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04/12/2010 - Energy and Environment Advisory CommissionV. OLD BUSINESS A. Communications Update AGENDA ENERGY AND ENVIRONMENT ADVISORY COMMISSION MEETING TUESDAY, APRIL 12, 20110 6:30 P.M. CITY COUNCIL CHAMBERS / EAGAN CITY HALL I. PLEDGE OF ALLEGIANCE AND ROLL CALL II. AGENDA ADOPTION III. APPROVAL OF MINUTES IV. VISITORS TO BE HEARD VI. PRESENTATIONS A. Presentation: Dakota Valley Recycling (DVR) VII. STAFF / COMMISSIONER REPORT A. Trail Connection Policy B. GreenCorp Application C. Joint Meeting with the City Council / June 14 VIII. ROUNDTABLE IX. ADJOURNMENT Auxiliary aids for persons with disabilities will be provided upon advance notice of at least 96 hours. If a notice of less than 96 hours is received, the City of Eagan will attempt to provide such aid. C!ty of Eagan MoMo TO: THE ENERGY AND ENVIRONMENT ADVISORY COMMISSION (EEAC) FROM: DIANNE MILLER, ASSISTANT TO THE CITY ADMINISTRATOR DATE: APRIL 1, 2011 SUBJECT: ENERGY AND ENVIRONMENT ADVISORY COMMISSION MEETING /APRIL 12, 2011 A meeting of the Energy and Environment Advisory Commission (EEAC) will take place on Tuesday, April 12 at 6:30 p.m. in the City Council Chambers. A workshop of the Commission will follow the regular meeting from approximately 7:30 -8:30 p.m. in Conference Room 2A &B (upstairs). To ensure that a quorum is present, please contact Mary O'Brien at 651- 675 -5005 if you are unable to attend. I. PLEDGE OF ALLEGIANCE AND ROLL CALL II ADOPTION OF THE AGENDA The agenda, as presented or modified, is in order for adoption by the Commission. III. APPROVAL OF MINUTES The minutes of the February 10, 2011 EEAC meeting are enclosed on pages 4 through 6. These minutes, pending any modifications, are in order for adoption by the Commission. IV. VISITORS TO BE HEARD The Eagan City Council and its Commissions set aside up to ten minutes at the beginning of public meetings to permit visitors to address items of interest that are not addressed on the regular agenda. Items that will take more than ten minutes or that require specific action can be scheduled for a future meeting agenda. V. OLD BUSINESS A. Communications Update —Per the request of the Commission, a standing agenda item has been added to announce and discuss communication initiatives within the City addressing issues pertinent to the EEAC. A reference to the City's participation in the GreenStep Cities program was included in the March/April Experience Eagan newsletter. A message will also appear this month on the City Hall electronic reader board congratulating Eagan for being named a GreenStep City (GreenStep website will also be displayed). VI. PRESENTATIONS A. Presentation: Dakota Valley Recycling (DVR) —Per the request of the Commission, DVR staff members Sue Bast, Anne Olson, and Leigh Behrens will be in attendance at the April 12 EEAC meeting to provide an overview of the services provided by DVR. VII. STAFF / COMMISSIONER REPORT A. Trail Connection Policy —Per the request of the Commission at the February 10 meeting, enclosed on pages 7 through 11 is the City of Eagan Community Trail System — Connections to Commercial Areas Policy that was adopted on January 18, 2011. This policy was mentioned during the Community Development presentation at the February EEAC meeting. B. GreenCorp Application —The City of Eagan, in partnership with Dakota Valley Recycling, is submitting an application to be a host site for a GreenCorp volunteer in 2011 -2012. Minnesota GreenCorps is an environmentally - focused AmeriCorps program, coordinated by the MPCA, which places AmeriCorps members with organizations around the state to spend a year of service addressing critical environmental issues, while gaining experience and learning valuable job skills. DVR and Eagan are proposing that a GreenCorp volunteer could assist both agencies with outreach efforts in the areas of sustainability and energy conservation, while also assisting the city with GreenStep projects and initiatives. The application will be submitted in May, and the host sites will be selected this summer for placement from September 2011- August 2012. C. Joint Meeting with the City Council/ June 14—A joint meeting of the EEAC and City Council is tentatively scheduled for Tuesday, June 14 at 5:30 p.m. The purpose of the meeting would be to dialogue about the Commission's proposed 2011 -2012 work plan, which could include recommended next steps as part of the GreenStep City program. The Commission is scheduled to have their regular meeting that evening at 7 p.m. VIII. ROUNDTABLE The Roundtable is scheduled as an opportunity for Commissioners to ask questions, make requests for future agenda items, or provide informative updates to the Commission pertaining to energy and environment initiatives. IX. ADJOURNMENT The Commission is asked to adjourn the regular meeting and reconvene for a workshop from approximately 7:30 -8:30 p.m. The purpose of the workshop is to brainstorm the Commission's work plan for 2011 -2012. /s /Dianne E. Miller Assistant to City Administrator MINUTES OF THE EAGAN ENERGY AND ENVIRONMENT ADVISORY COMMISSION MEETING A regular meeting of the Eagan Energy and Environment Advisory Commission was held on Thursday, February 10, 2011 at 7:00 p.m. Those present were was James Casper, Bruce Goff, Jeff LeClair, Salman Mitha, Amir Nadav, Wade Olsen and Kari Palmer. Also present was Assistant to the City Administrator Miller. Vice Chair Palmer chaired the meeting. Chair Goff arrived at 7:10 p.m. Palmer requested the Staff and Commissioner Report be moved ahead on the agenda to follow Visitors to be Heard. LeClair made a motion to approve the agenda as amended. Casper seconded the motion. All members voted in favor. Casper made a motion to approve the minutes of the December 14, 2011 regular meeting of the Energy and Environment Commission as presented. LeClair seconded the motion. All members voted in favor. There were no visitors to be heard. FEBRUARY 10, 2011 AGENDA APPROVAL OF MINUTES VISITORS TO BE HEARD SUSTAINABLE/ENERGY EFFICIENCY EFFORTS IN EAGAN Miller stated a summary of efforts regarding sustainable practices currently underway in the City was recently shared with the City Council to demonstrate the work that has been completed over the past two years including energy reductions, vehicle and equipment usage, City operations and partnerships, capitalizing on national resources, community planning and citizen opportunities. Miller noted the efforts responded to the City's goal pertaining to sustainable /energy efficiency. DAKOTA COUNTY ACTIVE LIVING GRANT Miller introduced the item stating the City will be receiving a grant from Dakota County Public Health in the amount of $22,000 through a program entitled "Improving Environments for Active Living ". She stated the grant is made possible due to funding from the Statewide Health Improvement Program (SHIP) and will provide funding for bicycle racks at nine City park facilities, eight trail way - finding signs to be placed throughout the City, and an incentive program to encourage people to bicycle to the weekly Marketfest events and Cascade Bay. Miller noted the goal is to increase the number of residents bicycling and walking while reducing vehicular traffic and congestion at community events. She stated this initiative should be completed in 2011. Energy and Environment Commission February 10, 2011 Page 2 of 3 SPERRY WIND STUDY REPORT Miller introduced the item and stated at the January 18, 2011 workshop, the Commission requested a report from the Sperry Wind Study, which includes data collected from November 2009 through March 2010. Miller responded to a question raised by the Commission regarding current readings and will inquire as to whether data is continuing to be collected. 2011 EEAC MEETING SCHEDULE Miller noted the 2011 EEAC meeting schedule for Commission information. 2011 EEAC COMMISSION TERMS Miller stated terms of Commissioners LeClair, Palmer and Casper will expire in April 2011. She stated all incumbents wishing to reapply for the EEAC Commission must submit an application and consent form by March 31, 2011. Miller stated these forms can be found on the City's website. COMMUNICATIONS UPDATE Miller stated per the request of the Commission, a communications update has been added as a standing agenda item to announce and discuss communication initiatives within the City addressing issues pertaining to the EEAC. The Commission discussed ways to notify the public of issues and events via the City newsletter, the use of two electronic signs and the public access cable channel. PRESENTATION RE: EAGAN'S COMMUNITY DEVELOPMENT DEPARTMENT Miller introduced the item stating per the request of the Commission, staff from the Community Development Department was in attendance summarizing operations as well as key projects and initiatives currently underway, many of which pertain to the GreenStep Cities Program. Director of Community Development Jon Hohenstein introduced City Planner Ridley, Chief Building Official Schoeppner and Office Supervisor Brandel. City Planner Ridley gave a presentation regarding current and long range planning. Ridley noted the City's involvement in initiatives including Opportunity Cities, Active Living and Greenway collaborative. Chief Building Official Schoeppner gave a presentation and discussed permits, inspections and plan reviews. He further discussed code requirements for commercial and residential construction. Office Supervisor Brandel presented information on code enforcement relating to the preservation of property values through monitoring, along with issues pertaining to vacant property and foreclosures. Energy and Environment Commission February 10, 2011 Page 3 of 3 Community Development Director Hohenstein updated the Commission on Eagan's Redevelopment Districts; Cedar Grove, Northeast Eagan and Southeast Eagan. The Commission directed questions to the Community Development staff. PRESENTATION ON COMPLETE STREETS BY BECKY RAWLINS, EAGAN HIGH SCHOOL MENTOR STUDENT Palmer introduced Eagan High School mentor student, Becky Rawlins, who gave a brief PowerPoint presentation regarding Complete Streets, including examples of how other Minnesota cities have included Complete Street approaches in their transportation planning documents and comprehensive plans. Rawlins stated the Complete Street approach is designed to make roads more accessible to all forms of transportation and for people with all different abilities. FOLLOW UP RESPONSES TO GREENSTEP CITIES INQUIRIES / DETERMINE NEXT STEPS Palmer introduced the item regarding inquiries that were raised by the commission at the January 18, 2011 workshop pertaining to the GreenStep Cities Program. The Commission discussed additional information needed to formulate recommended next steps for Council consideration. Miller noted that it is anticipated that a joint meeting between the EEAC and the City Council will likely occur spring /summer of 2011, at which time the Commission could make recommendations for additional best practices the City may wish to consider to become a Step III GreenStep City. Miller stated the Commission may wish to consider having staff from Dakota Valley Recycling attend a future EEAC meeting; and noted Wayne Schwanz, Superintendent of Utilities, has offered the Commission a tour of the Water Treatment Facility. Miller noted the Commission is also welcome to tour the new geothermal system at the Civic Arena. The Commission discussed possible dates in March to tour both the Water Treatment Facility and the geothermal system. ADJOURNMENT Upon motion by LeClair, seconded by Casper the meeting adjourned at 8:45 p.m. All members voted in favor. DATE SECRETARY Introduction CITY OF EAGAN COMMUNITY TRAIL SYSTEM CONNECTIONS TO COMMERCIAL AREAS POLICY Adopted: January 18, 2011 The City of Eagan has a substantial trail /sidewalk/path system dedicated to the use of non - vehicular traffic. The connection of these trail /sidewalk/path systems to commercial properties and providing safe and efficient access to a private business front door is a key component to the success of the City's trail system. The connection segments will serve to facilitate increased usage of the existing trail system, resulting in the reduction of vehicle emissions and traffic congestion while promoting a healthier lifestyle. For the purpose of this policy the word trail or trails may define paths, trails, and sidewalks. The word user or users may define pedestrians, bicyclists, in -line skaters, skateboarders and others who utilize the trail system. Objective The development of a policy to create a mechanism for private property /business owners that encourages implementation of improvements for internal site circulation of non - vehicular traffic, provides connections to an existing trail segment, establishes the guidelines for the construction of these improvements, and offers guidance for funding assistance for these improvements. Private/Public Partnership The City of Eagan has established a trail network that locates these facilities in close proximity to existing commercial development areas. The effective utilization of the trail network and newly created trail connections to private businesses will be driven by private business /property owners. The partnership between the private business community and the City will seek to: Page 1 • Support an understanding of the potential benefits received from improved internal site circulation for bicycle and pedestrian movements and connection to an existing trail segment. • Encourage private property /business owners to implement internal circulation improvements and connections between existing trails and businesses. • Provide assistance for the review of internal site circulation improvements. Voluntary Participation The construction of internal site circulation improvements and trail connections will be on a voluntary basis and require the submittal of a written request to the City of Eagan Engineering Division, Public Works Department providing the following information: • Applicant Name, Business, and Property Owner • Address of contact person, business location, and property owner (if different) • Statement of interest in the construction of a trail connection segment for private commercial property /business access, a description of the proposed improvements, and estimated costs for proposed improvements. • Sketch drawing of proposed trail connection segment and key site features. This information will be reviewed by Engineering and Planning staff. Submittals will be evaluated based on the ranking criteria and third -party funding assistance could be sought via possible grant opportunities for requests that score well. Design /Construction Standards Ultimately, the design of the trail connection segments will require the preparation of a site plan for the proposed improvements signed by a licensed professional civil engineer. The design and construction shall be in compliance with the City of Eagan design standards and with the Americans with Disabilities Act (ADA), current edition, to provide accessible routes for users. Permitting The construction of internal site circulation improvements and a trail connection shall be initiated through the submittal of a City of Eagan permit request for the trail connection segment. Permits required for the construction of a trail connection segment may include, but are not limited to, the following: • Permit — Work in Right of Way- Easements -City Property • Permit — Grading Excavation Funding Alternatives The construction of potential internal site circulation improvements and trail connections will vary in size and cost. The funding of the improvements may be accomplished through the property /business owner or a variety of cost sharing agreements between the property /business owner and other available sources. Individual projects may be reviewed for consideration for application to other available sources. The City may encourage the combination of individual projects into larger project packages to improve the potential to secure competitive outside funding resources. The solicitation of available funds through other programs or sources (other than private contributions) may be assisted by the City of Eagan. Possible funding options and sources for the trail connections could include the following: Private Funds — Property/business owner financing or private cost sharing portion of a funding agreement. City of Eagan — Support for third -party grant money that may result in the City being a conduit to those funds. Minnesota Department of Natural Resources, Local Trail Connections Program — Program established to provide grants to local units of government to promote the completion of relatively short trail connections to desirable location. Established through Minnesota Statutes 85.019 for funds received from lottery proceeds; 50% local match requirement. Page 2 Area Type (Private Commercial Site) Rating Single Business Destination — low attraction rate 1 Single Business Destination — medium attraction rate 2 Single Business Destination — high attraction rate 3 Two (2) Business Destination — low attraction rate 2 Two (2) Business Destination— medium attraction rate 3 Two (2) Business Destination — high attraction rate 4 Multiple Business Destination — low attraction rate 3 Multiple Business Destination — medium attraction rate 4 Multiple Business Destination — high attraction rate 5 Transportation Enhancement Program ( Mn/DOT) — Federally funded, community -based projects awarded through a competitive selection process for funds distributed through Mn/DOT Office of State Aid; 20% local match requirement. Statewide Health Improvement Program (SHIP) — Grant program established to improve health and reduce demands on the health care system by decreasing the percentage of Minnesotans who are obese or overweight or use tobacco. Targeted grants from this program would seek to improve walking and biking opportunities in the community. Blue Cross Blue Shield of Minnesota (BCBSMN) — Working through the Active Living by Design (ALBD) Grant Program, BCBSMN provides technical assistance and funding to promote environments that encourage physical activity and ultimately improve the health of Minnesotans. Bikes Belong Grant Program — Program through the Bikes Belong Coalition providing grants that will leverage federal, state and private funding. Guidelines for Priority Determination in Funding Assistance The following criteria will be utilized in the evaluation and ranking of proposed improvement and funding assistance requests to ensure the utmost in safety and practicality while seeking proper fiscal responsibility. Page 3 • Area type — Areas which host a variety of activities, such as stores, entertainment centers, restaurants, or employment base and the potential for attraction of bicycle and pedestrian users. Associated Site Enhancements Rating No site enhancements 0 Limited number of site enhancements (< 2) 1 Modest number of site enhancements (2 — 5) 4 High number of site enhancements (> 5) 7 Growth Potential of Site Rating No growth potential 0 Limited growth potential 1 Modest growth potential 3 High growth potential 5 Internal Site Circulation Plan Rating No internal circulation routes and features 0 Limited internal circulation routes and features 1 Good internal circulation routes and features 4 Excellent internal circulation routes and features 7 Improvement Costs Rating High (> $10,000) 1 Medium ($5,000 - $10,000) 3 Low (< $5,000) 5 Residential Housing Rating Low Density Residential 2 Medium Density Residential 5 High Density Residential 7 Page 4 • Internal Site Circulation Plan — The proposed improvements to an internal site that provide safe and efficient travel from the existing trail segment to the private business. Establishes dedicated bicycle and pedestrian routes for direct access to businesses. • Growth Potential — The ability for the existing private development area to expand and /or attract additional bicycle and pedestrian users. • Associated Site Enhancements — Existing or proposed features that will enhance the experience of the user when accessing the site for the primary visit. Examples include dedicated bike /pedestrian rest areas, picnic spaces, benches, bike racks, etc. • Improvements Cost — The cost of the proposed improvements to encourage improvements that provide increased benefits to the community for bicycle and pedestrian access with minimal financial investment. • Residential Housing — Proximity (less than 'A mile) of the commercial area and proposed trail connection to residential housing areas, providing opportunities for improved bicycle and pedestrian access to lower income and higher density housing areas. Administration Oversight for projects to be implemented will be provided via the private property /business owner. Should the City of Eagan serve as a conduit to third -party funding, the City would monitor the project per grantor requirements before dispersing said funds. The private property /business owners will be responsible for the maintenance of completed improvements on private property, including winter maintenance. Page 5