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10/09/2012 - Energy and Environment Advisory Commission AGENDA ENERGY AND ENVIRONMENT ADVISORY COMMISSION TUESDAY, OCTOBER 9, 2012 7:00 P.M. CITY COUNCIL CHAMBERS I. CALL TO ORDER AND PLEDGE OF ALLEGIANCE II. ADOPTION OF AGENDA III. APPROVAL OF MINUTES OF SEPTEMBER 11, 2012 IV. VISITORS TO BE HEARD V. PRESENTATIONS A.Bruce Anderson & Lisa Henning from Dakota County CDA Weatherization Pilot Program B.Eric Macbeth, Water Quality Resource Manager, Rain Gardens & Other Initiatives VI. OLD BUSINESS A. EEAC Work Plan Items Memo Update VII. NEW BUSINESS A.GreenSteps Cities Workshop November 9, 2012 Information VIII. SUBCOMMITTEE UPDATES A. Ordinances Related to Renewable Energy B. PACE/Funding for Renewable Energy and Energy Efficiency C. Water Conservation D. Active Living E. Coal Tar Sealers F. Rate Schedule Licensed Waste Haulers G. Communications IX. STAFF/COMMISSIONER REPORT A. Incorporating Sustainability Education at Home and Leisure Show B. Compost/Recycling Project at ECC and Market Fest X. ROUNDTABLE XI. ADJOURNMENT TO: THE ENERGY AND ENVIRONMENT ADVISORY COMMISSION (EEAC) FROM: JULI SEYDELL JOHNSON, DIRECTOR OF PARKS AND RECREATION DATE: OCTOBER 2, 2012 SUBJECT: ENERGY AND ENVIRONMENT ADVISORY COMMISSION MEETING OCTOBER 9, 2012 A meeting of the Energy and Environment Advisory Commission (EEAC) will take place on Tuesday, 7:00 p.m. October 9 at in the City Council Chambers. To ensure that a quorum is present, please contact Juli Seydell Johnson at 651-675-5006 or jsjohnson@cityofeagan.com if you are unable to attend this meeting. 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 September 11, 2012 EEAC workshop are enclosed on pages 3 thru 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. PRESENTATIONS The Commission requested informational presentations covering several areas of interest during their goal setting meeting in August. In response to that request the first presentation will be from representatives Bruce Anderson and Lisa Henning from the Dakota County CDA, they will present information the Weatherization Pilot Program available to Eagan residents, presentation materials included on pages 7 thru 38. The second presentation will be from Eric Macbeth, Water Resource Manager for the City of Eagan, he will update the commission on the use of Rain Gardens and other Water Quality initiatives throughout the city. VI. OLD BUSINESS 1.Work Plan ItemsMemo- Included on pages 39 thru 44 this memo outlines the status of each item on the current work plan for the Energy and Environment Commission. The work of this commission continues to be unique due to the wide ranging impacts that energy and environmental issues play in virtually all City operations. An update is provided for each work the work in each initiative. Energy and Environment Advisory CommissionPage 1 VII. NEW BUSINESS 1.GreenSteps Cities Workshop Included on pages 45 thru 46 this workshop is on November 9, 2012, from 9:00 a.m. to 11:30 a.m. at the League of MN Cities office in St. Paul. The workshop will focus on solar permitting and zoning and introduce the Minnesota Solar Challenge program. VIII. SUBCOMMITTEE UPDATES 1.City Ordinances Related to Renewable Energy (Amir, Jon, Mike) - City staff is currently reviewing and there may be further discussion at the December 11, 2012 meeting. 2.PACE Funding for Renewable Energy and Energy Efficiency (Ross,) City staff is currently reviewing and there may be further discussion at the December 11, 2012 meeting. 3.Water Conservation (Amir & Ross) City staff is preparing a presentation and discussion regarding well projects and current water conservation practices for the December 11, 2012 meeting. 4.Active Living(No subcommittee)- Meeting to be coordinated by staff for February 2013. 5.Coal Tar Sealers (Kari, Jon, Ross) Verbal update to be provided by City staff. It may be appropriate for the Subcommittee to schedule a separate meeting to review information provided. 6.Publication of Existing Tiered Rate Schedules from Licensed Waste Haulers City staff is currently working onthis request. Director Johnson will provide update to the Commission. 7.Communications (Kari, Jon, Tim) As requested by the EEAC this will remain as a constant agenda item. Included on pages 47 thru 48 is a City staff created list of Communications Outlets available to the EEAC along with some basic guidelines for reference. IX. STAFF/COMMISSIONER REPORT 1.Based on feedback from the August 13 workshop discussion staff will provide an overview of ways in which sustainable education can be incorporated into the 2013 Home and Leisure Show. 2.Staff will provide a brief overview of the organics waste pilot program at ECC and Market Fest. The purpose of this session is to provide information to various event centers on how to X. 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. XI. ADJOURNMENT /s/Juli Seydell Johnson Director of Parks and Recreation Energy and Environment Advisory CommissionPage 2 EAGAN ENERGY AND ENVIRONMENT ADVISORY COMMISSION MEETING MINUTES OF REGULAR MEETING SEPTEMBER 11, 2012 Aregular meeting of the Eagan Energy and Environment Advisory Commission was held on Tuesday September 11, 2012 at 7:00 p.m. Those present were Amir Nadav, Jeff LeClair, Jon Drucker, Kari Palmer, Michael Wisniewski, and Tim Harder. Ross Bintner was not present. Staff present were Juli Seydell Johnson, Director of Parks and Recreation, Russ Matthys, Director of Public Works, Cherryl Mesko, Superintendent of Operations, and Amy Grannes, Office Supervisor. AGENDA Member Palmer moved to approve the agenda as presented, Member Drucker seconded with all present members voting in favor. MEETING NOTES OF AUGUST 13, 2012 WORKSHOP Member Harder moved, Member Palmer seconded with all present members voting in favor to approve the August 13, 2012 workshop meeting notes as presented. VISITORS TO BE HEARD There were no visitors to be heard. RESENTATION P Russ Matthys, Director of Public Works, provided a presentation on street sweeping and winter street maintenance operations. The presentation summarized how the City performs various types of street sweeping including, spring and fall sweeping of the edges on collector and neighborhood streets, Water Quality sweeping the entire width of the street twice yearly, newly sealcoated streets and bituminous milling areas. For all of these functions, the City has three sweepers; either vacuum or broom types. Summarizing the City winter maintenance program it was noted that the Cityhas 9 types ly 10 hours for complete snow removal covering 14 routes. Director Matthys alsoreviewed the methods de-icing along with the equipment and materials used. After several questions and further discussion the EEAC asked for a follow-up from Public Works on how effective the use of sugar beet juice is at the end of this winter season. EEAC also asked for follow-up from Public Works on how environmental factors are judged in a cost-benefit decision regarding the use of chemicals for snow removal. Director Matthys offered the EEAC a tour of the Public Works facilities at an undetermined future date. Energy and Environment Advisory CommissionPage 3 OLD BUSINESS There are no old business items that require action by the Advisory Commission at this time. NEW BUSINESS Subcommittee Organization to Meet the 2012/13 Goals Director Johnson introduced this item and provided a brief background surrounding the need for the Commission to establish subcommittee to meet the City Council approved 2012/2013 work plan and goals. After brief discussion members volunteered for the Ordinance subcommittee; those members include Member Nadav, Member Drucker, and Member Wisniewski. The sub- committee current goal is to finish up with the landscaping ordinance model and then provide the information to the City Clerk and City Attorney for review. The next focus will be on solar power. Member Nadav indicated he will be gathering the state guidelineson best practices, zoning requirements, and working with utilities. After brief discussion members volunteered for the PACE subcommittee; those members include Member Bintner, Member Nadav, and Member Harder. It was noted that the subcommittee recommendation is ready for the City Council to consider, however it will need to be packaged for a future Council meeting. After brief discussion members volunteered for the Marketing/Communications subcommittee; those members include Member Palmer, Member Drucker, and Member Harder. To help this subcommittee better understand what avenues of communication might be available to them Member LeClair requested and Director Johnson agreed to provide a list of communication outlets that might be available to the Commission along with guidelines on how they can be used. After brief discussion members volunteered for the coal tar subcommittee; those members include Member Palmer, Member Drucker, and Member Bintner.The focus of this committee would be to recommend measures to the City of Eagan and its constituents to consider eliminating the use of coal tar sealers through prohibition of its use within the city and educational efforts to promote alternatives. Committee will focus on gathering information from existing resources and generating a model ordinance. After brief discussion members volunteered for the Water conservation subcommittee, those members include Member Nadav and Member Bintner.The focus of this committee would be to review public works water utility investments and water conservation ordinances and recommend changes or initiatives to the City of Eagan and its constituents to support GreenSteps best practices. One option identified was to consider participating in the Water Sense Program to help educate residents and businesses on ways to save water.Director Johnson reminded the commission that the City is currently participating in a program with the Urban Land Institute that covers water conservation as part of its research. After further brief discussionMember LeClair moved to delay the subcommittee work until the beginning of 2013, Member Harder seconded, with the caveat that if something arose from the well reports, this committee back to the current agenda. All Energy and Environment Advisory CommissionPage 4 present members voted in favor of the motion. Member LeClair requested a copy of the well reports from Public Works for full committee review at the next regular meeting.Director Johnson noted she will work with Public Works to obtain a copy of these reports for the Commission. Member Palmer requested setting up a workshop before the next Commission meeting on October 9, 2012 from 6:00 p.m. to 7:00 p.m. to discuss the well reports from Public Works. All members present agreed to schedule a workshop one hour prior to the next meeting. Member Nadav discussed the need for a subcommittee for waste reduction and providing information on hauler rates. Director Johnson indicated the staff will provide the necessary information to the Commission as needed. SUBCOMMITTEE UPDATES Member Nadav provided an update from the Ordinance subcommittee regarding rd renewable energy. The subcommittee held a meeting on September 3 to review written input from City staff regarding the model ordinance for landscaping and maintenance of vegetation. At that meeting all information and feedback was incorporated into one document for the Commission review. It was noted that the Committee focus would be on the residential piece anticipated they might need to revisit the commercial piece at a different time. There were several questions and discussion about some of the nuances of the proposed model ordinance however the Commission was reminded that this first step was to provide the list of proposed changes and/or consolidation from City code and request clarification from various city departments. Director Johnson indicated at this point the ordinance document should be sent to . Member Nadav provided an update on the Property Assessed Clean Energy Program (PACE)/funding for renewable energy and efficiency. He noted that the Committee is ready to recommend that the City Council authorize staff to develop and execute a PACE program that secures financing for energy efficiency and renewal energy via voluntary property tax special assessments. This recommendation only applies to commercial and industrial businesses. Member Harder moved to recommend to the City Council that they authorize and direct city staff to develop and launch an initial PACE program, Member Wisniewski seconded, with all present members voting in favor. STAFF/COMMISSIONER REPORT Director Johnson indicated that the items included under this agenda item; incorporating sustainability education at Home and Leisure Show and Compost/Recycling Project at ECC and Market Fest are not time sensitive and may be tabled until the next meeting if the Commission so chooses. A motion was made by Member LeClair to delay these items until the next meeting, Member Palmer seconded, with all present members voting in favor ROUNDTABLE Member Nadav mentioned there are two open houses this week regarding the Robert Street corridor transit way alternatives analysis in which they are looking for public opinion for th what occurs in this corridor. The meeting takes place on September 12 from 4:30 6:30 p.m. at the Dakota County Northern Service Center, room 110. The second open house is scheduled for Energy and Environment Advisory CommissionPage 5 th September 16 from 6:00 8:00 p.m. at the Wellstone Center. It was noted that more information could be found at . www.robertstreettransit.com th An event in Eagan on September 20 at the Wescott Library, presented by the Metropolitan Council, is looking for feedback from residents and business owners for the long range plan for the region; over the next 30 years. The meeting will be held in the lower level meeting room and the public is asked toplease RSVP to (651) 602-1140. ADJOURNMENT After further brief discussion, Member Bitner moved, Member Harder seconded with all members present voting in favor to adjourn the meeting. The meeting was adjourned at 9:28 p.m. ____________________________ _______________________________ Date Secretary Energy and Environment Advisory CommissionPage 6 POLICY AND PROCEDURES HANDBOOK FOR THE WEATHERIZATION PLUS PILOT PROGRAM DAKOTA COUNTY, MINNESOTA Administered by the Dakota County CDA Adopted: Draft 9/24/2012 0 Energy and Environment Advisory CommissionPage 7 TABLE OF CONTENTS Page I. Purpose 2 II. Delegation of Authority 2 III. Definitions 3 IV. Funding Availability 4 V. Forms of Assistance 4 VI. Property Eligibility 5 VII. Applicant Eligibility 6 VIII. Selection 6 IX. Loan Limits and Conditions 6 X. Eligible Work Items 7 XI. Procedures/Procurement 8 XII. Appeals 11 XIII. Statement of Affirmative Action 11 XIV. Modifications 11 1 Energy and Environment Advisory CommissionPage 8 I. Purpose The Dakota County Community Development Agency (CDA) has provided weatherization services to low-income households through the federal Weatherization Assistance Program since 1976/1977. The goal of the weatherization program is to reduce energy costs for households through making their home and mechanical systems more energy efficient, while ensuring the health and safety of household members. Weatherization is a grant program for low income households (50% AMI or below). Traditional weatherization funding from the federal Department of Energy (DOE) significantly increased for the CDA with American Recovery and Reinvestment Act (ARRA) funds. The ARRA weatherization years (2009 2012) positioned the CDA to develop new partnerships and more in-house experience in weatherization. For Program Year 2012 (July 1, 2012 June 30, 2013), the State of Minnesota received no new weatherization funding from DOE. Despite this challenge,an alternative funding source has allowed the CDA to continue to provide a high-quality program serving fewer households than during the ARRA period. The CDA also administers the housing rehabilitation loan program, which is primarily financed with Community Development Block Grant (CDBG) Program funding. The housing rehab program has existed since the late 1970s in a variety of forms. The CDBG- funded housing rehabilitation program began in 1985 after Dakota County became an entitlement county in 1984. The current housing rehab program provides eligible households (low/mod income) a maximum of $25,000 in a deferred, zero interest loan for a variety of improvements to their homes. Common improvements include adding insulation, furnace replacement, exterior upgrades (roofs, siding, windows) and special needs modifications (such as ramps or roll-in showers). The Weatherization Plus Pilot Program (WxP) was designed to offer energy conservation techniques (from the federal Weatherization program) to eligible households combined with expertise and components from the housing rehabilitation loan program. WxP serves the 50% - 80% AMI household that cannot receive federal weatherization assistance but is in the form of a forgivable loan, not a grant. The WxP pilot program is funded with CDBG funds. The purpose of this is to set forth the policies and uniform procedures regarding the implementation of the Weatherization Plus Pilot Program. Copies of this Handbook shall be available for review at the office of the Dakota County Community Development Agency, 1228 Town Centre Drive, Eagan, MN; 651-675-4400. II. Delegation of Authority 2 Energy and Environment Advisory CommissionPage 9 The Dakota County Community Development Agency (CDA) has partnered with the cities of Eagan and Rosemount (CDBG sub-recipients) to develop the pilot Weatherization Plus Program beginning in Program Year 2012 (starting July 1, 2012). On behalf of Dakota County, the CDA administers the federal Community Development Block Grant (CDBG) program, receiving guidance from U.S. Department of Housing and Urban Development (HUD) and assisting the CDBG sub-recipients (Eagan and Rosemount) to ensure funds are provided only to eligible applicants and expended only for allowable costs. CDBG funds are eligible to assist with weatherization efforts for single family households per the authority of CFR 24 Part 570.202, eligible rehabilitation and preservation activities. III. Definitions A. Allowable Costs - are those which meet federal, state or local requirements and guidelines herein established and interpreted by staff of the administering agency. B. Applicant - is the person(s) who is /are currently applying for assistance, as well as their spouse, if the spouse resides in the property to be improved, and any other person(s) with an ownership interest in and who resides in the property to be improved. C. Assets - means the gross value of all assets of the applicant excluding the following: 1. The structure to be improved and up to 160 surrounding acres. 2. Clothing and Household furnishings, appliances and equipment. 3. Private vehicles unless used exclusively for the purposes of operating a business, and excluding collector vehicles. 4.Private retirement funds and accounts, including, but not necessarily limited to, 401 K plans, IRAs, and employer sponsored retirement plans, where the assets are not liquid and there is a substantial penalty incurred upon early withdrawal. D. CDA - refers to the Dakota County Community Development Agency E. DOC refers to the Minnesota Department of Commerce. F. DOE refers to the federal U.S. Department of Energy. G. Dwelling Unit - A residential housing structure, including a mobile home and a modular home when permanently connected to the required utilities (including plumbing, heating and electrical systems contained therein) and designed to be used as a permanent residence. It does not include a camper, recreational vehicle, boat, railroad car, bus or other structure designed and constructed as temporary living quarters. 3 Energy and Environment Advisory CommissionPage 10 H. Energy Standards are the standards established in the State Energy Code, chapter 7672, as they apply to the remodeling of existing residential structures. I. Health & Safety items- A general weatherization term referring to identifying or completing certain non-energy-saving activities, such as replacing ventilation fans or installing smoke detectors. J. Lead-based Paint - means paint or other surface coatings that contain lead equal to or exceeding 1.0 milligram per square centimeter or 0.5 percent by weight or 5,000 parts per million by weight. K. Manufactured Home - shall mean a structure, transportable in one or more sections, which is built on a permanent chassis and designed to be used as a dwelling with or without a permanent foundation when connected to the required utilities, and includes the plumbing, heating, air conditioning and electrical system, contained therein, which is erected on a site that may be either owned, rented, or leased;except that this definition includes any structure which meets all the requirements and with respect to which the manufacturer voluntarily files a certification required by the secretary and complies with the standards established under Minnesota Statutes, chapter 327. L.Mechanical items/services improvements to space heating and cooling, and water heating systems. The primary components of the mechanical system include those appliances (and their fuel supply, control and distribution systems) that heat and cool the dwelling and provide hot water for domestic use. M.Shell work items/ services - improvements to the dwelling unit to increase the energy efficiency of the shell of the building and address weatherization-related health and safety issues.Examples include air sealing, insulation, ventilation, and smoke and carbon monoxide detectors. N.SIR Calculation - Savings to Investment Ratio. Calculation which determines cost- effectiveness for specific weatherization measures. All WxP conservation measures must be cost-effective, based on lifetime savings and cost calculations performed by the Weatherization Assistant (WA) software. An SIR of one (1) or greater is required for all conservation measures. 4 Energy and Environment Advisory CommissionPage 11 IV. Funding Availability The continuation of the WxP pilot is dependent upon the availability of funding to Dakota County from the federal Community Development Block Grant (CDBG) program and interest from the CDBG sub-recipients to continue such a program in the future. Dakota County has received CDBG funding since 1984, with 2012 the first year in implementing the Weatherization Plus Pilot Program. V. Forms of Assistance Assistance from WxP households is in the form of aforgivable loan. The maximum Deferred Loan amount secured by a single property at any given time shall be $8,500. The minimum Deferred Loan amount shall be $4,000.Services that are provided to every WxP homeowner include: A. Education regarding energy conservation. B. and identify opportunities for energy efficiency improvements. C. Exterior wall and attic insulation, if needed. D. Air infiltration and bypass sealing, if needed. E. Natural gas and electrical baseload efficiency improvements, if needed. F. Test, repair and/or replace home heating systems to ensure efficiency and safety. G. General repair and health and safety measures needed to allow the safe completion of weatherization services. In addition, residents of participating cities may be eligible for other rehabilitation programs, such as the MHFA Fix-Up Fund and Rehabilitation Loan programs. VI. Property Eligibility A.Property must be located in either the city of Rosemount or the city of Eagan and in need of improvements that are eligible. B. Property must be in compliance with applicable zoning ordinances or other land use regulations. C. The property must be structurally sound and feasible to weatherize as determined by the CDA Weatherization Coordinator. An exception may be made to allow 5 Energy and Environment Advisory CommissionPage 12 weatherization of property that is determined not to be economically feasible in cases where threats to health and safety exist and no alternatives to the continued occupancy of the structure can be identified. D. One, two or three unit structures that are permanent in nature shall be eligible provided that the owner occupies one of the units and is the applicant. Manufactured housing in not eligible. Total cost of work on multiple units is subject to loan minimum and maximums provided in section VII. Work financed on structures containing rental units shall be limited to common systems or structural components and work directly on the owner-occupied portion of the structure. E. Properties previously weatherized through the federally funded Weatherization Assistance Program are not eligible for a WxP loan. F. Mortgage payments and property taxes must be current on the property to be improved, whether taxed as real property or personal property. G. The residential structure must have been constructed more than 15 years ago. VII. Applicant Eligibility A. Applicants must demonstrate an ability to make mortgage payments. B. An applicant will be deemedincome eligible if the applicant's gross income is within 50% - 80% of area median income (AMI) limits annually published by HUD.See Appendix III for AMI limits. C. Eligible applicants cannot have Assets greater than $60,000.00. VIII. Selection The funding available for the loans through the WxP pilot program is $110,467.70. The number of households served will depend upon the final amounts awarded per loan (minimum of $4,000 and maximum of $8,500). The pilot program is anticipated to launch in Fall/Winter 2012 with loans provided through May of 2013. The WxP pilot program will be promoted for approximately three weeks, followed by an application period of one week, or longer as needed. Applicants will be selected at random through a lottery system administered by CDA staff. If a selected applicant does not meet the required criteria, another applicant will be randomly selected. This will continue until all WxP pilot program funds are committed. 6 Energy and Environment Advisory CommissionPage 13 If more loans are made available, in addition to those originally selected, additional applicants will be randomly chosen by the lottery system until all WP funds are committed. IX. Loan Limits and Conditions A. WxP Loans are zero interest and require no monthly payment by homeowners. All loans shall be fully forgiven after fifteen (15) years. These loans will have a graduated forgiveness that includes 1/5 (20%) of the principal loan amount forgiven every three (3) years. For example, if the Applicant sells a home ten years after the loan was received, then 3/5 (60%) of the loan will be forgiven. B. The energy audit will identify the scope of work that best maximizes funding resources and energy efficiency as measured with a Savings to Investment Ratio (SIR). C. WxP Loans must be paid back when the property is sold, transferred, or no longer the principal residence of the original applicant. The amount due is the lesser of either the current loan balance (subject to the graduated forgiveness schedule), or the Net Proceeds. loan repayment and any closing costs. X. Eligible Work Items Services eligible through the Weatherization Plus Program (WxP)are defined and discussedin the Minnesota Weatherization Program Policy Manual (rev. 3/19/03) and the Minnesota Weatherization Field Guide (copyright 2003). These services have been deemed by the U.S. Department of Energy and the State of Minnesota to be the most cost-effective ways to conserve energy in Minnesota homes. An energy audit will be conducted on each dwelling unit to determine the work items for each unit (see XI. Procedures for Processing Loans). Below is a summary of eligible work items. See Appendix IVfor all the allowable activities. A. Minor and major air sealing. B. Attic insulation. C. Sidewall insulation. D. Blower door diagnostics, pressure balancing and ductwork sealing. E. Miscellaneous insulation work such as crawl space and rim joist insulation. 7 Energy and Environment Advisory CommissionPage 14 F. Natural gas and electrical baseload measures (including but not limited to water heater and pipe insulation, low-flow showerheads, compact fluorescent lighting and energy-efficient refrigerators). G. High-efficiency heating systems. H. General repair and heath and safety improvements needed to allow the safe completion of weatherization services. I. Central air conditioning systems are eligible, but CDA staff may deem other improvements higher priority. Please note that window replacement is not covered under WxP. XI. Wx Plus Procedures Procedures A.Applicant eligibility shall first be reviewed and approved by CDA staff prior to working with Weatherization staff.CDA staff shall review all submitted income documentation to verify the household income, based upon the U.S. Department of Housing and Urban Development (HUD) income verification standards. See VI Property Eligibility and VII Applicant Eligibility for details. See Appendix I for details on required income documentation. B.Energy Audit. Each eligible dwelling unit scheduled for weatherization shall have an energy audit provided by a CDA-approved energy auditor. The audit must take place after household eligibility is established and prior to the start of any weatherization work. The energy audit is a thorough on-site evaluation of the four hours. During the energy audit, the auditor will: Collect information on the existing condition of the dwelling, including review of energy use data, detailed measurements, photographs, blower door testing, and testing and evaluation of the condition of the heating system and other combustion appliances;and Evaluate the home for energy conservation opportunities and energy-related health and safety problems that could be affected by weatherization activities. C.Assessment/Plan. The CDA Weatherization Coordinator will input data from the energy audit into the state-approved Weatherization Assistant software. The software prioritizes energy conservation measures and determines which measures have an acceptable Savings to Investment Ratio (SIR).The Weatherization 8 Energy and Environment Advisory CommissionPage 15 Coordinator uses this information to determine the best course of action to take to improve energy efficiency and correct energy-related health and safety problems. D.Approved Work Plan. Based upon the energy audit data and Weatherization Assistant software recommendations, the CDA Weatherization Coordinator will develop the optimal weatherization work plan for the dwelling unit. The Weatherization Coordinator will secure approval from the homeowner - either in person or via phone or e-mail - prior to sending out work orders to complete the work. NOTE. The work plan is intended to maximize energy savings and ensure the s occupants. Because interactions between some of the measures could make it unsafe or detrimental to the long-term condition of the home to complete only a portion of the recommended work, the homeowner will generally need to agree to the work plan as a package. The CDA reserves the right to decline to offer the household a loan if the full work plan is not agreed upon by both parties. specific work plan measures will be considered on a case-by-case basis. E.After the approval of the work plan, the Weatherization Coordinator shall procure the necessary work items. See Procurement section below for details. F.After all work has been procured and is acceptable to both the CDA and homeowner, a loan closing is scheduled. At the closing, the appropriate documents are executed as required for the CDA to secure the loan (see Appendix I for copies of documents). A Work Agreement is executed by the Applicant and contractor and approved by the CDA. This agreement outlines the contractual conditions that both parties are required to follow. Work will be authorized to begin by the CDA after all documents are signed and the loan is secured by being recorded with Dakota County G.Work commences at the dwelling unit and contractors are in contact with both the homeowner and the CDA Weatherization Coordinator.During weatherization, CDA WxP staff will authorize and monitor the work. H.Final Inspection. A final inspection is performed to ensure that all measures are correctly completed, and the client is satisfied with the work. Inspections are also a diagnostic quality-assurance check on the thoroughness of each energy audit completed on a dwelling. All installed Conservation, Health and Safety, General Repair, and Mechanical measures must pass a final inspection before the unit may be reported as completed and before contractors are paid. Final inspections shall be conducted by the CDA Weatherization Coordinator. The CDA Weatherization Coordinator will determine if a re-work is necessary to correct any work missed or not satisfactorily completed by contractors. If re- 9 Energy and Environment Advisory CommissionPage 16 work is completed, the CDA Weatherization Coordinator shall be responsible to re-inspect. When a final inspection is complete and signed by the inspector, no additional funding may be spent on the dwelling. I.When the final inspection is completed, a Completion Certificate is issued by the CDA. All Davis Bacon payroll documents must be reviewed and approved by the CDA prior to payment. The contractor(s) shall be paid directly by the CDA based on provisions in the approved contract(s). Procurement A. The CDA has an adopted Statement of Procurement Policy that is the basis for following public methods to secure construction and professional services. In addition, the DOC provides guidance on proper procurement procedures. B. The CDA uses a standardized price list system for WxP work items, specifically work items in Sections 1 9 in Appendix IV, also known aSince Shell Work items listed in Sections 1 9 in Appendix IV are very common and standard in most residential structures, it would be impractical to bid out every project, resulting in a repetitive process with similar results. Therefore, the CDA has developed a common price lists for shell work. C. The approved price lists have been developed with an analysis of material and labor costs, including federal Davis-Bacon wage rates and payroll documentation requirements. D. The CDA will select qualified WxP contractors based on a fair and open annual bidding process for mechanical items, listed in Sections 10 22 in Appendix IV. The number of contractors selected shall be based on a combination of factors, including the number of housing units to complete, the capacity of each contractor, and the qualifications of contractors selected to work in Dakota County. The appropriate Davis Bacon wage determination and associated requirements will be included in the bidding process. E. For the WxP work that shall be bid out, a minimum of three (3) bids may be required per job except in extraordinary circumstances where bidding is impractical/difficult and submitted costs can be verified as reasonable according to the Weatherization Coordinator. Jobs will be awarded to the lowest responsible bidder. Davis Bacon documents will be included in the contracts. F. Bids will be reviewed by the CDA Weatherization Coordinator and reviewed with the homeowner prior to the execution of a contract. XII. Appeals 10 Energy and Environment Advisory CommissionPage 17 Each person applying for funding from the WxP Program shall have the right to appeal any determination of the CDA staff to the Director of Community and Economic Development of the agency. Appeals should be made in writing within 30 days of the event causing the appeal. XIII. Statement of Affirmative Action The CDA shall insure that every person be given full and equal opportunities for employment in the WxP undertaken by the CDA. It shall be the policy of the CDA that no individual shall be discriminated against with respect to compensation, terms, conditions, or other privileges of employment, because of race, color, religion, creed, sex, national origin, disability, marital status, age, or status with respect to public assistance. The CDA as the administrator of the Dakota County WxPshall do whatsoever necessary to guarantee that minority contractors and subcontractors are provided equal opportunity to perform weatherization work. XIV. Modifications The Executive Director of the CDA has the authority to make modifications to this document as deemed necessary for the continued implementation of same, including, but not limited to: (1) policy revisions necessary due to a change in design of the WxP Pilot Program; and (2) policy revisions necessary due to changes in the rules and regulations of the CDBG Program. The Executive Director has the right to amend this policy and/or discontinue the WxP Pilot Program at any time. 11 Energy and Environment Advisory CommissionPage 18 APPENDIX I DOCUMENTATION REQUIREMENTS Thank you for requesting an application for a Weatherization Plus Loan through the Dakota County Community Development Agency (CDA). To speed the processing of your application, please do the following: 1.Complete the application. Please do not leave any questions unanswered. 2.Submit copies of the following with your completed application: Verification of your income: 1. If you are employed, we will need copies of your four most recent pay stubs from each of your places of employment. 2. If you are self-employed, or if you receive rent from another property, please submit complete copies of your Federal tax forms and all related schedules for the past two years. 3. If you receive Social Security or SSI, please call 1-800-772-1213 to obtain a statement directly from Social Security. 4. If you receive child support, please submit a six-month printout Support and Collections, or a signed statement from the person you receive it from. 5. If you have other sources of income, please call Mark Hanson at (651) 675-4469 about needed documentation. Assets 1.A complete copy of your six most recent bank statements from each of your Checking accounts. 2. A complete copy of your one most recent bank statement from each of your Savings accounts. Verification of your outstanding mortgage balance(s), payment status and your monthly payment amount(s). If you pay association dues, please send in documentation showing you are current on your dues. Your Rights to Information and Privacy. hard copy 4. Return a completed application and other required information to the following address: 12 Energy and Environment Advisory CommissionPage 19 Dakota County CDA 1228 Town Centre Drive Eagan, MN 55123 Attn: Bruce Anderson When we receive the above items, we will evaluate your application based on your income, financial assets, credit history, equity in the property, and your ability to repay a loan based on our underwriting standards. You will be notified of all decisions in writing. If you have any questions, please call Mark Hanson at (651) 675-4469. Thank you for your interest in our loan pilot program! 13 Energy and Environment Advisory CommissionPage 20 APPENDIX II SUBORDINATION / AMENDMENT / SATISFACTION POLICY 1. Subordinations: A. Requests for subordination of the interest of the Dakota County CDA in real property shall be considered after the lender has submitted a Subordination : Request Form. The completed form shall containthe following information 1. The reason for the requested subordination. 2. The amount of the loan to which we would be subordinating. 3.The full name of the lending institution as it will appear on the subordination. 4. The current principal balance of any other superior lien secured by the property. 5.The value of the property. The lender shall attach a copy of the current appraisal or other evidence of market value of the property that is acceptable to the CDA. 6.An attached copy of any current title work that has been prepared. 7.Estimated closing costs/settlement statement. B. T the refinance will improve the financial situation of the borrower. 1.Closing costs for the new superior mortgage must be deemed to be reasonable by the CDA. Generally this shall mean that the sum of all discount points, origination fees, and lender ancillary fees generally shall not exceed 3% of the new first mortgage amount. 2. Property taxes, if not escrowed by the superior mortgage holder, must be current. 8.In most cases, interest-only loans or loans with interest-only options will not be allowed unless the Director of Community and Economic Development determines that an acceptable reason warrants this type of loan. 14 Energy and Environment Advisory CommissionPage 21 The Director of Community and Economic Development may approve other subordination requests on a case-by-case basis that are clearly in the best interests of the CDA, and the security of the CDA loan remains acceptable, and denial of the request will cause or contribute to a documented hardship on the part of the borrower. C. Subordination requests will be processed by Community and Economic Development Department staff, who will submit the request, with a recommendation for action, to the Director of Community and Economic Development. The Director shall approve or disapprove all requests for subordination. Requests for subordination should be submitted a minimum of ten (10) working days prior to the date the agreement to subordinate is needed. D. Fees: 1. Subordination requests, if approved, will be subject to a processing fee as established annually by the CDA, which must be paid prior to the CDA providing the Subordination Agreement. Fees are not refundable. 2. Amendments: A. Amendments of the terms of existing loans may be authorized by the Director of Community and Economic Development upon the recommendation of Community and Economic Development Department staff. Such amendments shall be limited to increases in the remaining term of a loan in order to lower the monthly payment amount to accommodate a financial hardship of the borrower that has been documented by Department staff. Any other changes in the terms Commissioners. 3. Satisfactions: A. When a loan made by the CDA is paid in full, a document satisfying the lien will be prepared by the CDA and delivered to the borrower for recording. 15 Energy and Environment Advisory CommissionPage 22 APPENDIX IV ALLOWABLE ACTIVITIES & MEASURE TYPE CHART 17 Energy and Environment Advisory CommissionPage 24 To: Tom Hedges, City Administrator From: Juli Seydell Johnson, Director of Parks & Recreation Date: September 26, 2012 Subject: EEAC Work Plan Items Current EEAC Projects 1. Review of City Ordinances/Procedures a. EEAC Subcommittee: b. EEAC Work to Date: c. Staff Work to Date: d. Potential Staff Interface Energy and Environment Advisory CommissionPage 39 e. Challenges/Next Steps: i. 1. 2. 3. ii. iii. iv. v. 2. PACE a. EEAC Subcommittee b. EEAC Work to Date: c. Staff Work to Date: d. Potential Staff Interface: e. Challenges/Next Steps: i. ii. Energy and Environment Advisory CommissionPage 40 iii. iv. v. 3.water conservation a. EEAC Subcommittee b. EEAC Work to Date c. Staff Work to Date: d. Potential Staff Interface: e. Challenges/Next Steps: i. ii. iii. 4.active living a. EEAC Subcommittee b. EEAC Work to Date c. Staff Work to Date: Potential Staff Interface: Challenges/Next Steps: Energy and Environment Advisory CommissionPage 41 5. eliminating the use of coal tar sealers a. EEAC Subcommittee b. EEAC Work to Date c. Staff Work to Date: d. Potential Staff Interface: e. Challenges/Next Steps i. ii. iii. 1. 2. iv. v. vi. 6. publication of the existing tiered rate schedules licensed waste haulers a. EEAC Subcommittee b. EEAC Work to Date Energy and Environment Advisory CommissionPage 42 c. Staff Work to Date d. Potential Staff Interface e. Challenges/Next Step i. ii. iii. EEAC Subcommittee EEAC Work to Date Staff Work to Date Potential Staff Interface Challenges/Next Steps EEAC Subcommittee EEAC Work to Date Staff Work to Date Potential Staff Interface Energy and Environment Advisory CommissionPage 43 EEAC Subcommittee EEAC Work to Date: Staff Work to Date Potential Staff Interface Energy and Environment Advisory CommissionPage 44 Please SAVE THE DATE for upcoming GreenStep Cities workshops. E topic in addition to opportunity for Q&A generally about GreenStep Cities and the best practices and a primer on B3. The first one will focus on solar permittin 9am-11:30am at the League of MN Cities office in Saint Paul. You c http://greenstep-solar.eventbrite.com/ All workshops will be held at the League of Minnesota Cities off begin at 9amMark Your Calendars Today! th November 9 -- Solar Technical Assistance th January 9 --Sustainability Indicators th March 7--Lighting Complete the GreenStep Cities Renewable Energy Best Practice! Solar energy is a valuable local resource, but is largely undeve Solar Challenge is a program to help local governments encourage foster solar energy markets. is working with the Minnesota Solar Challenge, a new program funded by the U.S. Department of Energy Sunshot Init Minnesota Division of Energy Resources. Through this program th and the Minnesota Renewable Energy Society are working with comm barriers to solar energy investment and encourage private sector development of solar energy resources in the community. The Minnesota Solar Challenge provides free technical assistance investigate adopting local government best practices for enablin best practices focus on: Setting clear and consistent standards for issuing permits for s electric), costs, and Ensuring that land use regulation (including comprehensive plan solar energy installations fairly and consistently with other si Technical assistance can include: Workshops detailing the local government best practices and how to your community. Working directly with city decision-makers and staff to explain energy resource. Presenting and discussing local government best practices direct and elected officials. Energy and Environment Advisory CommissionPage 45 Helping individual cities investigate how the best practices fit regulations, and Writing draft language or guidance documents for permitting and the local conditions and circumstances of the individual city. At least 20 communities will receive direct technical assistance practices. If your community is interested in participating, or in finding opportunity, please contact Laura Cina with the Minnesota Renewa laurac@mnrenewables.org or 612-963-4757. For more information on the Minnesota Solar Challenge go to: http://mn.gov/commerce/energy/topics/clean-energy/Solar/Minnesot Energy and Environment Advisory CommissionPage 46 Item# VIII. Subcommittee Updates G. Communications General Guidelines for all Communication Outlets Content must be specifically related to EEAC Council approved goals & objectives. Intent must be informative rather than promotional or advertisin services hosted by other agencies and businesses. Must provide background and a communication contact from the EEA can respond any questions that may arise . Information & Guidelines Communication Outlet City Facebook Page Short and concise, approximately 144 characters or 1 - 2 sentences, and should link to the City Web Site for further information. If linking to external sites this will require approval from the Communications Dept. Here is a brief list of few of the approved Links. Governmental Agencies Educational Institutions Organization Working Collaboratively with the City of Eagan Quasi-Governmental Entities i.e. watershed or regional parks districts that include Eagan City Sign/Marquee Boards Messages are 3 lines, each line is 18-19 characters, message will run for one week typically from Monday thru Sunday. City Web Site Short and concise, be specific on exactly what you are trying to convey to the residents. External links can be added this will require approval from the Communications Dept. Here is a brief list of few of the approved Links. Governmental Agencies Educational Institutions Organization Working Collaboratively with the City of Eagan Quasi-Governmental Entities i.e. watershed or regional parks districts that include Eagan Eagan Business News This is a Communications and Economic Development staff, in conjunction with the Dakota County Regional Chamber of Commerce. The printed version is mailed to nearly 2,000 Eagan business representatives on a quarterly basis. Article must be business related and approved by Communications. Communication Outlets - EEAC Energy and Environment Advisory CommissionPage 47 Item# VIII. Subcommittee Updates G. Communications Eagan Television (ETV) If considering using this Outlet a proposal must be submitted to Director Seydell Johnson and Dave Elbon from ETV. Topic and content must be specific and concise and provide valuable information for residents. 9ã¦;©z;“-; 9m“ b;Þ­Œ;··;© This Newsletter is produced by the City of mailed to all Eagan households six times per year. This four-page tabloid-size publication. Articles to be concise and related to the season or schedule of events. A written draft of the article will need to be submitted for preapproval from Director Seydell Johnson and the Communications Dept. t©;­­ w;Œ;­; Short and concise, be specific on exactly what you are trying to convey to the residents. A written draft of the article will need to be submitted for preapproval from Director Seydell Johnson and the Communications Dept. Communication Outlets - EEAC Energy and Environment Advisory CommissionPage 48