Sustainability Committee

Minutes of the regular meeting of the Natural Resources and Sustainability Stewardship Advisory Committee held Thursday, July 25, 2019 at 4:00 p.m. at the Ogden City Municipal building, 2549 Washington Blvd., Ogden, Weber County, Utah. Members Present: Joe Linford Adam Tobey Bill Hackett (via phone) Bonnie Christiansen Heather Root Julie Ray Pearl Marden Chase Wilson Stephen St. Peter David Stevenson Members Excused: Makenna Hill Rachel Ballard Ex-Officio: Jay Lowder Amy Mabey Leesa Brinkerhoff Guests: Aimee Urbina – Utah Clean Energy Shelby Stultz – Utah Clean Energy Brooke Tucker – Utah Clean Energy Representative – Utah Clean Energy Ed Macner – Ogden City Resident CALL TO ORDER / WELCOME / ROLE CALL • Joe welcomed the committee members and called the meeting to order. • Leesa called the roll. COMMITTEE QUORUM VOTE ITEM #1 COMMITTEE RULES OF PROCEDURES – Mara Brown • Mara updated the committee on a couple of items on the committee rules of procedures draft: 1. Page 3 - composition of a committee - clarified that base members and student members have equal vote and equal participation on all matters, including subcommittees. 2. Quorum – per the ordinance, is based off the base members present. If there weren’t student members present, base members would still have a quorum, because it would be one half plus one of the base members. Mara suggested the ordinance should be changed to include student members for quorum. So, until then, we may want to say that it’s based off of the base members and students are included. 3. Based on the fact that this is an advisory committee, the Director of Public Services, at the director’s discretion, can place an item to the agenda for the next meeting. 4. Recommended language to include, “In consultation with the staff, the committee may vote to postpone an agenda item to the soonest available meeting due to time constraints or for lack of a quorum, if postponement doesn’t inconvenience members, staff, or guests present at the meeting. • Joe asked if someone wanted to put forward a motion. • Adam moved to approve it. • It was seconded. • The vote passed unanimously. OGDEN ENERGY WISE PROJECT PRESENTATION BY UTAH CLEAN ENERGY – Aimee Urbina / Shelby Stultz • Joe introduced Aimee Urbina and Shelby Stultz from Utah Clean Energy and invited them to begin their presentation. • Shelby and Aimee are project coordinators. • Brooke Tucker introduced herself as the Director of Energy Efficiency. • Energy Wise is a joint effort with the governor’s office of energy development. 1|Page • Project partners are: 1. Utah Clean Energy (Implementer) 2. Brendle Group (Co-Implementer) 3. Governor’s Office of Energy Development (Oversight) 4. Department of Energy (Funding Source). • Key project deliverables are: 1. Ogden energy consumption baseline data assessment 2. Formally adopted energy efficiency and resilience goal(s) 3. Development of implementation plan • Included pie charts showing 2018 Community Electricity Use, 2018 Community Electricity Cost, and 2018 Number of Customers. All were provided by Rocky Mountain Power (RMP) • Concerned about looking at social economic data as well and showed mapping of population density and percentage of households below poverty line. • Analyzing where areas of diversity are in the city. • Starting to enter formally adopting energy efficiency and resilience goals. Aimee handed out goal setting questionnaire. • Resilience definition is defined by the Department of Energy. The resilience goal was explained. • Bonnie asked if the commercial business includes small business and large business. Shelby said it does include both, but not industrial businesses. And, they don’t have anything from the natural gas side because of delays in data requests. • Goal formats are: 1.Energy-reduction goals 2.Renewable energy goals 3.Economic savings goals 4.Incentive-related goals 5.Participation goals • Aimee showed a slide of what other cities have done, such as Moab- UT, Park City - UT, Missoula – MT, Bend – OR. • Bonnie said 100% renewable energy should be a goal. • Jay asked what happens if they don’t reach their goals. Shelby said she doesn’t know yet. Brooke said goals do not include penalties, like a mandate would. • Municipal facilities here in Ogden are already taking steps to share in successes of communities like with Weber State University (WSU). • Chase Wilson said he works at WSU and is working a lot with the communities. It will be interesting to see which private businesses will participate and what they are willing to do. • Shelby said we have a lot of support from RMP and Dominion Energy in this project. • Bonnie said it’s going to take everyone if we’re going to reach a sustainable community goal. • Shelby asked the committee what kind of tangible goals they would like to see as community members, and what types of incentives. • Joe said providing feedback is a little premature since most of us don’t know the details. • Bonnie said she didn’t see anything on their list about energy code enforcement. Shelby said it would be a good opportunity to pull in Mr. Anderson, their Utah Clean Energy supervisor on this projects, as he could be a good resource. • City codes cannot be harsher than state mandated codes. • Brooke emphasized that a lot of this will not be reinventing the wheel. 2|Page  • Shelby asked who should be included in establishing these goals. Amy responded that it should be the Council and Mayor. • Joe thanked them for the presentation and they were excused. PUBLIC MEETING TRAINING – Tracy Hansen • Joe introduced Tracy Hansen, the City Recorder, for training on public meetings. • Tracey said the State of Utah requires training for public and open meetings. • Section 52-4-103 describes a meeting: 1. A convening of a public body with quorum present to discuss, receive comment, or act on a matter under its jurisdiction or advisory power. 2. Not a chance or social meeting Describes a public body: 1. As any administrative, advisory, executive or legislative body of the state or political subdivision that: a. Is created by ordinance or resolution; b. Expends, disburses, or is supported by tax revenue; and c. Is vested with the authority to make decisions regarding the public’s business • Participation: 1. Can participate via electronic means with proper public notice 2. Public must have a way to attend/participate – anchor location 3. Must be adopted into existing rules/policy (per Administrative Policy 1799) • Public Notice: 1. A public body must give notice at least 24 hours before each meeting. The public notice must: a. Include the date, time and place of meeting; b. Include an agenda that lists topics with reasonable specificity to be considered; c. Be posted at the principal office of the public body; d. Be provided to a newspaper or local media correspondent; e. Be posted on the Utah Public Notice Website; and f. Be posted on the City’s website (City policy) • A public body may discuss a topic raised by the public that is not listed on the agenda, but may not take final action on that topic at that meeting. • In addition, a public body that holds regular meetings that are scheduled in advance over the course of a year shall give the public notice at least once each year of its annual meeting schedule. • State law allows for meeting for “emergency or urgent” matters if: 1. Unforeseen circumstances are necessary for a public body to hold an emergency meeting to consider matters of an emergency or urgent nature; 2. Best practicable notice must be given of the time and place of meeting, as well as topics to be considered; 3. Minutes must include a statement of the unforeseen circumstances that made the emergency meeting necessary • Tracey showed a slide of a sample agenda. • Minutes and Recordings – Sections 52-4-203 and 52-4-206 1. A public body must keep written minutes and a recording of all meetings. A recording is not required for a site visit or field trip. 2. Recording shall: 3|Page  a. Be a complete unedited record from beginning of meeting through adjournment; and b. Be properly identified with public body name, date, time and place. 3. Written minutes shall include: a. The date, time, and place of meeting; b. The names of members present and absent; c. The substance of matter proposed, discussed or decided; d. A record of the vote taken; e. Available to the public within a reasonable time; and f. Approved by the public body 4. A public body must make a recording of an open meeting available to the public within three business days. • Minute Content: The primary objective for minutes is to preserve a record of business transacted at a meeting. Minutes should: 1. Summarize actions of the public body; 2. Be clear and concise; 3. Be objective; a. Don’t include interpretations of the mood or tone such as “a heated discussion took place;” 4. Have a logical flow a. Even if meeting is fragmented, minutes should be logically organized 5. Be consistent with organization’s format standards a. Summary of meeting as outlined by the Open and Public Meetings Act b. Not a word for word transcription COMMITTEE QUORUM VOTE ITEM #2 – APPROVAL OF MAY 23RD AND JUNE 27TH MEETING MINUTES - Committee • Joe asked if someone wanted to put forward a motion to approve the May 23rd and June 27th meeting minutes. • Bonnie moved to approve meeting minutes. • All committee members voted “aye.” • Result - Approved COMMITTEE QUORUM VOTE ITEM #3 – MISSION AND VISION – Joe Linford Mission: • Joe mentioned Bonnie’s suggestion from the previous meeting to amend the last sentence of the mission statement to include the words, “sustainable and environmental practices” and “and life sustaining systems and resources”. He asked if anyone else had something to add. No one else had anything to add, so it was placed before the committee to vote. The committee unanimously voted to include Bonnie’s recommended language. Vision: • Bonnie recommended taking out the term “use” and replace it with “and be supported by”. • Heather moved to accept Bonnie’s amendment. All voted “aye” and it passed unanimously. • Joe said the annual plan will be discussed at another time. HB 411 UPDATE 4|Page  • Amy said the Council is aware the committee is looking at the item currently. Pending recommendation from this committee, it is scheduled for the October 1st work session. Joe or Jay can present it. • Amy explained the process and said the Council is very much on top of it, and there are no foreseen issues with the timelines. Mara will put together the resolution for review by the committee. • Bonnie asked what the actual adoption date would be. Amy said we’re not sure at this time. • Joe said we have received a formal request from City Council for the committee’s recommendations on HB 411. SUBCOMMITTEE DISCUSSION – Committee • Joe asked if everyone had a chance to review the recommendations for subcommittees that he sent out. He asked if there were any thoughts, comments, or changes. • Bonnie recommended to change the name of the Air Quality subcommittee to Air Quality and Climate subcommittee. • Joe asked how the committee feels about the number of subcommittees and if they’re focused enough. • Julie said she feels the Student subcommittee and Education and Community Outreach committee may overlap. She recommended they be combined. • Pearl said she is also interested in combining them. • Stephen agreed that it makes sense to combine them. • Joe asked the committee if the Student subcommittee be disbanded. All agreed that it should. • Joe said there are 2 changes to the proposed subcommittee; 1. Change the name of the Air Quality subcommittee to Air Quality and Climate subcommittee, 2. Disband the Student subcommittee. He moved to adopt the subcommittees as proposed with the 2 amendments. All voted Aye. • Joe asked the committee members which subcommittees they would like to be on. They responded as follows: Education and Community Outreach Subcommittee o Julie Ray o Pearl Marden o Chase Wilson o Adam Toby o Stephen St. Peter o Rachel Ballard (Pearl said Rachel will be interested in this subcommittee) o MaKenna Hill (Heather said MaKenna is interested in this subcommittee and possibly another) Government/Private Partnership Subcommittee o Stephen St. Peter o Joe Linford o Chase Wilson Air Quality and Climate Subcommittee o Bill Hackett o Bonnie Christiansen o Heather Root o David Stevenson Water Quality, Supply and Conservation Subcommittee o Bill Hackett o Bonnie Christiansen o Joe Linford 5|Page  Solid and Hazardous Waste Reduction and Recycling Subcommittee o Adam Toby o Joe Linford o David Stevenson (David had to leave the meeting early. Joe suggested David may have an interest and will talk with him) Sustainable Energy Subcommittee o Pearl Marden o Bonnie Christiansen o Heather Root o Stephen St. Peter Open Space Subcommittee o Julie Ray o Chase Wilson o Heather Root o Adam Toby • Joe told the committee that it’s the responsibility of each subcommittee to choose its chair person. Larger ones may want to consider a vice chair too. • Mara said subcommittees can meet anywhere. Amy said meeting space needs can be arranged through staff for city facilities. • Prior to David leaving the meeting early, Joe asked him if he had any voting inputs. David said his strong preference would be the air quality subcommittee. SHARED DRIVE FOR COMMITTEE DOCUMENTS - Amy Maybe / Leesa Brinkerhoff • Leesa said that the city’s IT and Legal departments, and Recorder’s office want this to be on OneDrive, the city’s software rather than Google. The city has more control over OneDrive. • Amy and Leesa reviewed the initial shared folders set up. They are: o Committee Admin Documents o Shared Resources o Subcommittees • Stephen asked if committee members will have permissions to add files. Leesa said yes. He also asked if, when a document is added to these folders, it will ping committee members to notify them that a document was posted. Leesa said she didn’t know, but would find out. • Mara said, if you are doing any emailing, to keep it as administrative content and to keep the discussions of the documents to meetings. • Bill suggested that documents be either as an agenda item where they’re accounted for, and/or reference them in the minutes. • Joe said, if you’re going to upload documents as a resource, and you want something to be considered in a committee meeting, send an email notifying members that it’s been placed in the shared folder and that you’ve requested it being included on the agenda. OTHER DISCUSSION • David Stevenson said he has been working with people around the country for about 3 years now to bring a recycle mill here to make 100% recycled paper. The lieutenant governor announced it about 2 weeks ago. The 6|Page  recyclers in the state all send their paperboard and paper about 1,000 miles to the nearest paper mill. The paper mills make paper and send it back about 1,000 miles to Utah. There are hundreds of trucks on the road every day to accomplish this. Just the emissions for one of the plants for getting 200 trucks per day off of the road is 100,000 tons of just CO, plus other toxins. Joe asked David if there is anything he could forward to us. David said yes. • Bonnie said Tyler Poulsen and Josh Craft have committed to presenting to the committee at the August 22nd meeting. Bonnie will give them Leesa’s contact information. • Agenda items requests must be submitted no later than 5 business days prior to Joe, Heather, Jay, and Leesa. Joe said agenda items are prioritized, so it’s possible a request may not be accepted for a particular meeting. We’ll do our best to accommodate everyone. PUBLIC COMMENT – Ed Macner, Ogden City Resident • Asked how he can access the committee’s information. Jay said we can look at getting it on our webpage. • Amy said it will probably take some time to have it online. • Adam said education and outreach is coming soon. DELIVERABLES FOR NEXT MEETING • Have subcommittee chairs and, if preferred, vice chairs designated by the next meeting. They must be other than committee Chair and Vice Chair. • Read HB 411 before next meeting to be prepared for the presentation. • Joe assigned the Education and Community Outreach Subcommittee to research the web and social media as a communications tool and make recommendations at the next meeting. ADJOURNMENT • The meeting was adjourned at 5:49 p.m. NEXT MEETING Thursday, August 22, 2019 at 4:00 p.m. in the council work room, #310 __________________________________________________ ________________________________________________ Jay M. Lowder Joseph Linford, Chair Ogden City Public Services Director Date Approved: 08/22/19 7|Page