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HomeMy WebLinkAboutCOW Agenda Packet 02/11/2003 COMMITTEE OF THE WHOLE AGENDA Meeting Location: Meeting Date and Time: Mt. Prospect Community Center Tuesday, February 11, 2003 1000 West Central Road 7:00 p.m. I. CALL TO ORDER - ROLL CALL Mayor Gerald L. Farley Trustee Timothy Corcoran Trustee Michaele Skowron Trustee Paul Hoefert Trustee Irvana Wilks Trustee Richard Lohrstorfer Trustee Michael Zadel II. ACCEPTANCE OF MINUTES OF COMMITTEE OF THE WHOLE MEETING OF JANUARY 14, 2003 ACCEPTANCE OF MINUTES OF SPECIAL VILLAGE BOARD WORKSHOP OF JANUARY 28, 2003 III. CITIZENS TO BE HEARD IV. OVERVIEW OF SOLID WASTE DISPOSAL PROGRAM The Village currently contracts with ARC Disposal Company for waste hauling services covering garbage collection for all residential properties within the Village, recycling services and yard waste disposal and brush pickup. The current contract with ARC is set to expire on December 31, 2004. While that might seem like a long time away, it is imperative that the Village begin to prepare for the rebidding of the contract during the first quarter of 2004. Given technological changes in how waste pickup is handled, the further evolution of the philosophy of recycling, the desirability of incorporating commercial waste pickup into the existing municipal franchise and the question of cost and cost allocation suggests that now is not too early to begin review and discussion of the state of solid waste disposal and recycling in the Village. Technological changes alone will most likely do away with the current "two can" system, to be replaced by a fully automated "toter" system. Recycling technology has evolved to the point where separation of recyclables at curbside will no longer be necessary. Including commercial solid waste in the collection stream has a number of potential benefits. First, the greater overall volume of waste is likely to result in overall unit cost reductions of as much as 10%. Second, again due to the overall volume of waste involved, it is very likely that commercial waste generators (businesses) would also realize better pricing than they currently receive based on individual contracts. The Village of Skokie has a highly successful program that includes commercial waste disposal. Staff is currently researching the merits ora similar program here. NOTE: ANY INDIVIDUAL WHO WOULD LIKE TO ATTEND THIS MEETING BUT BECAUSE OF A DISABILITY NEEDS SOME ACCOMMODATION TO PARTICIPATE, SHOULD CONTACT THE VILLAGE MANAGER'S OFFICE A T lO0 SOUTH EMERSON, MOUNT PROSPECT, ILLINOIS 60056, 847/392-6000, EXTENSION 5327, TDD #847/392-6064. In 2003, the refuse disposal program will cost the Village an estimated $3.3 million. Roughly $2.5 million of that cost is covered by property taxes. The balance of the cost is covered by the sale of garbage/yard waste stickers and other direct charge fees. The sticker cost of $1.75 has not changed since 1996 and no longer fully covers the costs associated with sticker usage. Additionally, Mount Prospect is one of only a handful of communities that does not direct bill customers for refuse disposal services. The lack of a fee based program means that a substantial portion of the Village's property tax levy is devoted to this particular service as opposed to funding other core services such as public safety and infrastructure maintenance (Public Works). It may be appropriate to look at how this service is currently funded and whether there is a more equitable way to cover the cost of same. Tuesday evening's discussion is designed to provide an overview of the current system and to highlight technological changes the industry is currently undergoing. Staff will also provide a recommended timeline for accomplishing the tasks necessary to have a new contract in place by January 1, 2005. Appropriate staff will be on hand to facilitate discussion and answer questions. V. VILLAGE MANAGER'S REPORT VI. ANY OTHER BUSINESS VII. ADJOURNMENT CLOSED SESSION LAND ACQUISITION 5 ILCS 120/2 (c) (5). "Re purchase or lease of real property for the use of the public body." MINUTES COMMITTEE OF THE WHOLE JANUAY 14, 2003 II. III. IV. CALL TO ORDER The meeting was called to order at 7:00 p.m. by Mayor Gerald Farley, in the Mt. Prospect Park District Community Center, 1000 West Central Road. Present at the meeting were: Trustees Timothy Corcoran, Paul Hoefert, Richard Lohrstorfer, Michaele Skowron, Irvana Wilks and Michael Zadel. Staff members present included: Village Manager Michael Janonis, Assistant Village Manager David Strahl, Public Works Director Glen Andler and Village Engineer Jeff Wulbecker. APPROVAL OF MINUTES Approval of minutes from November 26, 2002. Motion was made by Trustee Zadel and Seconded by Trustee Corcoran. Minutes were approved. Trustee Hoefert abstained. CITIZENS TO BE HEARD Paul Dowd, Public Works employee and President of local SEIU 73 spoke. He stated that the employees are still working without a contract and have been working without a raise for sometime. He is requesting Village Board involvement in the next meeting with Village staff. Mayor Farley responded stating the Village Board will not become involved in the negotiation process and remains confident that the staff has the full knowledge and backing of the Village Board. LEVEE 37 DISCUSSION Village Engineer Jeff Wulbecker provided a summary of the background that initiated the study for Levee 37. He stated much of the discussion for the floodwall was initiated after the floods of 1986 and1987, He stated previous consideration about raising River Road was undertaken but it was found that construction of the Levee was more effective and less costly. He stated the Feasibility Study was completed in June of 1999 and value engineering was completed in February of 2000. Preliminary engineering was completed in 2001 and there are various agencies involved including the U. S. Army Corps of Engineers, IDNR, IDOT, Cook County Forest Preserve and the communities of Prospect Heights, Mount Prospect and Des Plaines. He stated the proposed levee would be on the east side of River Road between Euclid and Palatine and would consist of a concrete wall that would vary in height from one foot to seven feet. VI. He also stated that IDOT would reconstruct Milwaukee Avenue and improve the intersection at Milwaukee and River, which would be incorporated into the fioodwalt. He stated the wall would be constructed in an effort to protect the Village from a ten-year flood level and all 114 buildings currently in the flood plain would be removed saving the homeowners approximately $650 a year for flood insurance since they no longer would be in the flood plain. The project cost of $13 million is primarily covered by the Federal government at 65%, IDNR at 31%, local shares split between Prospect Heights, Mount Prospect and Des Plaines amounts to approximately $250,000 each or 2% plus the need to mitigate the land cost. There is a need for an easement of land before moving forward on the project and there needs to be flood level water compensation which would be Buffalo Creek expansion further up River Road in Lake County. If the issues are resolved in a timely basis and agreements can be reached with the Cook County Forest Preserve, the construction could start as early as 2004. Village Manager Janonis stated there are existing funds available for funding assistance once it is approved and the project is determined to move forward. Consensus of the Village Board was to provide funding for the local share of this project. 2003 COMMITTEE OF THE WHOLE TOPICS DISCUSSION Village Manager Michael Janonis provided a summary of the process for choosing Committee of the Whole topics, which the Village had used in the past. He stated the priority for early meetings in 2003 would be the financial discussion, which would hopefully be completed by the end of March. The next Committee of the Whole meeting on January 28 would be a finance workshop initial meeting and would not be televised. Village Manager Janonis went through each item for consensus of the Village Board and all suggested items were incorporated and accepted for discussion purposes. Village Manager Janonis stated he would facilitate the necessary timing for the topics based on recommendations or available resources. Additional items included shopping cart removal discussion and speed limit study as part of a traffic issue discussion. It was also recommended that a Corridor Study review be added to the list. LOCAL ETHICS DISCLOSURE FORM DISCUSSION Village Manager Janonis stated this topic had come up in the past and is being brought forward due to some confusion between the local disclosure statement and the required disclosure statement that must be filed by the County annually. Trustee Skowron provided a summary of the issues that she sees with the disclosure statement. She stated the Village version is not significantly different than the County's version but the Village version does have additional property disclosure and there is a need to define conflict of interest for clarification and use on the form. She also suggests that the Village Attorney be included in the discussion on this topic. General comments from Village Board members included the following items: 2 t was recommended that the Code itself be streamlined to incorporate this item in one specific location so it is not necessary to search for the details throughout the Code to determine compliance. There also was a comment regarding the clearest definition of conflict of interest as it relates to the proposed regulations. Consensus of the Village Board was to defer this item so that it can be rescheduled with involvement and discussion of the Village Attorney participating. There were several minor items clarifying the disclosure statement, which are recommended to be completed in the interim for consideration. VII. VILLAGE MANAGER'S REPORT The Village Manager reminded everyone that the January 28 Finance Workshop will be not be televised and will take place at the Police and Fire Building training room. VIII. ANY OTHER BUSINESS IX. Mayor Farley wanted to recognize the Mayor of Des Plaines for his involvement in getting the Levee 37 Project moving. Trustee Hoefert requested a status report on the Louis Street townhomes, downtown traffic signals and Costco. Village Manager Janonis stated the Zoning change is currently underway with Louis Street. He stated the downtown traffic signals have a software issue, which is being addressed by IDOT. Costco is still interested in the Randhurst site, however, the project has been delayed due to possible reconfiguration at the Randhurst site. ADJOURNMENT There being no further business, the meeting adjourned at 9:09 p.m. Respectfully submitted, DS/rcc DAVID STRAHL Assistant Village Manager 3 MINUTES OF THE SPECIAL VILLAGE BOARD WORKSHOP OF THE MAYOR AND BOARD OF TRUSTEES OF THE VILLAGE OF MOUNT PROSPECT JANUARY 28, 2003 CALL TO ORDER ROLL CALL FUTURE BUDGET 'DISCUSSION CALL TO ORDER Mayor Gerald Farley called the meeting to order at 6:49 p.m. ROLL CALL Present upon roll call: Trustee Timothy Corcoran Trustee Paul Hoefert Trustee Richard Lohrstorfer Trustee Michaele Skowron Trustee Irvana Wilks Trustee Michael Zadel Also present: Village Manager Michael Janonis Assistant Village Manager David Strahl Finance Director Doug EIIsworth Deputy Finance Director Carol Widmer Village Manager Janonis provided an introduction to the discussion and highlighted the fact that the Board and staff needed to get to the bottom line in terms of revenues for future budget years. The current estimated 2004 deficit is $1.4 million with no new initiatives. He also highlighted the revenue mix that the Village currently has. He also stated that a five-year projection may be too far out for appropriate revenue discussions and suggested a two to three year period instead. He also provided a review of the material provided to the Village Board in the informational packet. He led the discussion regarding the establishment of the methodology for discussion. Methodolo.qy 1. Review potential external impacts and acknowledge those impacts upon future projection of revenue and expenditures. 2. Assume Costco not be considered in the revenue mix at this time due to the unknown date when the revenue would become available to the Village. 3. Determine the scope of government services and the functions of government. 4. Equity of revenues linked to expenditures and services provided by the Village. Initiatives Village Manager Janonis provided a summary of the possible initiatives to be considered in upcoming budget years. 1. Service levels and needs. 2. CIP funding source - Approximately $550,000 needed annually. 3. Traffic Unit - $550,000 estimate. 4. Fire Department Five-Year Plan. Additional personnel - $200,000; replacement of north side station - $1.5 million 5. Public Works expansion for vehicle maintenance - $800,000 (shift of Fire vehicle maintenance facility to Public Works). 6. Retiree health insurance costs, potential impact and cost estimates of benefits. 7. Levee 37 cost projected to be $300,000 to the local participants but Village share less. 8. Randhurst Mall triangle study- approximately $75,000 9. Boxwood and south side resource center discussion. 10. Alter property redevelopment. Possible Options for Consideration with the Finance Commission Extension of computer replacement schedule. Extension of vehicle replacement schedule and the utilization of the funding gap between actual replacement compared to funding. Review of Revenue Options Prior to Next Meetinq The Village Board is to review the set core and non-core activities and services provided by the Village as presented in the material prior to the next discussion. Department Heads are to provide cost and service recommendations for possible initiatives or expenditure reductions. There was discussion regarding several Village Hall topics including landscaping, brick selection and some reductions in the project cost. 2 DJOURNMENT There being no other business considered at the Special meeting, Trustee Wilks made a Motion and Seconded by Trustee Lohrstorfer to adjourn the meeting. Upon roll call: Motion carried. Ayes: Corcoran, Hoefert, Lohrstorfer, Skowron, Wilks, Zadel Nays: None The meeting was adjourned at 10:15 p.m. David Strahl Assistant Village Manager 3 NTEROFFICE MEMORANDUM TO: FROM: DATE: SUBJECT: VILLAGE MANAGER MICHAEL E. JANONIS SOLID WASTE COORDINATOR FEBRUARY 6, 2003 RESIDENTIAL SOLID WASTE SERVICES The attached packet of information provides a detailed overview of the Village's solid waste management program as well as program options for the 2005 Solid Waste Contract. An oral presentation with graphics will be presented as scheduled at the February 11,2003 Committee of the Whole Meeting. Public Works Director Glen R. Andler Deputy Public Works Director Sean P. Dorsey FEBRUARY 5, 2003 VILLAGE OF MOUNT PROSPECT EXCLUSIVE RESIDENTIAL SOLID WASTE CONTRACT Current Services Hauler ARC/HILLSIDE DISPOSAL and RECYCLING COMPANIES, iNC. (REPUBLIC SERVICES) Term May 1,2000 - December 31,2004 Service Single and Multifamily Units ARC Disposal and Recycling Company has been the Village's exclusive residential solid waste hauler since August of 1991. ARC Disposal was awarded the 1991 - 1994 and 1994 -2000 exclusive solid waste contract through a competitive bid process. Prior to expiration of the 1994 - 2000 contract the Village and ARC Disposal negotiated a new residential contract for another four (4) year, nine (9) month period, April 1,2000 - December 31, 2004. ARC Disposable and Recycling Company was purchased by Republic Services in the fall of 1998 but maintains the ARC Disposal name. The following information outlines residential solid waste services provided under the existing contract. Single Family Curbside Collection Service 13,563 Properties A. Basic Service Level Paid through property taxes, curbside collection is conducted once a week, Monday - Friday. Designated collection routes provide for same day collection of household waste including bulk items, recyclables and yard material. ARC Rates Household Waste 2 units of waste Container Bag Bundle Modified Volume-based container/bag/bundle 32 gallon/50# [maximum capacity] 33 gallon/50# [maximum capacity] 5' length/50# [maximum size] $4.32 per unitJmonth [Units of waste in excess of two (2) require the prepaid Village imprinted sticker for collection and disposal.] $1.63 per sticker Bulk Items carpet large toys bicycles barbeque grills swing sets microwave ovens televisionsNCR Unlimited Collection furniture mattresses/box springs snow blowers/shovels lawn care equipment plumbing fixtures/vanity exercise equipment water softeners propane cylinders (empty) (included in modified volume based rate) User Fee $1.75 per sticker Brush bundles Bundles Unlimited Collection April 1~t - December 15t' 5' length/3,5" limb diameter/50# ARC Rates $ .85' per unit/month User Fee Recyclables newspaper mixed paper aluminum ferrous metals Unlimited Collection glass plastic (#'s 1,2,3,5,6 & 7) chipboard corrugated cardboard Two (2) sort collection system, (1) paper fibers and (2) commingled materials. The Village provides 2 - 18 gallon recycling bins to each household at no cost, Each household is allowed one (1) replacement bin at no cost. Thereafter,'there is a fee for Village recycling bins, Additional Basic Service Provisions (included in modified volume based rate) Three (3) dean-up weeks [First full week of January, May and October] Move-in collection Christmas tree collection [Two week compost period, thereafter landfilled1 Curbs[de collection of loose Ioavos [October 1 through 3~ week of November] Conducted by Village crews; disposal [s provided by ARC Disposal Curbside bagged leaf collection [z~th week of November through December 15th] ARC collects and disposes of bags; *cost included in brush bundle fee User Fee Program The user (waste generator) is responsible for paying the fee for collection and disposal. 1. Yard Material ARC offers two (2) fee options for users. a. Refuse/Yard Material Sticker One (1) sticker per container/bag per pickup Container 32 gallon/50# Bag Biodegradable compost bag/50# b. Subscription Service Once a week collection from April 1st through December 15% Flat fee paid to ARC Disposal by subscriber per season. Fee structure per the terms of the exclusive residential contract. Container 90 gallon toter [provided byARC] $2.61 per unit/month $1.63 per sticker $6.00 per bin $1.7S per sticker $200 pertoter II. Multifamily Centralized Collection Service Properties Units Apartments 36 5,688 Condominiums 25 2,160 Townhomes 7 460 Totals 68 8,308 The Public Works Department works with the property owners/managers in providing multifamily residents with centralized collection of solid waste. Per Village Ordinance all properties with containers one (1) cubic yard or larger must have at least twice a week collection. [Certain properties are allowed once a week collection as a result of a significant waste reduction or as provided under the Village's grandfather clause.] ARC Rates User Fee A. Basic Service Level Container size, container inventory and frequency of service determines both the waste capacity and fees. Size Inventory Frequency Containers range from 1 cubic yard to 10 cubic yards in c.apacity. 1.5 - 2 cubic yard containers the most utilized. Number of containers is determined by property design, container size and service frequency. Service frequency is determined by container size and inventory. Service to multifamily properties is available Monday - Saturday. Three times a week service is the most common. Fees Once a week collection, i.e., "first puIl" of multifamily refuse containers regardless of service level is paid through property taxes. Properties are billed monthly by the Village for additional weekly collections. Properties may receive a 1% prompt pay discount. Household Waste Waste must be contained within the designated refuse containers. No limitations. 2. Bulk Items [included in basic service fee] Same unlimited service as curbside collection. Recycling Multifamily recycling services are paid through property taxes. Properties demonstrating waste reduction receive a 10% discount on their monthly refuse bill. Same two [2] sort unlimited service as curbside collection. Centralized and curbside collection. 30 properties have centralized collection. 9 properties or 340 units have curbside collection, Containers Fees 90 gallon toter(s) [provided by ARC] 18 gallon bin(s) [provided by ViIlage] Toter per month 18 gallon bin per month 3 $7.02 Ix a week $7.92 2x a week $2.61 lx a week III. Contractual Provisions Residential Basic Service A. Village Projects [on-going and short-term] Roll-off service Municipal Waste Unlimited collection of waste from municipal buildings. Collection of pedestrian waste from downtown and Kensington Business Center waste containers. C. Recycling Collection of recyclables from schools, churches, park districts and non-profit organizations. Scrap metal and residential appliance drop-off at ARC Disposal facility. D. Natural Disasters Unlimited collection of household debris. IV. Special Services User Fee per Residential Contract User Fee Residential Appliances Resident contact, direct payment to ARC Disposal Curbside or centralized collection of residential appliances. Back Door Service Resident contact, direct payment to ARC Disposal ARC will collect solid waste containers/bags from rear door. Special Collections Resident contact, direct payment to ARC Disposal Optional payment system for large collections. Residential Solid Waste Management Options Non-contractual SWANCC Transfer Station Disposal site for residents able to transport residential waste including construction debris. SWANCC Fee Illinois Environmental Protection Agency (IEPA) Permanent and one-day collection sites for household hazardous waste. One day collection sites are selected by the IEPA in the spring and fall. Permanent collection sites are located in Naperville and Rockford. $25.00 per appliance [SWANCC gate fee] $23.40 per month $'14.00 per cubic yard [3 cubic yard minimum] $25.00 per half ton No fee 4 0 0 0 0 0 0 0 0 0 0 0 RECYCLING YARD MATERIAL REFUSE m > February 5, 2003 VILLAGE OF MOUNT PROSPECT MUNICIPAL SOLID WASTE MANAGEMENT PROGRAM OPTIONS 2005 SOLID WASTE CONTRACT In August of 1991 the Village of Mount Prospect implemented a volume base solid waste management system. Although this system has proven effective in managing the Village's residential waste stream, industry standards, economic constraints, and customer satisfaction necessitate a comprehensive evaluation of the existing program. In December of 2004 the existing residential contract with ARC Disposal and Recycling will expire. The remaining time of the contract provides an excellent opportunity to fully evaluate the current program and research and consider options that may benefit the Iong-tem solid waste needs of our community in the most efficient and cost effective manner. The following is a brief outline and description of options that merit further consideration. Residential Collection Systems in response to OSHA regulations and the grew[rig demand from municipal managers solid waste haulers have significantly invested in automated and semi-automated collection systems. With an automated system residents receive a toter dedicated for waste storage and collection. The automated collection system can be utilized for either one or all solid waste collections, recycling, refuse and yard material. ARC Disposal provides a semi- automated collection for the collection of yard material with the subscription service. The toters are available in a range of sizes from 34 to 95 gallons and offer many benefits. The attached fitted lid significantly reduces neighborhood litter. The capacity of the toter eliminates the need for additional bags/receptacles. The wheeled toter is easy to handle and remains in place when empty. A. Automated collection Curbside toter - the collection vehicle has an arm that extends to the curb, grabs the toter and lifts the toter and empties it into the side compartment of the vehicle then returns the empty container to the curb. Semi-automated collection Curbside toter - the driver places the toter on a lift that raises the toter and empties it in either the rear or side compartment of the vehicle. The driver returns the toter to the curb. II. Solid Waste Fee Structure As the solid waste industry has evolved so has payment for residential solid waste services. Many local governments have implemented innovative and more equitable fee structures. And, there are many communities that continue with a contractual flat rate fee schedule. However, regardless of the billing method in each scenario the resident, or waste generator is responsible for the cost of service. A. Volume Based the cost is based on the volume of waste collected each week. B. Weight Based the cost is based on the weight of the waste collected each week C. Stickers each unit of refuse, debris requires a prepaid sticker(s) D. Subscription resident chooses service level E. Flat Fee contractual rate for monthly service III. Commercial Solid Waste Services Cost effective solid waste management with recycling opportunities may be available to the business community through an exclusive municipal solid waste contract. The success of the commercial so[id waste contract administered by the City of Skokie and recent input from the Chamber of Commerce suggests there would be a financial benefit to the business community with an exclusive commercial contract. In addition, surveys conducted by the Village's Solid Waste Commission in 1998 and 1999 showed many local businesses were interested in this approach for cost effective solid waste services. If an exclusive contract is to be pursued the Village would be responsible for the bidding process. Consideration may want to be given to the potential savings to both the Village and business community if the commercial contract was bid together. SWANCC has offered to assist the Village in developing commercial solid waste program. Similar to the Skokie program SWANCC would survey the business community to confirm support of such a program and gather inventory data. When SWANCC conducted the Skokie survey, Skokie required a minimal 45% response rate before moving forward with bid development and process. Staff recommends the Village of Mount set the same standards. 2 MAYOR Gerald L. Farley TRUSTEES Timothy J. Corcoran Paul Wm. Hoefert Richard M. Lohrstor fer Michaele W. Skowron Irvana K. Wilks Michael A. Zadel Village of Mount Prospect Community Development Department 100 South Emerson Stceet Mount Prospect, Illinois 60056 VILLAGE MANAGER Michael E. Janonis VILLAGE CLERK Velma W. [owe Phone: 847/818-5328 Fax: 847/818-5329 TDD! 847/392-6064 NOTICE THE THURSDAY, FEBRUARY 13, 2003 MEETING OF ']'ltlq PLANNING & ZONING COMMISSION HAS BEEN CANCELLED. AN AGENDA WILL BE SENT PRIOR TO TIlE NEXT MEETING, FEBRUARY 27, 2003. Dated this 7th day of January 2003.