follows: 1. Edina Adopt -A -Park organizations 2. Edina nonprofit organizations 3. Businesses located in Edina 4. Businesses located outside of Edina 25 Edina Park Recycling Bin Document Checklist To ensure that your sponsorship application is processed efficiently, please return this document checklist with the following completed documents no later than ????????. Recycling bin quantities are limited, so please respond as soon as possible. Sponsor Name: ❑ Sponsor Order Form ❑ Sponsor Park Preference Form ❑ Signed Sponsorship Contract ❑ Payment - Check enclosed with total amount payable to the Edina Community Foundation with check memo that it is for an Edina park recycling bin. PLEASE RETURN REQUESTED DOCUMENTS TO: Dick Crocket Executive Director Edina Community Foundation 5280 Grandview Square Edina, MN 55436 26 Edina Park Recycling Bin Sponsor Order Form Organization Name: Date: Contact Name: Address: Phone: Email: City: State: Zip: Fax: Indicate One: Business Nonprofit What is your type of commercial business? What products do you make or sell? (This is necessary for approval by the City of Edina). Donor name as it is to be printed on the recycling bin Indicate if a memorial is to be printed in Edina Community Foundation Memorials and if so, how it should be printed. Is Sponsor's Logo to be on the Recycling Bin? ❑ Yes ❑ No If the Sponsor would like their organization's logo on the recycling bin, please supply electronically to Vince Cockriel, City of Edina Parks Superintendent at: vcockriel@ci.edina.mn.us Amount Due ❑ Yes, we want to support recycling in Edina's parks! We would like to sponsor (number of) Recycling Bin(s) for $700.00 (nonprofit rate) each. ❑ Yes, we want to support recycling in Edina's parks! We would like to sponsor (number of) Recycling Bin(s) for $750.00 (commercial business rate) each. Total Enclosed: $ 27 Edina Park Recycling Bin Sponsorship Contract The undersigned ("Sponsor'l, confirms its agreement with the City of Edina to sponsor recycling bins on the terms and conditions set forth in this Agreement: 1. Base Sponsor Price. The sponsorship price for each recycling bin is $700.00 for nonprofit organizations and $750 for commercial businesses. Sponsor has submitted the total sponsor price of $ to the Edina Community Foundation with this Agreement. The undersigned understands that, for the payment of this sponsorship price, the Sponsor is entitled to: • Have its identity and/or logo placed on the recycling bin • Delivery, installation and maintenance of the container(s). Maintenance includes emptying the recycling bins when more than 1/4 full. • Acknowledgement in Edina Community Foundation reports and other materials. • The Sponsor understands that the recycling bin(s) will be displayed at the agreed upon location, and will be accessible to the public. The Sponsor further understands that the recycling bin(s) will be located outdoors. All such recycling bins will become the property of the City of Edina and the Sponsor shall have no rights thereto. 2. Risk of Loss. The Sponsor shares the risk of loss with the City. If a bin is damaged beyond use or stolen, a new bin must be procured. In that case the current sponsor will be given a first right of refusal to donate a new bin at 50% of the cost of the bin and sponsor plaque. The City will assume the balance of the cost of the new bin and sponsor plaque. 3. Acknowledgment of Payment. The Sponsor understands and agrees that payment in full is required at the time of the placement of this order and, in that regard, has submitted to the Edina Community Foundation its payment of $ In consideration of the foregoing, and intending to be bound hereby, the undersigned has entered into this Agreement as of , 201_. (Sponsor/ Organization Name) (Contact Name) Acceptance The undersigned, acting on behalf of the Edina Community Foundation hereby acknowledges and accepts the foregoing Sponsor, and acknowledges receipt of the Sponsor's payment of $ for _ (number of) recycling bin(s) pursuant to paragraphs 1 and 2 of the foregoing Letter Agreement. (Accepted By) (Date) 28 Edina Park Recycling Bin Container Details 29 Edina Park Recycling Bin Park Preference Form Choice of Park Sponsorship Locations — Indicate 1st, 2"d ad 3 d choices 1 Alden Park Arden Park 2 Arneson Acres Park 1 Birchcrest Park 7 Bredesen Park 1 Browndale Park Chowen Park Cornelia School Park Countryside Park Creek Valley Park 1 Fox Meadow Park Garden Park 1 Heights Park Highlands Park 1 Kojetin Park 3 Lewis Park 1 McGuire Park Normandale Park Pamela Park Rosland Park 1 Sherwood Park 1 Strachauer Park 1 Tingdale Park Todd Park 1 Tupa Park Utley Park Van Valkenburg Park Walnut Ridge Park Weber Park Wooddale Park 1 York Park 30 Energy Working Group of the Energy and Environment Commission, City of Edina, MN November 15, 2011 Attendees: Surya Iyer, John Dolphin, Greg Ackerson, Greg Nelson, Richard Oriani, Richard Griffith, John Howard, Bob Gubrud, Bill Glahn, Mike Woodley, Bill Sierks Location: City Hall — Mayor's Room Topic 1: Greg Ackerson of McKinstry discussed energy savings performance contracting. The PowerPoint presented at the meeting has been distributed to the working group. There were many questions about how performance contracting worked, what types of projects were most appropriate for this approach, and how the EWG could work with a consultant on additional energy efficiency work using performance contracting/guaranteed savings. This type of approach offers the opportunity to also finance renewable energy projects under an overall energy performance portfolio. Topic 2: John Dolphin, President of Heatwave Solar, discussed an emerging Solar Heating technology. His company is looking to pilot the technology in a local community. Topic 3: Mike Woodley with Kilowatt Manager, an Excelsior Company, discussed new technology for more efficient operation primarily of inductive motors. He will contact the City to discuss whether the city is interested in exploring this technology. At the next EWG meeting, the group will discuss member ideas for EWG priorities in 2012. Richard Oriani moved to adjourn, Surya Iyer seconded. Meeting adjourned. 31 Energy Working Group of the Energy and Environment Commission, City of Edina, MN January 17, 2012 Attendees: Surya Iyer, John Howard, Bill Glahn, Bob Gubrud, Richard Griffith, Bob Gubrud, Bradley Hanson, Greg Nelson Location: City Hall — Mayor's Conference Room Topic 1: Recognition of 2011 year activities (PACE and Solar PV) and members. Gubrud. Topic 2: Membership update. Action for Iyer to update current EWG membership at February meeting. Topic 3: Ideas for 2012 • Leasing model for renewable energy projects. Iyer (and EEC Commissioner Kostuch). Next step: o Iyer to send out Fortune magazine article to EWG • PACE: education and promotion needed. Gubrud and Hanson. Next step: o None. Will return to this at the February meeting. • "Deep energy retrofits" Energy efficiency and conservation: Gubrud and Glahn and Sierks and Nelson and Hanson: Need specifics and further exploration. • Wind: Griffith and Howard: o A: Windsource: Has additional cost but can be offset by conservation projects. Guaranteed energy savings program could be one path. o B: 494/169 200kWh wind turbine o C: Turbines for teaching wind energy at schools. Work with school green teams and Go Green committee. Potentially use the guaranteed energy savings program (GESP) through the MN Department of Commerce. Interact with schools for energy efficiency per Glahn. Next step: ■ Griffith to follow up. • Wind: Glahn. o Vertical shaft (omni -directional) technology wind turbine. Urban wind demonstration project at City Hall parking lot. Possible alternate locations are a public park or a school location. • Any new building —soccer dome? Nelson o Joint PC -EEC project to change building code to add energy efficiency into newly built buildings. o Green building code? But defined narrowly for Edina. o Action for Nelson: ■ Follow up with Park Board/ ESC Motion to approve the above ideas (Item 3 and sub -bullets) as the work plan for EWG for CY2012 and present for approval to EEC. Motion by: Sierks. Seconded by: Gubrud. Unanimously approved. Motion to adjourn by Gubrud. Seconded by Sierks. Unanimously approved. 32 Meeting adjourned. 33 MINUTES E & OWG February 8, 2012 Present. Bob Gubrud, Paul Thompson, John Howard, Bevlin Jennings, Tara Gupta, Louann Waddick, Laura Eaton, guest Katie Meyer of do -town Absent: Todd Willmert 1. Minutes approved from January 10, 2012 meeting. 2. Check in 3. Community Events a. April 19 Forum — Promotional details are being worked on. • Foley's group at the U of M has produced a great poster to be placed throughout the community. • Flyers will also be available to hand out. • The City of Edina website will host event info and offer registration. • The League of Women Voters will publish the event info on their website. • We need to get churches on board. • Businesses need to be contacted for sponsorship and volunteers. • A budget will be presented to the EEC on Feb 9. • Paul is meeting with Brian at Patch. • Social Media options should be considered. • Bevlin and Tara will look into the possibility of offering a certificate to participating students. • Seniors are a good resource and should be contacted through some of the senior communities. • Precinct involvement offers another avenue for outreach. • The April 19 event should be posted on the 350 website. • Bi -monthly meetings are needed going forward. b. Monthly video discussion groups John is willing to tie in efforts with Chuck Prentice. 4.2012 Projects a. The EEC report to City Council will include the April 19 event and the HES activities. 5. Energy education a. Kelly Frankenfeld should attend the next meeting of the Go Green Teams. Money may be available from the EEC to fund a pilot project in an elementary school. 6. Collaboration opportunities and publicity a. Residential Energy Project and Energy Working Group • PACE is available for commercial properties like Grandview Tire, but not residential. • Home Energy Squad • Residential Solar • Energy efficiency: savers switches, refrigerator rebates, small business lighting • Schools: Dept. of Commerce, Guaranteed Energy Savings Program • Vertical shaft wind turbine • Solar panels on City Hall • Chamber of Commerce presentation: Xcel Energy 34 Other possible initiatives : o Capitalize on interest in Edina being leader with PACE o Connect with residents through new neighborhood initiative o List working groups on Edina website o Promote awareness of new 1-7 recycling guidelines and tie-in with EGG plastic bag campaign. o Involve businesses in environmental efforts. o Promote more biking through Living Street, Do Town, Edina Bike Task Force b. Katie Meyer, Community Organizer, - Do.town is a Blue Cross collaborative initiative that involves residents in making healthy choices by choosing to bike or walk and consume healthy food. Do.town supports Living Streets and plans to have a table at the April 19 resource fair. Katie wants a network to email information to and wants to connect with other groups like Bike Edina, the League of Women Voters, and the Edina Community Foundation. Solar Energy Workshop: CERTS presentation March 6 Diana McKeown will present the concept, we would need to publicize. Churches Publicity a. Future topics b. Publications: Edina Mag, About Town, Sun Current, Facebook 10. EHS Project Earth a. 2012 projects include Earth Jam on March 24 at The Depot where five bands will play. The fundraiser has a $5 admission charge. b. The four hydration stations have been funded. Plumbing issues are being addressed with the goal of installation by spring break. 11. New member recruiting—John Hare The meeting adjourned at 8:40. The next meeting is March 6. 35 Roll Call Date: c/Ommissioner Gubrud Commissioner Gupta velommissioner Heer Co missioner Jennings missioner Kostuch Commissioner Paterlini missioner Risser a/missioner Rudnicki �+- Zmissioner Sierks missioner Thompson l.C�M missioner Zarrin `Q� \-,/hair Latham Revised 2-1-2012 -4--,07- 3: c -o e,-4,,.,.� Y --;k5�- -q 4-=O7- -q : D,!�- eA-(Z-)5 Edina Energy & Environment Commission Working Groups, Task Forces and Projects Draft of 3-8-12 Air uali Working Group (AQ WG) — Temporarily deactivated 9 Feb. 2012 — Chair Open - Members Julie Mellum, David B. VanDongen Water QualitX Working Group (WQ WG) — 4`h Thursday at 6:30pm - Chair Julie Risser — Members: Bill Johnson, Nina Holiday -Lynch, Jon Moon, Robert Skrentner Prospective Members — George Hunter (10-4-11) EneWorking Group (AE WG)— 3rd Tuesday at 7:00 pm — Chair Bill Sierks, Co -Chair John Heer - Commissioners Bob Gubrud and Germana Paterlini - Members Richard Griffith, Richard Oriani, Greg Nelson, Gary Wahman, John Howard, Bill Glahn, Brad Hanson Prospective Members John Dolphin - 5809 Eastview Dr Peter Larson — (2-1-12) Employed at EnerChange, a nonprofit dedicating to working with nonprofits to reduce energy consumption via a guaranteed energy savings program. Education Outreach Working Group (EO WG) — I" Tuesday at 7:00 pm - Co -Chairs Paul Thompson and Bob Gubrud — Members: Laura Eaton, John Howard, Todd Willmert, Tara Gupta and Bevlin Jennings. 13�1 -4,_ o Vje� v\ Home Energy Squad Task Force (HES) — Meets as needed - Chair Bill Sierks — Commissioners - Paul Thompson, Bob Gubrud Purchasing — Meets as needed — Co -Chairs Germana Paterlini, Keith Kostuch Recycling & Solid Waste Working Group (RSW WG) — I" Thursday at 7:00 pm - Chair DP Latham, Commissioners Sara Zarrin and Tim Rudnicki - Members Michelle Horan, Melissa Seeley — City Staff Solvei Wilmot Tur Management Plan Task Force (TMP TF) — Meetings as needed over lunch hour - Chair Germana Paterlini (EEC) — Commissioners - Ellen Jones (Pk Bd), Mary Jo Kingston (Community Health), Vince Cockriel (Staff); Ex Officio DP Latham (EEC) and John Keprios (Dir. Pk & Rec. Dept) Urban Forest Task Force (UF TF) — Meets as needed over lunch hour - Chair DP Latham — Commissioners - Joseph Hulbert (Pk Bd), Michael Schroeder (Planning Commission) & City Forester Tom Horwath (Staff). Solar & Wind Ordinance Task Force —Chair Open, Members — Bill Sierks (EEC) Michael Platteter (Planning), Ken Potts (Planning) with support from the EEC Energy Working Group — City Planner Cary Teague (Staff) Park Recycling Bin Task Force — Chair Dianne Plunkett Latham (EEC), Staff Vince Cockriel (Public Works), Tom Swenson (Braemar) and Tom Shirley (Centennial Lakes), Members Melissa Seeley and Michelle Horan. Bylaws Working Gro W — Chair Dianne Plunkett Latham (EEC), Carbon Disclosure Project Committee — Commissioners Germana Paterlini and John Heer M Welcome to Edina's Boards and Commissions Member Orientation Spring 2012 A community needs a soul if it is to become a true home for human beings. You, the people must give it this soul. -Pope John Paul II Vision Edina will be the preeminent place for living, learning; raising families and doing business distinguished by: • A livable environment. • Effective and valued city services. • A sound public infrastructure. • A balance of land uses. • Innovation. Inside the City of Edina • Mission and Vision • Recognition • Quality of Life Survey • Local Government Structure • Organization Structure Mission Our mission is to provide effective and valued public services, maintain a sound public infrastructure, offer premier public facilities and guide the development and redevelopment of lands, all in a manner that sustains and improves the uncommonly high quality of life enjoyed by our residents and businesses. 2011 Citizen Quality of Life Survey • 98% rated the quality of life as "good" or ,.excellent' • 92% believe that Edina is "generally headed in the right track" • 92% rated the ease of getting from place to place as "excellent' or"good" • 91% rated city staff as "excellent' or"good" 3/8/2012 1 2 Local Government Structure • Edina is a statutory Option Plan B city. — City Manager is responsible for hiring and managing city staff. • The City Council consists of the Mayor and four Council Members. — The vote of the Mayor counts as the same as the votes of the other Council Members. — All Council Members serve at large. Edina City Council JKI} WIN Jim Hwlnnd, Mayor Ann Swenson Joni Bennett r Mary annole Josh sprauue 3/8/2012 Local Government Structure` • The City Council is responsible for policy and legislative decisions. • The City Council MR appoints the City Manager, who oversees be similar to the the day to day CEO operations of the City. Ii t' City Leadership Your Staff Adft Liaison City Manager Assistant City Manager Scott Neal Karen Kurt 2 Fr Your Mission Board and Commission Role Individual Roles and Responsibilities Types of Meetings Quorum and Voting Attendance Committees and Working Groups Board and Commission Role Juried art shows, author studios and the first annual Edina Film Festival... And ground breaking programs such the Edina Emerald Energy Program, one of the first in the country to take advantage of Property Assessed Clean Energy (PACE) legislation... Volunteering is the ultimate exercise in democracy. You vote in elections once a year, but when you volunteer, you vote every day about the kind of community you want to live in. - I 1�k- Board and Commission Role BCs work on many important community own initiatives such as the Grandview Small Area Study.... Holocaust Day of Remembrance, anti - bullying campaign and domestic partner registry... Board and Commission Role BCs also review and give input on City recreation facilities such as Braemar Golf Course, Edinborough Park and a possible Sports Dome... And work to identify Edina's historic resources and to recognize excellence in historic preservation. 3/8/2012 3 CT7'l" UR !>k�tiVA Code.Board and Commission Role Each BC has a unique mission outlined in the City BC's are advisory to the q L City Council. . r .. not direct the work of staff. -Read your 9C's bytav✓s. �elevenksectons of the�Ety - Code can be f9und it+xhe�ppendtx �hd are c�9�;aai fo ' underscandil�gou[ miSSiAn. 'r i r , Your Responsibilities • Be present. • Be prepared. • Participate! • Be respectful. Board and Commission Role Like the Council, BC's are focused on policy versus operational issues. • To limited extent BC's are involved in operational issues, such as facility operations, RFPs and the budget, the role is to "review and recommend" to the Council. • BCs are not responsible for the financial performance of V;11 any City facility or program. �r Board and Commission Role BCs, Council and staffwon't always agree on an issue... • Disagreement is acceptable and surfaces important' perspectives and considerations. • The ultimate goal is to provide the Council with the best information possible Smart Policy during the decision making Outcomes process. Chair Responsibilities • Prepare agenda with staff liaison. • Lead meeting and facilitate discussion. • Ensure bylaws are followed. • Maintain meeting decorum. • Facilitate development of annual work plan. • Consult with members regarding attendance issues. • Encourage participation by members and the public. 11111111111111 ' _ l l •Ultti•T, y�wa rpu:°i,�ww;ll 3/8/2012 0 Staff Liaison Responsibilities • Support Chair in preparing agendas and meeting materials. • Work with Chair to ensure bylaws are followed. • Record and prepare meeting minutes. • Provide technical expertise and access to city resources. • Work with City Clerk to provide official notice of meetings. • Relay information from City Council. • Maintain BC records. Types of Meetings Special meetings • A meeting held in addition to the regular meeting i schedule. • A meeting scheduled without notice at a prior i meeting. Annual meetings • Elect officers. • Review bylaws. • Set meeting schedule. Joint work sessions with the City Council et . Attendance Regular attendance is vital to BC 0 performance. [] • Must attend 75% of regular AtomQ meetings and joint work sessions. • Must not miss more than Rescheduled Regular Yes Yes Meeting consecutive regular meetings. • Attendance records are included with each BC packet. pecial Meeting No - No 3/8/2012 Types of Meetings Regular meetings • All BCs have a regular meeting schedule; e.g., "7pm on fourth Thursday of each month." • Regular meetings can be rescheduled if members are given notice at a prior meeting. • If notice at a prior meeting cannot be given for a schedule change, the regular meeting is considered to have been cancelled and a special meeting called. 14 Quorum and Voting • A quorum is required to vote on business items. • A quorum is a majority of voting members. • Student members are expected to participate in the discussion and BC activities but do not vote and do not count towards a quorum. �I Attendance How is attendance calculated? 5 Meeting w/ Yes Yes Quorum Regular Meeting w/o Yes Yes Quorum Rescheduled Regular Yes Yes Meeting Joint Work Session Yes Yes IIRegular pecial Meeting No - No Meeting Yes All members given credit for att ending.' 5 Meeting w/ Yes Yes Quorum Regular Meeting w/o Yes Yes Quorum Rescheduled Regular Yes Yes Meeting Joint Work Session Yes Yes IIRegular pecial Meeting No - No Meeting Yes All members given credit for att 5 Committees and Working Groups • BC's may create Committees and Working Groups to assist them with their mission. • These groups study issues in greater depth and report findings. • BCs make final recommendations on all issues. Meeting Structure • Board and Commission Packet • Typical Agenda • Roberts Rules of Order Board and Commission Packet t • The packet contains the ter agenda and relevant background information for the meeting. • The packet is mailed or delivered on the ? prior to the meeting. b r- <• Committees and Working Groups The term used depends on the composition of the membership. Both committees and working groups have a chair or co-chair that is a member of the sponsoring BC. i Coming together is a beginning. Keeping together is progress. Working together is success. Henry Ford Typical Agenda I i Call to order • Approval of agenda • Approval of meeting minutes • Public hearings • Community comments • Reports and recommendations • Correspondence • Commissions and staff comments • Adjournment 3/8/2012 ON Community Comments Residents are encouraged to share their thoughts on topics related to the BC. Members should not engage in direct debate or dialogue with the resident outside of thanking them for the comment or noting when the item might be discussed by the BC in the future. Roberts Rules of Order General Principles: • Only one subject (main motion) is before the group at one time. • Negative motions are generally not permitted. Phrase motion as a positive action. If BC does not want to take action, they should vote down the action. • Only one person speakers at a time. Each speaker should first be recognized by the chair. The mover of the motion is usually allowed to speak first and last. c' Roberts Rules of Order Typical steps to make and act on a motion: • Member addresses the Chair and the Chair recognizes the 1 member Member states motion "I move that adopt the policy" • Another member seconds the motion "I second." Chair repeats the motion to the BC. • Motion is debated by the group. Members can make subsidiary motions that assists the group in disposing of the main motion "I move to refer this to a committee. " Members vote first on the subsidiary motion. Members vote on the main motion. Chair announces the results. Roberts Rules of Order • Designed for large assemblies. tptKMT1 tVi.fJt • BCs use Roberts Rules of MOM - Order in that they transact business through motions made by members. • It is not necessary to read the full rules (or recommended!); however, Roberts Rules of Order would prevail in the event of a procedural conflict. Roberts Rules of Order • Each item is presented for full debate. Each person speaks once until everyone has had an opportunity to speak. • All members have equal rights. The rights of the minority are protected and heard, but the will of the majority prevails. Min ies Roberts Rules of Order Examples of subsidiary motions: • Table — motion to postpone discussion until a majority decides to resume it. • Close debate. • Limit or extend debate. • Postpone to definite time. • Postpone indefinitely. • Refer to committee. • Amendment. 3/8/2012 d r Communication Open Meeting Law Communication with the Public Media Contacts Open Meeting Law The open meeting law exists to... • Prohibit actions from being taken at a secret meeting, where it is impossible for the interested public to become fully informed concerning decisions of public bodies, or to detect improper influences. Ensure the public's right to be informed. • Afford the public an opportunity to present its views to the public body. I • k^'i Open Meeting Law Members don't have to be in one place at one Em•II I—A • a: t•I. time to conduct business •d•PI IN. P•Imr. outside of meetings. Person B: I'm on board and "Serial communication" wlll call Person C. between members can also violate open I—C: c•nm I mP K meeting laws. I'll s•nd•L,n to D and E. 1 "There is not a crime, there is not a dodge, there is not a trick, there is not a swindle, there is not a vice which does not live by secrecy." — Joseph Pulitzer lF1 Open Meeting Law To comply with the open meeting law: • Provide public notice of the meeting a minimum of three days in advance. • Hold the meeting in a public place. I i I 1 � I I • .1- 1 I -i Open Meeting Law To ensure compliance with the open meeting law, members are asked to follow the following email protocol: i Email communication intended for the group should go to the staff liaison for distribution to ensure j appropriate records can be kept. • Members should not "respond all" to group messages. j Members should not blind copy other members. 3/8/2012 Open Meeting Law While committees and working groups are not covered under the Open Meeting Law, some committee or working group meetings may be designated as public meetings by the City Council or the BC based on potential public interest in the topic. s>1 i" Media Policy Your staff liaison will work with the City's Communication and IT Department to coordinate and approve any: • Public announcements • Press releases • Media contacts. Communication with the Public Members are encouraged to promote their work with the publicl Members must take care to convey: • Any decisions of the BC will be based on the information shared and resulting discussion of the group during open meetings. • Any comments by the member do not represent the group as a whole. Ethical and Respectful Conduct Conflict of Interest Gifts Respectful Behavior r Conflict of Interest Definition: any member who has a financial interest in, or who may receive a financial benefit as a result of, any BC action. When conflict of interest exists, member must: • Disclose the conflict of interest to the group, and • Abstain from discussing or voting on the matter. 3/8/2012 0 Gifts Members may not receive gifts from any "interested person" in conjunction with their BC duties. BC can recommend acceptance of general gifts through the City's donation policy. J Respectful Behavior Members should avoid: • Speaking over or cutting off another individual's comments. • Insulting, disparaging, or putting down people or their ideas. • Bullying other members by displaying a pattern of belittling, demeaning, judgingor patronizing comments. 1 f , , I '1� 1 86M'401111 a'ac"Showd 66fuF,i. Summary Review Code of Conduct • Questions? Respectful Behavior Members should strive to: • Treat people with courtesy, politeness and kindness. • Encourage others to express their opinions and ideas. • Listen to what others have to say. • Use the ideas of others to improve decisions and outcomes. • Recognize cultural differences. �J Respectful Behavior Violence or the threat of violence is not tolerated. The Chair or the staff liaison can call for the removal of any anyone who threatens or commits an act of violence. 41- W"Vinwo,*tV Never doubt that a small group of thoughtful, committed citizens can change theworld; indeed, it is the only thing that ever has. -Marg-1 Mead 17- 3/8/2012 10 Proposed Edina Energy & Environment Commission (EEC) Event Planning Policy and Guidelines Draft of 3-7-12 A. Subject Matter — EEC will sponsor only those municipal events related to EEC's mission as defined in City Code section 1502. Sponsorship of events of other jurisdictional bodies (schools, counties, etc.) and other organizations are excluded without City Council approval. B. Approval - Before approval for any event is given by EEC, a detailed written budget and written publicity plan for the event must be approved by the EEC. The written event description will include the date, name of speaker/panelists, title and short explanation of the content of the presentation, etc. The budget must include all costs associated with the event including, venue, publicity, refreshments, etc. The publicity plan must include all electronic, hard copy and media publicity. C. Fundraising — The Edina City Attorney has indicated that fundraising authority must be specifically granted by the City Council. In the case of the EEC, fundraising authority has not been granted in the City Code section 1502. Cities are generally very cautious about fundraising since some donors may perceive it as buying future favors from the city. Any fundraising approved by the City Council must use the Edina Community Foundation as its fiscal agent. The funds must be used for no other purpose than that approved by City Council. No funds will be shared with any other organization without City Council approval. Do not set out any Free Will baskets for the benefit of EEC. D. Honorarium — Honorariums and gifts cannot be accepted by those in the public sector. Honorariums are not given by the public sector. E. Refreshments — Food is also considered a donation under city fundraising policy and cannot be solicited. Because of the cost, waste and volunteer time to collect and distribute refreshments, refreshments should be discouraged or held to a minimum. EEC approval is required for any refreshments given that they will be paid for out of EEC's budget. If refreshments are included at an event, there must be provision for recycling of organics and other recyclables in addition to waste resepticals. Reusable or compostable utensils must be used. Avoid the use of bottled water. F. Venue — Must be within the city of Edina for the convenience of residents. All charges below should be verified as these change from time to time. Municipal venues with no, or reduced charges are preferred. This includes: 1. Council Chambers (max 100, no charge if not filming) 2. Arneson House Terrace Room (max 70, no charge) 3. Public Works (max??, no charge) 4. Braemar Valliere Room (max 200, civic rental fee $275, though it may be negotiable depending on details such as count, time of year, length of event, food and beverage, set up details), Cooper Lounge (max 30, no charge to City organizations during times normally open to the public (summer hours) and if no service person is required. If off season, you would likely pay additional to have a staff person on hand). EEC events should be limited to a size that can be accommodated by one of the municipal venues. EEC approval must be obtained for non municipal venues in Edina such as the Edina High School Fick auditorium, which costs approximately $150 for cleaning staff overtime, assuming that a school group is a co-sponsor, otherwise the cost of renting the auditorium is $750. 5. News Coverage — Newspaper, radio and TV coverage, for which there is no charge is preferred. Paid advertising is discouraged. Any press release for the news media must first be approved by the EEC and then forwarded by the EEC staff liaison, with a copy to the EEC chair, to the city Communications Department for approval and dissemination. This includes, for example, About Town, Edina Sun Current, Edina Patch, Minneapolis Star Tribune, etc. The EEC staff liaison will notify the event chair and the EEC chair after the press release has been sent. Thereafter, the event chair can contact the relevant media personnel to give an interview for a more detailed story on the event. 6. Publicity — Requests for Communications Department design and drafting services must be first approved by EEC, then routed through the EEC staff liaison with a copy to the EEC chair. No requests may be sent directly to the Communications Department. All requests must be thoroughly thought out and drafted in detail before sending to the Communications Department so as to minimize revisions. 1. Posters — There are 75 Edina locations at which the city can post. A few more than that number can be requested. The cost is approximately $1.00 per color poster. The Communications Department will arrange for their posting. 2. Fliers — Fliers will be sent electronically in an effort to reduce waste, increase distribution and save costs, unless otherwise approved by EEC. A limited number of fliers can be printed for Edina events such as 2 per table top for the Boards and Commission dinner, or table top tents for the Connecting with Kids luncheon, etc. No fliers will be printed for use outside Edina as participation from non Edina residents is limited and such fliers can easily be sent electronically. 3. Event Program — Avoid handing out any event programs. Instead, project a screen with the speaker's name and affiliation, panelists names, and the fact that EEC is the sponsor, etc. This reduces waste and cost. 4. Direct Mail — Avoid this due to the cost and waste. The Communications Dept. does not have any mailing lists. Use e-mail instead. EEC approval is required for any direct mailings. 5. Politicians — Do not invite unless politicians from all political parties are included. Do not introduce any politician unless all politicians are introduced. 7. Minutes — The minutes of any EEC committee, working group or task force, which is planning an event must be included in the EEC monthly packet. 8. Collaboration — EEC will not collaborate with other organizations for EEC sponsored events without EEC approval. Such collaboration shall be limited to Edina civic organizations. If collaborating with the Edina Community Foundation, for example an ECF Dialogue event, the publicity should be reviewed and approved by the ECF. 9. Informational Tables — Informational tables outside the venue on the day of the event should be limited to Edina civic organizations. Commercial entities should not be invited. 15 -Minute Advocate: Organized Solid Waste Collection Could Trigger Inverse Condemn... Page 1 of 3 C j EAG U E oe MINNESo1"A CITIES 15 -Minute Advocate: Organized Solid Waste Collection Could Trigger Inverse Condemnation Contact your legislator this week to express concerns about a bill that would create a takings claims if organized solid waste collection affects a private business. (Published Mar 1, 2012) 1. Get Informed HF 2084 (Link to: hitps://www.revisor.mn.gov/revisor/pageslsearch status/stalus_detail.php?b=House&f=HF2084&ssn=0&y=2011) Rep. Kirk Stensrud (Link to: httpA ww.house.leg.state.mn.us/members/members.asp?leg id=15368), R -Eden Prairie) and SF 1664 (Linkto: haps://www.revisor.mn.govh•evisor/pages/search_status/status_detail.php?b=Senate&f=SF1664&ssn=0&y=2011&1s=87) Sen. Julianne Ortman (Link to: hitp.•//wiim,.senate.leg.state.mn.us/men¢beis/member bio.php?leg_id=10802), R- Chanhassen) create a cause of action for a party to force a condemnation proceeding to commence if his or her business is prevented in any manner, directly or indirectly, from providing solid waste services in a community. The proposal raises substantial concerns for all levels of local government. The League, the Association of Minnesota Counties, Metro Cities, the Minnesota Inter -County Alliance, the Minnesota Association of Townships, the Solid Waste Management Coordinating Board, the Minnesota Pollution Control Agency, and the Resource Recovery Association all oppose this legislation and are working together to prevent its passage. The city would be exposed to claims for lost business and stranded capital costs if any action it took played a part in either providing that service or limiting the number of businesses that are allowed to provide service to a community and that resulted in a business losing access to that market. 2. Take Action Please share the following concerns, as well as specific examples from your city, with your legislators (Link to: http:1Avww.house.leg.state.inn.us/comm/committeemembers.asp?comm=87009) as soon as possible: • Creates open liability: The unknown liability this creates would effectively make it impossible for a city to choose organized collection as an option. Conflicts with solid waste laws: Chapter I I 5 of Minnesota law actually takes the opposite position of this proposed legislation and not only strongly encourages organized collection of solid waste, but requires cities and towns to implement county solid waste plans and organized collection ordinances. If changes are going to be made regarding whether organized collection should be done, then these changes should be made in solid waste law, not in condemnation law. This language exposes cities to significant liability simply for implementing state -mandated policies. Discourages improvements: This policy change would create unknown and potentially extreme financial liability for any community that attempts to use organized solid waste or recycling collection for public health, safety, infrastructure impact, environmental protection, or efficiency reasons. Cooperative efforts by local governments to address solid waste management issues would face unknown additional costs. While the language theoretically allows organized collection, the http://www.Imc.org/page/l/I 5ma-inversecondemnjsp 3/8/2012 15 -Minute Advocate: Organized Solid Waste Collection Could Trigger Inverse Condemn... Page 2 of 3 unknown financial liabilities would, in fact, prohibit communities from using this practice to address local concerns. Affects public safety: One of the common reasons that a city considers organized collection is to limit the number of large trucks traveling through residential and school areas. This change would require cities to face an unknown financial liability for making that choice. Prohibits new businesses from competing: Under this legislation, once a company receives a contract for solid waste collection in a community, they are guaranteed to keep their share of the local market in perpetuity as long as they are not operating in a criminal or fraudulent manner or they do not violate the terms of the contract. If they lose that market share, they have a takings claim against the community. If, at the end of a hauling company's contract, a new company entered the bidding for a contract and the existing provider loses their contract to serve the area as a result, this language would allow the displaced company to claim damages against the city for limiting the number of providers that are allowed in the community. Use of organized collection to generate competitive bidding on contracts to keep local garbage rates low would be seriously restricted or eliminated. The House has amended the bill to address city concerns about effects on existing organized collection. However, the Senate bill has not yet been amended and the above concerns remain with both bills. (See related article.) (Link to: hitp:/hi,ww.lmc.oig/pagelllim,ersecor7denv7atiorijsp) 3. Stay Informed Legislation was heard in both the House and Senate this week. The bill was heard by the House Government Operations and Elections Committee (Link to: http:/lwxw.house.leg.state.mi7.uslcommlcommittee.asp? comm=87009) on Wednesday and was passed as amended on a party -line vote to the House Civil Law Committee (Link to: http:lhvww.hotise.leg.stare.mn.uslcomm/commitlee.asp?comm=87003) . A hearing in the committee is expected to occur in the next two weeks. The bill will be heard by the Senate Judiciary and Public Safety Committee (Link to: htip://www.senate.leg.state.mn.us/committees/committee_bio.php?cmte_id=3053&ls=) at 1 p.m. on March 1. Contact your legislators (Link to: hitp://www.gis.leg.mn/OpenLayers/districts/) immediately to raise concerns listed above. Read the current issue of the Cities Bulletin (Link to: hitp:lrww,v.lmc.orglpagelllcities-bulletin-nelvsletterjsp) Your LMC Resource Contact Craig Johnson IGR Representative (651) 281-1259 or (800) 925-1122 cjohnsonglmc.org (Link to: mailto:cjohnson@lmc.org) Contact Heather Cederholm Member Outreach Coordinator (651) 281-1256 or (800) 925-1122 hcederholmglmc.org (Link to: mailto:hcederholm@lnnc.org) http://www.Imc.org/page/l/I 5ma-inversecondemnjsp 3/8/2012 VII. EEC 2012 and 2013 Work Plan A. Recycling & Solid Waste Working Group — DP Latham 1. 2012 Projects a. Residential Recycling RFP* b. Park Recycling Bin Task Force c. Municipal Recycling RFP (City Staff) 2. 2013 Projects a. Proposed Licensing Ordinance Revisions* 1) Requirement to co -collect organics and yard waste effective 4-1-13 if customer requests it. 2) Hauler required to send customers a notification of the availability of, size of, and price of (if applicable) a cart to co -collect yard waste and organics at least once a year at a minimum in January 3) Requirement to offer customers of hauler's smallest size refuse cart the option of every other week collection at one-half the cost of the weekly collection for that cart size. b. Commercial Recycling* —Is Council open to giving EEC jurisdiction over commercial and municipal recycling? c. Organized Hauling* * Note that city staff (Solvei Wilmot) will need to be present at RSWWG meeting when these initiatives are planned B. Urban Forest Task Force — DP Latham — Conclude during 2012 C. Energy Working Group — Bill Sierks/John Heer 1. 2012 Projects a. Solar Wind Ordinance b. Review Guaranteed Energy Savings Program results and make further recommendations c. Complete B3 data entry with trained staff (this is the main Green Step City best practice action that could keep Edina from obtaining level 3 certification in May 2012). 2. 2013 Projects a. Review Commercial PACE/EEEP and determine whether Edina should move forward with residential EEEP .XC. Water Quality Working Group - 2012 Projects —Julie Risser (replacing Susan Tucker) 10 Promoting rain gardens 2. Promoting buffer zones (if a property near a water body requested a variance - we could propose that the property owner be instructed that the variance was being granted on condition that a buffer zone be created Promoting sensors in watering systems so that they do not go off when the ground is saturated. 4. Promoting electric mowers (this could involve partnering with local hardware stores). 5. Promote Permeable Surfaces D. Air Quality Working Group — 2012 Projects (AQWG To be disbanded after completion of projects below because there is no Chair given that Julie Risser went to the Water Quality Working Group) - Julie Risser 1. Promoting No Idling through signs at the following locations (see attached proposal) Creek Valley School — 2 signs along Gleason Concord — l sign on School Road 2. Drive -Through Amendments E. Education and Out Reach Working Group — 2012 Projects 1. April 19 educational program — Sarah Zarrin — Speaker Prof. Jonathan Foley from UMN - Edina Dialogue: "The Environment, Economy, and Food Supply - Global to Local" EHS auditorium has been reserved. 2. Continuing support for the Home Energy Squad — Bob Gubrud F. All Working Groups 1. Update WG page on EEC web page. 2-15-12