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HomeMy WebLinkAbout2011-09-21 PACKET 04.A.ii.REQUEST OF CITY COUNCIL ACTION COUNCIL AGENDA MEETING ITEM # za DATE 9/21/11 X Q A� �® PREPARED BY Engineering Jennifer Levitt ORIGINATING DEPARTMENT STAFF AUTHOR COUNCIL ACTION REQUEST Receive and place on file the approved minutes for the Environmental Commission's meetings on July 13, 2011 and August 15, 2011. STAFF RECOMMENDATION Receive and place on file the approved minutes for the Environmental Commission's meetings on July 13, 2011 and August 15, 2011. BUDGET IMPLICATION $N /A BUDGETED AMOUNT $N /A N/A ACTUAL AMOUNT FUNDING SOURCE ADVISORY COMMISSION ACTION DATE ❑ PLANNING ❑ PUBLIC SAFETY ❑ PUBLIC WORKS ❑ PARKS AND RECREATION ❑ HUMAN SERVICES /RIGHTS ❑ ECONOMIC DEV. AUTHORITY ❑ ENVIRONMENTAL 9/14/11 SUPPORTING DOCUMENTS REVIEWED APPROVED DENIED ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ MEMO /LETTER: ❑ RESOLUTION: ❑ ORDINANCE: ❑ ENGINEERING RECOMMENDATION: ❑ LEGAL RECOMMENDATION: ® OTHER: Approved minutes of Environmental Commission meetings on 7/13/11 & 8/15/11 ADMINISTRATORS COMMENTS e" _ 9�l City Administrator Date COUNCIL ACTION TAKEN: ❑ APPROVED ❑ DENIED ❑ OTHER Environmental Commission City of Cottage Grove Wednesday, July 13, 2011 A meeting of the Environmental Commission was held at Cottage Grove City Hall, 7516 — 80th Street South, Cottage Grove, Minnesota, on July 13, 2011, in the Council Chambers. Attendees Members Present: Karla Bigham, Rick Chase, Barbara Gibson, Patrick Lynch, David Olson, Thaddeus Owen, Rosemary Palmer Members Absent: Rita Isker Others Present: Jennifer Levitt, City Engineer Call to Order Chair Owen opened the meeting at 7:03 p.m. Approval of Agenda Olson made a motion was made to approve the agenda. Owen seconded. Motion passed unanimously (7 -to -0 vote). Open Forum /Additional Agenda Items None New Business 51 De -icing Results —Video Levitt played a video showing the results of de- icing. Lynch suggested that cul -de -sacs do not need salt; tracking is enough to keep them clear. 5.2 Washington County Grant — Receive Information Brian Voelker, Public Works Management Analyst, gave a presentation on the Washington County grant. He discussed the table top presentation; Reduce, Reuse, Recycle; the recycling program; and single sort. Bigham asked why recycling has gone down. Voelker responded that less paper is being used and due to foreclosures there are fewer curbside pickups. Olson asked if the volume of trash has also decreased. Voelker will research that. He stated that Tennis Sanitation now will take recyclable plastics 1 to 5, which may result in less trash. He then reviewed the recycling budget. He noted that there is promotion that awards $50 gift cer- tificates to residents for recycling. Owen asked how the promotion worked. Voelker responded that the City is looking at increasing the publicity of the program. Environmental Commission July 13, 2011 Minutes Page 2 of 3 Voelker reported the Cottage Grove recycles 320 pounds per person per year. The City also has internal recycling at city facilities, including City Hall, the Ice Arena, and park buildings. A goal is to provide further education to recreation staff on recycling. He stated that there is dis- play available for rental for use at events. Bigham stated that the Strawberry Fest would like to see recycling bins at the business expo booths. Voelker noted that in 2012 a small program was started where bins will be added at seven parks. He discussed the use of compost bins and different pricing options to get residents interested in composting. Owen stated that re- garding compost bins, free seems like a better option. Voelker discussed the use of rain barrels and a previous program where the City sold those barrels. Voelker stated that he would like to see improvements in recycling programs at the schools. There is a lot of wasted food, which could go to a feed for hogs program. Lynch asked if there is money available. Voelker responded that Washington County does offer money to assist the schools. Olson noted that schools do a good job with traditional recycling; it is just food recy- cling that they are poor at. Owen suggested that the kitchen prep area should be the first step and the cafeteria the second step to allow for education. Voelker stated that tours are available during the day at the Newport Resource Recovery Facility and the Tennis Sanitation Single -Sort Facility. Bigham asked what the Environmental Commission could do to promote recycling efforts, such as promotion of recycling for oil, elec- tronics, etc. She would also like to see a "welcome to Cottage Grove" pamphlet produced, which could include information on recycling. Olson seconded Bigham's thoughts on the Commission's involvement to help promote recycling programs. He asked Voelker to bring back ideas to the Commission. Bigham suggested an ad campaign for recycling and to follow up with the Cable Commission. Chase suggested putting an electronic readerboard message on a city sign regarding recycling options. Palmer wants more information for new residents, classes at schools to educate kids on recycling, and "welcome wagon" brochures. Bigham asked if a class at the high school could do a marketing promotional flyer. Palmer asked if the city could partner with the Chamber of Commerce on getting more information out. Levitt suggested a presentation at a Chamber lunch. Lynch asked if the grant money is merit based, regardless of how good the program is. Voelker responded that the County will give more money for special projects but it is not based on merits. Lynch then asked why the rate of recycling in Grey Cloud Township is so high. Voelker replied that they have a stable population. Olson highly recommended that the City use the Commission to promote recycling efforts. 5.3 Joint Meeting with Woodbury, Oakdale, and Washington County The Commission discussed the joint Environmental Commission meeting with the Commis- sions from Woodbury, Oakdale, and Washington County. Bigham stated that she is not sure if she will be able to attend. Levitt will send the County link to the Commissioners. #.:.i- 6.1 Environmental Commission Work Plan Levitt provided an overview of the draft work plan. She stated that an option for subcommittee meetings could be to meet at 6:30 p.m., prior to the 7:00 p.m. start of the regular Commission Environmental Commission July 13, 2011 Minutes Page 3 of 3 meeting. She suggested waiting on the decision regarding subcommittees until after the joint meeting. Suggestions for the work plan included school education on food recycling and a pilot sticker program for recycle bins. There was discussion on adding a policy regarding food recy- cling in schools. Food waste in South Washington County Schools needs to go to compost; no food can go to the hog feed program. It was noted that Pullman Elementary School has a pilot program on food recycling and staff will get more information on that program. Another sug- gestion was a school contest for recycling. Olson stated that he will write an introduction on permits and regulations. Palmer will write an introduction to education. Owen will write an introduction to policy. •• , . . • Bigham made a motion to approve the Minutes of the May 11, 2011, and June 8, 2011, Envi- ronmental Commission meeting with the correction changing McLoughlin to Lynch. Olson seconded. Motion passed unanimously (7 -to -0 vote). City Council Update None Resaonse to Commission Inquiries GreenStep Cities Update The discussion on the GreenStep Cities program included tracking, enforcement, review for reporting implementation, and a review of the step system. It was asked how the City can move up a step. Air Monitoring and 3M incinerator Reporting The Commission received an update on the air monitoring program at 3M and a follow up to Chase's inquiry on deviation reporting. Environmental Commission Comments and Requests None F-I Olson made a motion to adjourn. Owen seconded. The motion passed unanimously, and the meeting adjourned at 8:54 p.m. ENVIRONMENTAL ADVISORY COMMISSION MINUTES JOINT MEETING August 15, 2011 Pursuant to due call and notice thereof, a joint environmental commission meeting was duly held at the Woodbury City Hall, 8301 Valley Creek Road, on the 15'" day of August 2011. CALL TO ORDER Ms. Jennifer McLoughlin called the meeting to order at 7:00 p.m. INTRODUCTIONS Cottage Grove: Jennifer Levitt, Staff; Justin Olsen, Council Liaison; Jeri Peterson, City Council; Thaddeus Owen, Chair, Rick Chase; Barbara Gibson; Patrick Lynch; Rosemary Palmer; Myron Bailey, Mayor Mahtomedi: Christine Ahmamt Maples; Tom Stewart; Lael Ramaley, Council Liaison; Kevin McCalib Oakdale: Jeri Hassebroek, Staff; Dawn Johnson; James Persoom AJ Moses; Virginia Mendoza Washington County: Nikki Stewart; Judy Hunter Woodbury: Steve Kernik, Staff, Jennifer McLoughlin, Staff; Christopher Burns, Council Liaison; Roger Splinter, Chair; Aida Mendez, Judd Moorhouse; Richard Newmark; Nanette Ewald WASHINGTON COUNTY WASTE MANAGEMENT PLAN REVISION AND ENVIRONMENTAL COORDINATION Ms. Judy Hunter shared a presentation on Washington County's Waste Management Plan, which explained what is included in the term "waste ", why Washington County has a waste management plan and what its' role is in waste management; summary of the plan revision process; past, current, and projected future facts and figures of waste tonnage; components of regional and county plans; city and township roles; possible focus areas; county master plan activities; revision timeline; and community engagement in the plan revision. Ms. Hunter welcomed questions and feedback throughout the presentation. Mr. Thaddeus Owen asked if the county is required to have a plan. Ms. Hunter replied that the county is required to develop a plan, develop programs to provide funding to develop that whole system. Mr. Owen also asked if the presentation included what programs are under each item listed in the Minnesota Hierarchy (Reduce and Reuse; Recycle; Compost; Resource Recovery; Landfill). Ms. Hunter stated that she had not planned to go into that touch detail, but could if it was desired. She further stated that either the county has a program under each hierarchy or they rely on cities or others to implement them. For example, the county itself does not have yard waste compost sites or compost site to process organics but would try to encourage or develop something to fill that need. Mr. Owen asked if the county is required to provide recycling facilities or just allow residents to recycle. Ms. Hunter replied that the county is required to provide opportunities to recycle. Mr. Owen then asked if there is anything specific on what must be part of that recycling plan. For instance, is a wood recycling plant good enough because it meets the plan or must they or another plant also take glass and/or plastic, etc. Ms. Hunter said that the answer depends. She would have to look to verify but she believes that for city buildings or public entity buildings there are certain requirements of types of recycling products that have to be collected. She could not remember if there is a guideline or a requirement in statute about other types of facilities. However, the county has the ability to say `here is a drop box facility' and that would meet the opportunity to recycle but would not enable the county to reach its recycling goals. -1- ENVIRONMENTAL ADVISORY COMMISSION MINUTES JOINT MEETING August 15, 2011 In regard to Management Method: Recycling including organics, Mr. Owen asked what is the `organic'. Ms. Hunter answered that organic is mainly food waste that might be recycled at some of the schools and fed to hogs, some of it is contaminated paper and plant fibers that has been composted. Ms. Jon Peterson asked if nursing homes fit in the multi - family category. Ms. Hunter replied that nursing homes have not been looked at as far as recycling programs. However, they have done other programs to look at food waste and organic management for nursing homes. But as a sector, they were not going to be looked at separately but put under commercial /institutional. Mr. Christopher Burns mentioned that the City of Woodbury sends out a citizen survey every couple of years and suggested, if the timing coincides, that it might make sense to get the county survey questions to the city. The city could then process the questions and include them in their survey. 'there is no reason why the city could not cooperate with the county in getting information that would be of use to both. Ms. Hunter answered that she would have loved that and if they had had more time they would have done it that way. The county has used Decision Resources in the past but have not been able to ask specific questions on solid waste —just one of the areas. However, with the tight timeframe in order to adopt a plan, they really need to have all of the work done by October. So the engagement is already hitting the street. Ms. Aida Mendez asked how does the county quantify Reduce & Reuse. Ms. Hunter replied that the county does not have a good method to quantify how much is reduced/reused. This is something they struggle with each year. Ms. Hunter ended her presentation by listing opportunities for the cities to collaborate with the county. Mr. Patrick Lynch asked about grant monies to the cities. Ms. Hunter replied that the dollar amount is based on the city population in a formula. Each city does apply for monies that the county has through state funding — a sales tax on garbage from the state, a charge on landfills, and a county charge that they have on garbage. Mr. Lynch stated that he had heard that as long as a city has a program, no matter how effective it may be they get their money and wanted to know if that is correct. Ms. Hunter answered that she hopes not. The county would rather work on some things that mutually increase the recycling rate. Mr. Lynch stated that the landfill goal for 2015 is 20% and the landfill goal in 2010 is 28 %. What is in the plan that will help to reduce that percentage in 5 years? Ms. Hunter replied that when looking at waste composition studies, there is still a lot of material that is recyclable going in the garbage. And the food / organic portion of about 11% is going in the garbage. If portions of these are taken out we could then reduce our landfill. Mr. Lynch inquired as to who would get the organics out. Ms. Hunter stated that it would basically be the hauler. This item is included in the survey. However, they are focusing more on businesses right now rather than residents. Mr. Justin Olsen commented that it sounds like there are a lot of opportunities at the ground level for the commissions in the various communities to get more involved relative to the bigger picture plan. It was just mentioned that the county is trying to create an outreach to restaurants, gas stations, or whatever businesses might be out there that has an opportunity for recycling. From a strategic perspective this might be something that the commissions can actually help with. Mr. Olsen also asked what sorts of programs or strategies does the county have in place relative to outreach that calls on elected officials at multiple levels to try to advocate for these programs. What does the county do to make sure everyone is plugged in and going in the same direction? Ms. Hunter stated that 20 years ago there was a solid waste legislation commission; and all they did was focus on solid waste, revise the rules, develop programs —they then reached out to other legislatures and everybody was on the same level. But that is not available now and it is hard to get on any legislative agenda. It is hard to educate people about an area where, for the most part, a can is rolled out and whatever is in that can at the end is gone. There is no current impact like there was 20 years ago when there was a contaminated landfill; that was current and real. Many other communities have experienced well water contamination as a result of improper disposal. There is currently not a great way to communicate with all of those parties. Maybe a commission could start something by communicating to their city level, have the county -2- ENVIRONMENTAL ADVISORY COMMISSION MINUTES JOINT MEETING August 15, 2011 commissioners understand the issue, and collectively it goes up. There are too many other priority issues at the legislative level. Mr. Olsen then asked if this is something that the county board recognizes or is there still opportunity there to get the county board members themselves to be the advocates. Ms. Hunter replied that there is an opportunity and a huge awareness on the part of the commissioners. Now is the time to get good ideas that can be developed and put into a strategy. Need to reemphasize a communication strategy to communicate both at city level and county Level. Ms. Jennifer McLoughlin asked if there is a way to improve the system and obtain more accurate tonnage numbers since that is relied upon for setting goals. Ms. Hunter responded that this is one of the questions being asked of cities and haulers because the county pounds per household range from 394 pounds per household in one city to 1,600 pounds per household in another. Mr. Kevin McCalib asked what is the reason for the huge difference between the 2009 and 2010 numbers; is it because of the reason just mentioned. Ms. Hunter replied that the people who put together the data at the region believe it is because of the economy and a drop of large businesses shutting doors, etc. However, it is believed that over the long term of this planning cycle that there will be an increase because there will be more people, the economy will get better, and more individuals will be producing. COMMISSION REVIEW OF OBJECTIVES AND PROJECTS Ms. Jennifer Levitt facilitated this informal dialog and discussion giving the commissioners an opportunity to hear about what other commissions are doing, what they are working on, and possible areas of collaboration. Mr. Roger Splinter (Woodbury) stated that the activities he will be describing would not even be close to possible without a very active environmental advisory commission. Woodbury also has a very active city staff that jumps in and helps the commission keep going in the right direction and give support. Other topics reviewed by Mr. Splinter include: Woodbury City Council asked the EAC to develop a strategic plan, which includes the commissions' mission statement and a list of roles and strategies 3 televised EAC meetings per year— helps to extend the work of the EAC and relevant topics important to the community Green Times Newsletter insert 3 times per year Curbside Recycling Event (incited a lengthy discussion on number of haulers, types of haulers, garbage and recycling containers, single sort or double sort containers, etc.) Sustainability and Landscape Workshop Other activities including School Carnivals, Community Business Expo, Annual Environmental Excellence Awards, Native Plant Sale, and Buckthorn Busting Event Mr. "Thaddeus Owen (Cottage Grove) stated that their commission is very much in its infancy, and so was very interested in seeing this meeting come together. Questions asked by Mr. Owen of the other commissions included: How, as an environmental commission, did others come up with priorities for work (i.e., for the year, for five years, based on recommendations from council and staff, based on feedback from citizens)? How engaged have the citizens been? Is it only the commissioners that have been involved and getting all of the work done or has there been a lot of support, feedback, questions, and comments from the community? If yes, how are they being taken into account? Woodbury has some full -time staff, Cottage Grove does not — do other cities have a full -time environmental person on city staff that works with the commission or is it solely based on volunteers? -3- ENVIRONMENTAL ADVISORY COMMISSION MINUTES JOINT MEETING August 15, 2011 In terms of where Cottage Grove is with their work. Mr. Own stated the following • Formed as an official commission late in 2010 • Working on what their work plan will be for the next 4 — 5 years • Identified three focus areas: education, policy, permits • Partnered with 3M (hazardous waste incinerator) and takes air - monitoring samples twice a month that corresponds with the PCH air monitoring data that is taken state -wide, analyzes that data quarterly for comparison of the air quality in Cottage Grove as it relates to that area near the 3M hazardous waste incinerator Mr. McCalib asked if the Cottage Grove commission has any association with the high school curriculum that would allow students to work jointly with the commission in the taking of the air quality samples and evaluating them. The answer was no, it has been a private venture between the City of Cottage Grove and 3M. The commission is not part of the PCH program but uses the data set that compares with their monitoring. In response to Mr. Owens' question on how to come up with a plan, Mr. Splinter stated that on page four of their handout is the implementation. Basically it says that Woodbury is going to go ahead and make a table and that table summarizes the things for 2011. But as any strategy is, it has to be dynamic. So the commission evaluates it at the end of the year and look at 2012, 2013, etc. It is also important to know whether past efforts and events have been successful, is there any impact. Performance measures are listed on page 5 of the handout. Ms. Jen Hassebroek (Oakdale) listed the following activities / focus areas: • Education Waste hauling and recycling Generation Green / Sustainability • Water quality (Adopt -a- Wetland) • Tanners Lake Clean -up Project (consisting of all volunteers) Ms. Hassebroek explained that Generation Green started as a building program as a way to reward builders that came into the community and promoted certain sustainable aspects. They joined ICLEI— Local Governments for Sustainability [International Council for Local Environmental Initiatives] as a way to track the energy use in the city. It was a good way to obtain software that shows carbon footprint and a way to keep track of the dollars in energy use, etc. List continued: • Washington County Recycling Grant • School educational campaign • Recycling rewards program • Educational outreach and articles in quarterly magazine, etc. • Set reduction goals for each of the various functions of the city • Set a 13% reduction goal in greenhouse gas emissions overall by 2013. As of last year they were 5.8% down. • Have completed several energy conservation projects • Work at City Hall (white roof, new HVAC system, geo- thermal system in public works, hybrid vehicles purchases) • Participating in the Green Step Cities Program (received Step 1 Award in July) Started a Green Innovations Award Program • Education and Outreach (articles in weekly local newspaper, articles in quarterly newsletter, annual home improvement fair) • Energy Action Plan — currently expanding into an overall Sustainability Plan -4- ENVIRONMENTAL ADVISORY COMMISSION MINUTES JOINT MEETING August 15, 2011 Mr. Splinter had heard about Oakdale's success in their buckthorn- busting event and asked how they were able to get so many volunteers. Mr. AJ Moses replied that a very large group came from Sentence to Serve. These are people who have some sort of sentence to serve and public hours that they have committed to perform. They provide supervision, transportation, and lunch. This group has removed massive amounts of buckthorn in a 2- or 3 -day span, etc. School and church groups are always good too. Ms. McLoughlin asked what are some of the specific commission activities. Ms. Hassebroek replied that the commission does the lake clean up, news articles, set energy data goals and tracking, and vote on award winner. Ms. Christine Ahmann Maples (Mahtomedi) mentioned that when they first started they were primarily educating themselves on what the ordinances looked like and what was currently being done, identified areas they thought there was potential for them to work in an advisory capacity. Ordinance that they have assisted in changing or creating include watering restrictions and waste hauler licensing. Other activities: • GreenTalk Newsletter • Web -site • Wind turbine ordinance / Zephyr wind project • Rite of Spring Event (around Earth Day) • Community involvement (Community Garden, Farmer's Market) • Partner with the school district / school curriculum (monitoring of the wind turbine) • Mahtomedi Area Green Initiative (MAGI) • Created a Sustainability Plan that will go to Council for possible adoption (includes an action plan) Topics for the Plan (originally utilized the Natural Step Framework): • Resource conservation • Buildings • Transportation • Economic Development Each topic in the plan has specific goals, and then within each of those goals is an implementation strategy Other accomplishments: • Recycling event • Energy audit on all public spaces • LEED building (qualified) Mr. Steve Kernik asked if the commission actually writes the ordinances or make recommendations. Ms. Maples replied that the environmental commission tries to get the language together for the ordinances. Mr. Kernik also asked about the Rite of Spring event. Ms. Maples explained that is an opportunity for the community to come together on a Saturday afternoon and learn what is available to them from the county, coop, recycling, and education. Partnered with community college to provide a speaker. Included representatives from the parks commission, public works, and environmental commission. The following are in response to Mr. Owens question on how each commission developed what their priorities would be that they were going to work on. • Mahtomedi was guided by the city initiatives, the council meets for goal setting • Woodbury — through the strategic planning process, help from the staff, quantified this year's activities, and have plans to evaluate those activities to determine successes and what can be improved upon. Met with all of the other city commissions and the city council to ensure they themselves were not going off in a direction that -5- ENVIRONMENTAL ADVISORY COMMISSION MINUTES JOINT MEETING August 15, 2011 was already being covered or that the council did not want them to do. Also, the chair of each commission meets with the mayor and city administrator on a quarterly basis, which is beneficial. • Oakdale— council gave areas of focus to the commission, the commission set priorities at the beginning of the year, council is on board with ICLEI & Green Step Cities • Cottage Grove — council gets together early in the year and sets council goals and objectives for the year, which often times relate down to what the advisory commissions are charged with DISCUSSION OF OPPORTUNITIES FOR COLLABORATION Ms. Jennifer Levitt opened the floor to the elected officials in attendance to give comments Mr. Christopher Burns (Woodbury) mentioned that he got his start with environmental activism by working at the city compost site approximately 21 years ago. He expressed is appreciation to everyone in attendance and mentioned that he wrote down quite a few ideas from this evening. IIe suggested making use of high school kids who have been unable to find paying jobs but who are looking for volunteer opportunities. Ms. Jon Peterson (Cottage Grove) mentioned that even though their commission was only developed within the past two years they have come quite a ways. Hearing from the other commissions on what is going on in their communities and what their plans and goals are has been helpful and she expressed her appreciation. Ms. Lael Ramaley (Mahtomedi) also stated that the meeting this evening has been very beneficial and looks forward to this being continued — maybe on a yearly basis with a specific topic. Mr. Justin Olsen (Cottage Grove) expressed his appreciation to Woodbury for hosting the meeting and to the commissioners who committed to being in attendance. He believes that an annual meeting is something that should be seriously considered, as this has been very beneficial. Mr. Myron Bailey, Mayor (Cottage Grove) liked the unique information that was shared; the environment was not an area that received a lot of focus in Cottage Grove in the past. The formulation of this commission was primarily in response to the 3M Incinerator Plant. However, other ideas and thoughts on collaboration within Cottage Grove were gleaned from the discussions this evening. He agrees that an annual meeting would be a good idea; maybe bring in a speaker to open discussion on a particular topic. ADJOURN Ms. Levitt adjourned the first joint environmental advisory commission meeting at 9:00 p.m 6-