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HomeMy WebLinkAbout02/28/2017 COW Agenda Packet r r '�iCluc�e of�Ih71tl1YI avpstl ti COMMITTEE OF THE WHOLE AGENDA Meeting Location: Meeting Date and Time: Mount Prospect, I L 60056 Tuesday, February 28, 2017 7:00 PM I. CALL TO ORDER- ROLL CALL MayorArlene A. Juracek Trustee Paul Hoefert Trustee Richard Rogers Trustee John Matuszak Trustee Colleen Saccotelli Trustee Steven Polit Trustee Michael Zadel II. APPROVAL OF MINUTES APPROVAL OF MINUTES FOR THE COMMITTEE OF THE WHOLE OF JANUARY 24, 2017 III. CITIZENS TO BE HEARD IV. SOLID WASTE CONTRACT EXTENSION V. MANAGER'S REPORT VI. OTHER BUSINESS VII. ADJOURNMENT NOTE:ANY INDIVIDUAL WHO WOULD LIKE TO ATTEND THIS MEETING BUT BECAUSE OFA DISABILITY NEEDS SOME ACCOMMODATION TO PARTICIPATE, SHOULD CONTACT THE VILLAGE MANAGERS OFFICE AT 50 SOUTH EMERSON, MOUNT PROSPECT, ILLINOIS 60056, 847/392-6000, EXTENSION 5327 Committee of the Whole Meeting-February 28,2017 Page 1 of 11 Plinge of Mount 13rosp"I Item 11. APPROVAL OF MINUTES FOR THE COMMITTEE OF THE WHOLE OF JANUARY 24, 2017 Department: ............................................................................................................................................................................................................................................................. SUPPORTS THE FOLLOWING STRATEGIC PLAN GOALS: ATTACHMENTS: Description Type Upload Date File Name D COW 1-24-2017 Backup Material 2/23/2017 1-24-2017 COW Minutes.pdf Minutes Committee of the Whole Meeting-February 28,2017 Page 2 of 11 COMMITTEE OF THE WHOLE MINUTES January 24, 2017 I. CALL TO ORDER — ROLL CALL The meeting was called to order at 7:00 p.m. in the Village Board Room of the Village Hall, 50 South Emerson Street, by Mayor Arlene Juracek. Trustees present included Paul Hoefert, John Matuszak, Steven Polit, Richard Rogers, Colleen Saccotelli and Michael Zadel. Staff present included Village Manager Michael Cassady, Assistant to the Village Manager Nellie Beckner, Public Works Director Sean Dorsey, Village Engineer Jeff Wulbecker, Traffic Engineer Matthew Lawrie, Community Development Director William Cooney, Community Development Deputy Director Consuelo Arguilles, Building Commissioner William Schroeder, Fire Assistant Chief Administration Brian Loomis, Chief Technology and Innovation Officer Andrew Schaeffer and Administrative Analyst Alexander Bertolucci. II. APPROVAL OF MINUTES Approval of Committee of the Whole Meeting Minutes for January 10, 2017. Motion made by Trustee Polit seconded by Trustee Zadel. Minutes were approved. III. CITIZENS TO BE HEARD None IV. RAND ROAD CORRIDOR PLAN Community Development Deputy Director Consuelo Arguilles stated the previous Rand Road Corridor Plan dates back to 1998. Rand Road is a major commercial corridor with Randhurst Village and Mount Prospect Plaza. In 2014 the Village applied and was awarded a Community Planning Grant from the Regional Transportation Authority (RTA) to conduct the Rand Road Corridor Plan. In 2015 the Village selected Teska and Associates as the primary consultant to lead the study with additional team members consisting of Kimley-Horn (transportation), Goodman Williams Associates (market) and Gandhi & Associates (traffic) to evaluate the corridor's existing conditions and potential for the future. She stated that the plan reviews the strengths, challenges and opportunities of the corridor and provides recommendations to enhance transportation, aesthetics and markets of the corridor. She summarized the stakeholder community involvement component of the study and introduced Heather Tabbert from RTA. Heather Tabbert, Program Manager, Local Planning and Programs Division, RTA, stated RTA offers grant opportunities and provides technical assist for plans that support transit. The Rand Road Corridor Plan is the third planning study with the Village. She stated that Rand Road has the potential to take more of a complete streets approach to help improve bus service, pedestrian and bicycle access and promote land uses to support transit and bus transportation. Committee of the Whole Page 1 of 5 1/10/17 Committee of the Whole Meeting-February 28,2017 Page 3 of 11 Mike Blue, Principal, Teska and Associates provided a brief project overview and detailed the community engagement aspects of the plan. He noted that all engagement elements (project website, stakeholder meetings, open house, and survey) were useful to the study and through every tool something new was learned. The survey highlighted the challenge of balancing the issues created by a high volume corridor running through a community, the economic development opportunities the corridor provides, and questions about pedestrian use. Community feedback communicates openness to the complete streets concept being applied to Rand Road. He also mentioned that dining options are becoming more important nationally and the Rand Road Corridor market matches the trends. Mr. Blue also said that residents reported the congestion at the intersection of Rand Rd., Kensington Rd, and Route 83 was not something that keeps them from using the intersection since many have their work arounds. It was also found that the Village's role in supporting development in the corridor is seen as an important aspect from the community. Mike Blue also highlighted a few key findings regarding the corridor's market conditions. The market is strong in terms of construction and there is potential for additional development sites. Access to developments is challenging due to Rand Road being on an angle. Also, the zoning analysis findings tell that there is not an impediment from the development aspect regarding the Village's Zoning Codes. Peter Lemmon, Senior Transportation Engineer, Kimley-Horn and Associates provided an overview of the transportation component of the plan. The corridor is primarily auto oriented; however, as part of the complete street ideology the study looked at all users whether they are young and old, biking, taking transit, or driving. The plan leverages different modes of transportation and having a variety supports different goals. He reviewed the strengths, opportunities and challenges of the various modes of transportation (vehicle, pedestrian/bicycle, transit). Mr. Lemmon discussed existing unfriendly pedestrian connections with gaps between sidewalks, difficult street crossings and biking opportunities. He stated recommendations are organized by near, mid and long term suggestions and reviewed several of these recommendations for the different modes of transportation. Todd Vanadilok, Senior Associate, Teska Associates presented the Corridor Character & Design of the Rand Road Corridor Plan. He stated the corridor does not have one single design and it actually has several identities that include neighborhood connector, greenway corridor, individually serviced lots/smaller retail centers and large format developments. He explained the importance of transit amenities and pedestrian connectivity to the character and design of the corridor. Mr. Vanadilok reviewed opportunities to change corridor character through three different types of development. This includes developing vacant sites, redeveloping areas through roadway improvements and redevelopment of underutilized sites. He noted that changes to larger sites tend to be more impactful and the diagonal nature of Rand Road provides some challenges. He presented design concepts to be considered to improve the corridor for all users which included transit amenities, pedestrian connectivity, bicycle amenities, gateway and signage, appropriately scaled lighting, landscaping and sustainability, place making and corridor identity, building architecture and site design. Committee of the Whole Page 2 of 5 1/24/17 Committee of the Whole Meeting-February 28,2017 Page 4 of 11 He explained the conceptual implementation plan with near, mid, and long term strategies with partnering agencies and potential funding sources. He also provided a brief review of the included marketing strategy. It is a two part message that promotes that Mount Prospect is business friendly and that it is a place for shopping and commerce. The following responses from Teska and Associates, Kimley-Horn and Associates, Pace and staff were provided to questions from the Village Board: • Discussed the tradeoff of corridor objectives. Reducing traffic congestion means simplifying movement; however, improving pedestrian crossings is likely to increase signal timing which could increase congestion. • Illinois Department of Transportation identified maintenance projects for the corridor. No other improvements have been identified at this time. Aligning intersections or curb cuts are opportunities for future developments. • Provided further detail regarding mixed use pathway concept along Rand Road. Path screening would be design to address safety and comfort. • Bus transit ridership within the corridor is currently low; however, there is not a continuous transit line that runs through the Rand Road Corridor. • Presented design concepts for lighting improvements. • The inherent conflict of driving habits and the corridor are to the merchants benefit. • 60% of study participants indicated they would like to walk or bike to Randhurst; however, no one identify a bike path to Randhurst. If improvements were made for pedestrians and bicycles it would be expected that more people would use those forms of transportation. • PACE evaluates routes on potential ridership and the last time Rand Road was evaluated the demand for a bus route didn't meet the threshold. • Possibility to combine projects in an attempt to pursue grant or external funding to start Rand Road Corridor improvements. Example, improve character of corridor by connecting gaps in the existing sidewalk infrastructure. • Private developments and utilizing easements provide the best opportunities for Rand Road Corridor improvements. Public Comment Dale Henricksen — DLC Management Corporation Randhurst Village Kevin Mottlowitz— GMX Real Estate Group Owners of the Mitchell Buick Site Louis Goodman 310 N. School Street John Korn 301 N. William Mayor Juracek stated the proposed Rand Road Corridor Plan will be presented at a regular board meeting for consideration and acceptance. Committee of the Whole Page 3 of 5 1/24/17 Committee of the Whole Meeting-February 28,2017 Page 5 of 11 V. CODE AMENDMENTS TO CHAPTER 14, 21, 23 AND 24 OF THE VILLAGE CODE OF THE VILLAGE OF MOUNT PROSPECT Community Development Director William Cooney stated the Village follows the 2012 International Building and Fire codes with local amendments and 2011 National Electric Codes. As part of the Strategic Plan, staff has reviewed the existing code and analyzed the newly published International and National codes. Additionally, staff examined the local amendments to improve performance while ensuring the life safety code requirements are maintained. Mr. Cooney then provided an overview of proposed Village Code updates that include: 1. Eliminate garage sale permits but maintain the regulation that limits each homeowner to three sales annually; 2. Update new construction definition to clarify what constitutes the demolition of a wall and the point which a structure is considered demolished; 3. Change reinspection fees for permits so that costs are placed on the contractor and not the property owner; 4. Revise work without permit fees to be reflective of cost of construction; 5. Change property maintenance standards regarding graffiti abatement and prohibiting placement of plywood on openings without approval from Code Official; 6. Eliminate local code requirements of solid or hollow core concrete masonry between attached single family residences; 7. Eliminate local plumbing code requirements; 8. Updated building and fire construction high rise definition to follow the standard International Code definition; 9. Eliminate maximum permitted density in the 135C zoning district and review on a case by case basis as Planned Unit Developments; and 10. Increase the permitted height of the residential fences from 5' to 6'. Staff provided the following in response to questions from the Village Board: • Garage sales permits are enforced on a complaint basis. • Cases of contractors that frequently work without a permit are taken to administrative adjudication. • Discussed the proposed graffiti abatement period of two days and the Village's experience regarding contractors ability to complete abatement within two days. • Further explanation was provided regarding requiring Code Official approval for temporary plywood coverings of openings. • International Code has been modified for sprinklers in townhomes and solid or hollow core concrete masonry between attached single family residences is no longer required. Consensus of the Village Board was to proceed with the proposed Village Code changes with the following exceptions: • Hold changes to update new construction definition for a larger review that includes residential sprinklers. • Extend graffiti abatement period from 2 to 5 calendar days. The proposed text amendments to the Building and Fire codes will be presented for adoption at an upcoming Village Board meeting. The proposed text amendments to the Committee of the Whole Page 4 of 5 1/24/17 Committee of the Whole Meeting-February 28,2017 Page 6 of 11 Zoning Code will be presented to the Planning and Zoning Commission for review and subsequently to the Village Board for review and consideration. VI. MANAGER'S REPORT None VII. ANY OTHER BUSINESS None VIII. ADJOURNMENT The meeting adjourned at 9:40 p.m. Alexander Bertolucci Administrative Analyst Committee of the Whole Page 5 of 5 1/24/17 Committee of the Whole Meeting-February 28,2017 Page 7 of 11 Plinge of Mount rrosp"t Item IV.: SOLID WASTE CONTRACT EXTENSION Department: Public Works Department ....._.._.._.._ ....._.._.._.._ ....._.._.._.._ ....._.._.._.._ ....._.._.._.._ ....._.._.._.._ ....._.._.._.._ ....._.._.._.._ ....._.._.._.._ ....._.._.._.._ ....._.._.._.._ ....._.._.._.._ ....._.._.._.._ ....._.._.._.._ ....._.._.._.._......_.._.._.... Information: The Village of Mount Prospect (the Village) currently provides single family, multi- family, and commercial solid waste services, including refuse, recycling, and yard waste streams through two (2) separate contracts. The residential contract encompasses all residential (single family and multi-family) solid waste services except refuse disposal. The second contract provides solid waste services, including refuse disposal, for all commercial properties. Both contracts establish an exclusive franchise and provide service to all parcels in the Village. Residential Solid Waste Services The current residential contract with Republic Services was originally a ten year term commencing on January 1, 2006 and expiring December 31, 2015. On June 19, 2012, as part of a voluntary annexation agreement between the Village and Republic Services, the ending date of this contract was extended to December 31, 2017. The current residential services contract introduced the use of automated cart collection for single family properties. Properties were initially provided one (1) garbage cart and one (1) recycling cart. Choice of cart size was (is) 35, 65 or 95 gallons. Residents can procure additional carts for a nominal fee and volume is unlimited provided refuse is containerized in an appropriate cart. Prior to the automated cart program, the Village utilized a modified volume program that limited collection to two (2) - 32 gallon cans. Residents were required to purchase garbage stickers for set-outs in excess of two (2) - 32 gallon cans. Residential waste is disposed of at the Solid Waste Agency of Northern Cook County's (SWANCC) transfer station situated near the intersection of Central Road and River Road in Glenview, Illinois. Pursuant to the project use agreement between the Village and SWANCC executed on March 17, 1992, all residential waste, including single-family and multi-family waste, is contractually committed to this transfer station. The project use agreement expires December 31, 2031. Disposal costs, commonly referred to as "tipping fees", are not included in the Village's residential contract with Republic Services. Tipping fees are paid Committee of the Whole Meeting-February 28,2017 Page 8 of 11 separately to SWANCC. Most SWANCC member communities have similarly structured residential solid waste contracts; disposal costs are billed separately. Under the terms of the contract with Republic Services, the Village pays the contractor for refuse and recyclable collection. Yard waste collection is facilitated via a sticker fee and other services, such as white goods collection, are directly billed by the hauler at contract rates. Residential customers, both single-family and multi-family accounts, are billed by the Village. A resident's bill would include rates determined by the collection service contract (currently with Republic Services), the disposal "tipping" fees included in the SWANCC contract, as well as minor administrative fees. The existing residential contract with Republic Services encompasses 13,595 single family residential units and 8,351 multi-family residential units. It cost $2,796,058 in 2015 (2015 is the last year actual numbers are available). Commercial Solid Waste Services The current commercial contract was originally a seven (7)-year agreement with a term commencing on January 1, 2009 and concluding on December 31, 2015. Like the residential solid waste services contract, this instrument was extended as part of the annexation agreement between the Village and Republic Services on June 19, 2012. It also now terminates on December 31, 2017. The Republic Services contract provides refuse collection and disposal for 691 commercial properties. It also provides recycling collection. Commercial refuse disposal is not included in the Village's project use agreement and is not obligated to SWANCC. The contractor can dispose of refuse at any licensed transfer station or landfill that provides a competitive advantage. Consequently, tipping fees for commercial properties are included in this contract, unlike residential properties. It has been the Village's experience that tipping fees have usually been lower at non-SWANCC sites. This contract also provides recycling collection. The contractor retains the revenue stream from the sale of collected recyclables. Commercial customers are directly billed for service by the contractor, not the Village, at rates established in the contract. Container volume and frequency of service is determined by the customer. The approximate value of this contract was $1,500,000 in 2015. The combined 2015 value of both contracts, residential and commercial, totaled $4,296,058. 65% of this expenditure was for residential solid waste services. 35% was for commercial solid waste services. Request for Proposal Pursuant to Village Board direction emanating from the strategic planning process, and consistent with the advice of SWANCC Executive Director David Van Vooren, staff solicited a proposal from Republic Services to extend or renew the existing exclusive residential and commercial solid waste contracts. Anecdotally, market observations suggested that the Village could be in a strong bargaining position for a negotiated contract given recent aggressiveness by Republic Services' major area competitors. Notably, they recently lost a large Park Committee of the Whole Meeting-February 28,2017 Page 9 of 11 Ridge contract to Groot Industries they had held for a long period of time. Furthermore, they have not won any recently bid, comparably-sized, new contracts such as Glenview or Arlington Heights. Republic Services' regional headquarters and main transfer station are notably located in Mount Prospect. Altruistically, and perhaps practically, these assets could engender even more incentive for Republic to retain our contract. Republic Services was asked to submit a cost proposal for an exclusive service contract that encompasses all residential and commercial solid waste customers in Mount Prospect. Staff directed Republic to mirror the scope of work and services provided in the existing residential and commercial contracts. Furthermore, staff suggested that the premise of Republic's submittal should emphasize a comprehensively low cost solid waste solution in comparison to the existing contract and comparable SWANCC communities. During the negotiation process, staff modified the scope of work to include pricing for new, optional services including a "no sticker" unlimited yard waste collection program, a household electronics collection program, a once per year household hazardous waste collection program, direct billing for residential accounts, and modification of the yard material collection program to include food waste. In the analyses that follow, the costs for these optional services are not included, but could be added, at the discretion of the Village Board. The term of the proposed contract was not stipulated with the exception of advice that there was no precedent for a solid waste contract extending beyond ten (10) years. It was the intent of staff that the term could be utilized as a mechanism for lowering costs. Although contract discussions with Republic Services have been positive, staff would like the Village Board to give direction as to either continuing to finalize negotiations with Republic Services for both residential and commercial solid waste services, or to let the contract as a public bid. Alternatives: 1. Authorize staff to finalize negotiations with Republic Services for a new solid waste contract commencing on January 1, 2017 and concluding on December 31, 2026. This alternative would result in a formal vote of approval at a future Regular Meeting of the Village Board. 2. Competitively bid the solid waste contract. 3. Discretion of the Village Board. Recommendation: Staff recommends that the Village Board consider Republic Services' proposal to extend the solid waste contract at the February 28, 2017 Committee of the Whole meeting. Appropriate staff will be on hand to present the proposal and facilitate Committee of the Whole Meeting-February 28,2017 Page 10 of 1' discussion. SUPPORTS THE FOLLOWING STRATEGIC PLAN GOALS: INFRASTRUCTURE: Well designed, well maintained public spaces and facilities, GOVERNANCE: Financially sound, providing exceptional service. ATTACHMENTS: Description Type Upload Date File Name 4.nWatta,Ihirrne nts A wilillablle Committee of the Whole Meeting-February 28,2017 Page 11 of 1'