President and Board of Trustees

123 Madison Street Village of Oak Park Oak Park, Illinois 60302 www.oak-park.us Meeting Minutes President and Board of Trustees Monday, March 14, 2016 7:00 PM Village Hall I. Call to Order Village President Pro Tem Salzman called the meeting to order at 7:00 P.M. II. Roll Call Present: 5- Village Trustee Barber, Village Trustee Brewer, Village Trustee Lueck, Village Trustee Salzman, and Village Trustee Tucker Absent: 2- Village Trustee Ott, and Village President Abu-Taleb III. Agenda Approval It was moved by Village Trustee Tucker, seconded by Village Trustee Brewer, to approve the agenda. A voice vote was taken and the motion was approved. IV. Public Comment There was no public comment. V. Regular Agenda A. ID 16-057 Presentation and discussion regarding the Village’s residential contract for Refuse, Recycling and Yardwaste Collection and related Environmental Waste Reduction Initiatives. Village Manager Pavlicek stated that this discussion will focus on the status of the Village in regards to residential waste collection and a number of other related items. There will be five topics and staff would like to get consensus from the board or direction for next steps. Director of Public Works John Wielebnicki identified the five topics; a discussion regarding a successor refuse collection contract, a proposed waste reduction pilot program, franchising of commercial refuse hauling, updating an initiative regarding refuse/recycling for a specific, highly contested alley and an update on the single use and plastic bag initiative. Staff is seeking Board direction on the first three items. Mr. Wielebnicki stated that the current 5-year waste collection contract with Waste Management expires at the end of this year. Materials collected include refuse, recyclables, yardwaste and composting and does not include disposal costs. He presented a spreadsheet that included a number of other municipalities and their costs. The Village's options are to extend the current contract, go out to bid or negotiate a new five year agreement with Waste Management, which is the recommendation of staff and the Environment and Energy Commission. Part of the rationale behind that is the favorable Village of Oak Park Page 1 Printed on 3/22/2016 President and Board of Trustees Meeting Minutes March 14, 2016 rates that the Village has and consistently minimal increases since the first contract with them in 1998. Environmental Services Manager Karen Rozmus spoke highly of the Village's relationship with Waste Management. In addition, the residents' survey reflects a very high rating for trash removal. There was a discussion. The direction of the Board was to have discussions with Waste Management early enough to have an opportunity to go out to bid if their rates are not favorable. Mr. Wielebnicki described the proposed composting pilot program, which will include a weekly collection of recycling and organics and a bi-weekly collection of refuse. The program will last six months and is limited to the southwest section of Oak Park. Approximately 100-200 volunteers will participate. The overall goal of the program is to reduce disposal costs to the Village by encouraging more residents to compost their organic items. The Environment and Energy Commission will review the program, with participant surveys taken at the beginning and at the end of the program. The Board expressed interest. Mr. Wielebnicki discussed franchising commercial refuse hauling services. Currently, refuse collection includes single family units up to five dwelling units per building. All other residential and commercial units can use any collector as long as they have a permit with the Village. There are certain legal requirements that a community must go through if they wanted to franchise their commercial refuse hauling. This includes haulers providing a report on the number of locations they serve and the number that they're contracting for recycling every six months for a 36 month period. Those reports are then posted on the Village website. If there is less than 50% recycling participation in the final six months of that period, the Village is allowed to issue an RFP. Otherwise, they just continue to monitor the reports. Staff is asking the Board to consider updating the code to allow them to gain this information from these haulers as a commitment that the Village is going towards a franchising agreement for everyone. Residential buildings of six units or more may be added to the residential contract or as a stand-alone contract. Village Manager Pavlicek added that this would alleviate some of the congestion in the commercial district alleys that currently use nine different haulers with nine different dumpsters. The Board expressed support. Ms. Rozmus referred to a map of the alley at Lake and Marion at Westgate. With the start of the new development, there is only one access point to that alley. She noted the number of dumpsters and commented that the six different haulers for that vicinity add to the congestion. Downtown Oak Park has asked the Village to assist them with drafting an RFP for a single hauler. The dumpsters would be replaced with a central compactor. Each business would be issued a PIN to gain access and for billing control. She noted that this could encourage more restaurants to recycle glass, etc., as they don't need a PIN to access their recycling bin. She clarified that the RFP process would be the sole responsibility of Downtown Oak Park. The Village would just be assisting them until the project is completed. Ms. Rozmus stated that the Board asked the Environment and Energy Commission to look into putting a ban on plastic and single use bags in May 2014. She reported that their recommendation is to put a small fee on the bag, as people may still get some use out of it. She noted that the ban in Chicago resulted in the use of a much heavier plastic bag that is considered "reusable". Business owners have been notified and there is continued outreach. There was discussion. Village Clerk Powell discussed early voting and reminded everyone that Village Hall would not serve as a polling location for the election tomorrow. Questions can be directed to her office. Village of Oak Park Page 2 Printed on 3/22/2016 President and Board of Trustees Meeting Minutes March 14, 2016 VI. Adjourn It was moved by Village Trustee Barber, seconded by Village Trustee Tucker, to adjourn. A voice vote was taken and the motion was approved. Meeting adjourned at 8:17 P.M., Monday, March 14, 2016. Respectfully Submitted, MaryAnn Schoenneman Deputy Village Clerk Village of Oak Park Page 3 Printed on 3/22/2016