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HomeMy WebLinkAbout02/28/2017 COW Minutes COMMITTEE OF THE WHOLE MINUTES February 28, 2017 I. CALL TO ORDER – ROLL CALL The meeting was called to order at 7:08 p.m. in the Village Board Room of the Village Hall, 50 South Emerson Street, by Mayor Pro Tem Colleen Saccotelli. Trustees present included Paul Hoefert, John Matuszak, Steven Polit, Richard Rogers, and Michael Zadel. Staff present included Village ManagerMichael Cassady, Assistant to the Village Manager Nellie Beckner, Public Works Director Sean Dorsey, Finance Director David Erb, Public Works Deputy Director Jason Leib and Administrative Analyst Alexander Bertolucci. II. APPROVAL OF MINUTES Approval of Committee of the Whole Meeting Minutes for January 24, 2017. Motion made by Trustee Matuszak seconded by Trustee Rogers. Minutes were approved. III. CITIZENS TO BE HEARD None IV. SOLID WASTE CONTRACT EXTENSION Public Works Director Sean Dorsey stated the Village of Mount Prospect currently provides single family, multi-family, and commercial solid waste services, including refuse, recycling, and yard waste through two 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 were due to expire on 12/31/2015; however, the contract was extended to 12/31/2017 as part of an annexation agreement between the Village and Republic Services. Mr. Dorsey reviewed services provided within the current residential and commercial contracts. Mr. Dorsey stated staff solicited a proposal from Republic Services to extend or renew the existing exclusive residential and commercial solid waste contracts. Basic services negotiated are automated cart refuse & recycling collection for single family properties, yard waste collection & disposal user fee (sticker), multi-family refuse and recycling collection, commercial refuse & recycling collection and disposal, bagged leaf collection, unlimited brush collection, and construction material collection (up to 1 cubic yard). Also negotiated are provisions for services which can be implemented or stopped anytime during the renewed contract. These services include household appliance collection, backdoor service, yard waste subscription, special refuse pick-up (excessive garbage removal), roll-off services, and emergency refuse pick-up. Additional options available for the renewal are unlimited yard waste collection for all single-family properties (monthly flat fee applied to each single family household), electronic collection drop-off twice-a-year (monthly flat fee applied to each single family household), household 2/28/17 Committee of the Whole Page 1 of 3 hazardous waste collection drop-off once-a-year (monthly flat fee applied to each single family household) and food scrap material collection (subscription based service). Mr. Dorsey provided an overview of the proposed negotiated rates. The proposed single family rates, not including additional services, are the lowest refuse and recycling rate of 14 Solid Waste Agency of Northern Cook County (SWANCC) surveyed communities. The proposed contract reflects a 16% reduction in combined refuse and recycling rates over current communities. The multi-family proposed rates are 44% lower than the mean of the 4 surveyed SWANCC member communities with the same fee structure (pricing according to container volume and frequency of service). The proposed commercial rates compared with existing contract rates provide a 2%-5% reduction in refuse collection and disposal rates depending upon container volume and frequency of service. He also stated that the contract proposes an annual escalator of 2¼% fixed rate per year. The contract term is 10 years and would be retroactive to January 1, 2017 so if the contract was to be approved savings would be realized immediately. Overall, Republic Services proposed rates are the lowest among the five (5) SWANCC communities with comprehensive residential and commercial solid waste contracts. The following responses from Village staff and SWANCC Executive Director David Van Vooren were provided to questions from the Village Board: Additional service options are available throughout the contract term. For example, if SWANCC stopped its electronic recycling program in two years then at that time the Village could enact the electronic recycling program option available through Republic. Additional and new optional services can be revisited later. Residents would not need to purchase yard waste stickers with the unlimited yard waste collection option; however, a monthly flat fee would be applied to each single family household. Residents would still need to purchase yard waste bags. The Village’s electronic recycling provided by SWANCC runs April through October on Wednesday mornings. An available contract option provides electronic pick up two times a year that would likely be hosted on a Saturday with longer hours than the current program. Food scrapes would be limited to fruits, vegetables and bread which would be incorporated into yard waste. Yard waste collection is from April to December and after Thanksgiving there is no charge for bagged leaf collection. Staff provided a summary of loose leaf collection operations and how existing equipment is more efficient than available replacements (pull behind vs vacuum systems). Unlimited number of carts per household and people may request more carts if needed. The backdoor pick up program includes going into the resident’s backyard or garage to get the carts, disposing the trash and then returning carts to the backyard or garage. Unlimited yard waste collection for all single-family properties with a monthly flat fee applied to each single family household. This would eliminate the need for 2/28/17 Committee of the Whole Page 2 of 3 yard waste stickers. The proposed rate does not include wheeled yard waste toters. There are options for curb side electronic and hazardous waste disposal. These services are expensive to provide due to costs associated with properly disposing and handling these materials. Refuse bill is included with the utility bill and for residents served by Illinois American Water they receive a separate quarterly refuse bill from the Village. If direct billing was implemented then Republic would bill for services. Online payment is available and staff will review if a direct debit is available too. Confirmed that the vendor uses certified recyclers. The electronic recycling program the Village offers is SWANCC sponsored and we have the downstream assurances. Recycling is commodity driven and the Village could review with vendors to ensure market value, and provide opportunities to reopen discussion if market value was to change. Public Comment Bill Grossi Louis Goodman John Korn 1919 Burr Oak Drive 310 N. School Street 301 N. William The following responses from Village staff and SWANCC Executive Director David Van Vooren were provided to questions from the Public: The additional programs rates are priced per household. We typically do not bill multifamily residence based on households, but we could review extending the rate if the programs are elected. Garbage in dumpsters is generally considered refuse. Single family home roll off dumpsters are not governed by this contract, but commercial roll off dumpsters are covered in the existing and proposed contract. The single family homeowner can select a hauler that provides the most competitive roll off dumpster rates. It is the vendor’s responsibility to verify the load and that the material in the dumpster is properly disposed. V. MANAGER’S REPORT None VI. ANY OTHER BUSINESS None VII. ADJOURNMENT The meeting adjourned at 8:10 p.m. Alexander Bertolucci Administrative Analyst 2/28/17 Committee of the Whole Page 3 of 3