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HomeMy WebLinkAboutMinutes - 06/20/2016 - Public Works CommitteePUBLIC WORKS COMMITTEE MEETING REPORT June 20, 2016 McHenry Municipal Center Council Chambers In Attendance: Committee Members: Chairman Alderman Schaefer, Alderman Wimmer and Alderman Glab. Absent: None. Also in Attendance: Director of Public Works Schmitt, Street Division Superintendent Scott Schweda, Administrative Assistant Nancy Lorch, and Deputy City Clerk Geraghty. Others present: Chris Alm and Vaughn Kuerschner, Waste Management, and McHenry Deputy Police Chief John Birk. 1. Call to Order: Chairman Schaefer called the meeting to order at 5:30 PM. 2. Public Input: City resident T. Locke expressed concern about the city's prior waste hauler (Marengo Disposal) and beseeched the committee not to consider them for the next contract. He also relayed his satisfaction with Waste Management. Chairman Schaefer thanked Mr. Locke for his comments. 3. Motion to approve the March 21, 2016 Public Works Committee meetin report. Motion by Glab, second by Wimmer to approve the March 21, 2016 Public Works Committee meeting report. Voting Aye: Wimmer, Glab, Schaefer Voting Nay: None Not Voting: None Abstaining: None Absent: None Motion carried. 4. Discussion re ag rding current contract with Waste Management and proposed chan es to residential waste hauling services. Chairman Schaefer asked Director Schmitt to begin the discussion. Director Schmitt reported Waste Management has been under contract with the city to provide exclusive residential waste hauling services since August 1, 2012. The approved contract expires July 31, 2017, with an option to extend for an additional five-year term on a future negotiated rate. Staff presented the following options/changes to the current contract for discussion: • Change to an all tote system, eliminating refuse stickers. • Include the "At Your Door Special Collection" service. • Provide larger recycling totes and/or an additional recycling tote at no extra cost. • Continue, discontinue, or reduce the Saturday yard waste drop off program. Public Works Committee Meeting Report June 20, 2016 Page 2 Director Schmitt asked the representatives from Waste Management present at the meeting to provide details on the proposed options/changes. Mr. Kuerschner from Waste Management explained the "At Your Door Special Collection," is a unique program exclusive to Waste Management. This service offers collections of home generated special materials directly from residences and includes household chemicals, automotive products, paint, garden chemicals, universal materials (light bulbs, batteries, etc.) and electronics (e-waste). For a small monthly fee, residents enrolled in the program can schedule a pickup with Waste Management. The resident will place the special materials into the provided collection bag delivered prior to the scheduled pickup date, and place it near their front door step, garage, or designated location on the scheduled date. The resident does not need to be home to participate. Alderman Glab asked how much the program will cost and Mr. Kuerschner answered approximately $1.25/month/home. Alderman Glab asked if residents will be charged at the time of the call and Mr. Kuerschner said the cost to enroll in the program will be added to the monthly cart program rate. Waste Management can bill the city for the cost or they can bill the resident directly. However, if the city opts to stay with the refuse sticker program, Waste Management will have to bill the city for the service. Ms. Lorch reported 46,000 lbs. of electronic waste, of which 34,000 lbs. of televisions, was collected at the E-Waste Drop Off offered to residents last May; compared to 16,000 lbs in May 2015. This year, the program cost the city $11,000 vs. $3,000 in 2015. Chairman Schaefer noted this should decrease year-to-year as tube televisions are eliminated. Mr. Alm of Waste Management added it is anticipated that tube televisions will be cycled -out in approximately two years. Alderman Glab asked for the current tote price and Ms. Lorch answered $28.83/month and refuse stickers cost $3.85 each. Alderman Glab expressed concern for seniors who use approximately two or less refuse stickers per month and do not generate much waste. If the city went to an all tote program, seniors who pay approximately $7 a month for refuse disposal would have a significant price increase. Ms. Lorch asked Waste Management if it would be possible to offer smaller totes for a lower rate. Mr. Kuerschner said that could be an option and added the current rate for totes is $28.83, however if the city decided to go to an all tote program, the monthly rate would be reduced. Alderman Glab stated he would prefer the cost for refuse service not increase in the next five years. Mr. Kuerschner reported when the current contract went out for RFP, the city estimated 14,800 refuse stickers per month would be sold. All vendors submitted bids based on that calculation. However in reality the average number of refuse stickers sold is only 10,150 per month; 4% less than stated in the RFP. If the city remains on the sticker program, the sticker rate will most likely increase. Alderman Glab asked if the city will advertise for RFP's prior to extending the current contract. Director Schmitt answered the current contract offers afive-year extension and Public Works Committee Meeting Report June 20, 2016 Page 3 staff is seeking a determination to renew the contract as is, or look at some of the proposed options and ask Waste Management to provide the cost for each scenario for the next five years and then bring the matter back to Committee for evaluation. Director Schmitt thinks there is value to the city and less hardship on city residents to stay with the current vendor and negotiate a rate to extend the contract for another five years. However if the direction of the Council is to seek RFP's, then that is what staff will do. Alderman Glab stated he will vote to go out for RFP's if the numbers submitted by Waste Management are not favorable. Chairman Schaefer stated Waste Management should be able to provide exact numbers to the Committee since they have all the information. Mr. Kuerschner reported approximately 3,200 to 3,300 residents are on the tote program, which is significant. Mr. Kuerschner said the city is in a position to make a smooth transition to the all tote program. Of all the cities served by Waste Management, McHenry has the highest tote sales; 60% totes vs. 40% stickers. Alderman Glab reiterated his reluctance to increase the cost for seniors. Alderman Schaefer added many residents find bags more convenient to use. Alderman Glab is also concerned that residents will store their totes outside. Alderman Glab asked about the Saturday yard waste drop off program. Director Schmitt stated he offered the elimination of the yard waste drop off only as a possible cost savings; it is not a recommendation and the city currently has no alternative to the program. Mr. Alm reported in 2015, the city averaged 1,900 per month in yard waste sticker sales, down from 2014. Chairman Schaefer said he would be interested in knowing the cost to keep the drop off open in addition to all the options proposed. Alderman Wimmer asked how much yard waste is usually collected on Saturdays and Mr. Alm answered two truckloads or 40 yards, which decreases in mid to late summer. Alderman Wimmer asked how that compares to what is picked up curbside. Mr. Alm answered residents do use yard waste stickers but not as much as the Saturday drop off site. Waste Management has a dedicated truck that has to drive down every city street looking for yard waste bags in front of residences. Alderman Glab took the opportunity to tell Waste Management that the employees who man the Saturday drop off site are accommodating and provide great customer service. Chairman Schaefer asked what is done with recycled items. Mr. Kuerschner answered recycling is transported to the Grayslake or Crystal Lake transfer stations where it is separated and recycled. He extended an invitation to the Committee to tour the transfer station. The Committee directed Director Schmitt to obtain from Waste Management the cost to: • extend the current contract - as is -for another five -years • obtain pricing for the proposed options presented including the option for residents to select a smaller sized refuse tote Public Works Committee Meeting Report June 20, 2016 Page 4 • cost to keep the Saturday drop off open only one or two Saturdays per month vs. every Saturday. Representatives from Waste Management left the meeting at 6:10 PM. 5. Consideration of an Honorary Street Designation in honor of Deput�Lght D. Mannes at Reagan Blvd. & Lincoln Road and recommendation to approve an exception to the policy to allow more than three designations this calendar year. Director Schmitt reported an application for Deputy Dwight D. Maness was submitted by Deputy Chief John Birk. Deputy Maness was an eight year veteran of McHenry County Sheriff's Office. at the time of his death. Deputy Maness was ambushed by an armed subject with an assault rifle and was shot two times in the back and leg. He succumbed to his injuries on September 14, 2015. Director Schmitt reported the Honorary Street Sign Policy permits only three designations per calendar year. An exception to the policy was approved earlier this year for the Bjorkman Family with the condition that only two designations be considered in 2017. The Committee is being asked to consider a fifth designation in 2016 with the recommendation to still allow two designations in 2017. Alderman Wimmer said he has no problem with this request. Chairman Schaefer agreed with Alderman Wimmer and asked if it would be possible to wait a year. Alderman Glab said what happened to the officer was unfortunate however he was a McHenry County officer and did not die in the line of duty in the City of McHenry and asked what the County is doing for Deputy Maness. He added guidelines were set for a reason and asked if Deputy Maness was a lifelong resident of McHenry. Chairman Schaefer recognized Deputy Chief Birk who in answer to Alderman Glab's questions reported Deputy Maness was a McHenry County Sheriff and the City of McHenry is included in the county's jurisdiction. Since his death, Deputy Maness has received two accolades — he was recognized in Springfield at the Illinois State Police Memorial and at the National Memorial in Washington DC, which is what every police officer who dies in the line of duty receives. Maness was a dedicated citizen of the City of McHenry, involved in many community events, and his wife has chosen to stay in McHenry. To answer Chairman Schaefer's question, Deputy Chief Birk told the Committee the reason why he submitted the application at this time, knowing that an exception to the policy will have to be approved is because he does not want people to forget the sacrifice Deputy Maness made for the community. Deputy Maness and his family live in our community and it is his sincere hope the city will honor him. Public Works Committee Meeting Report June 20, 2016 Page 5 Chairman Schaefer said he agrees with granting the request with only one designation considered in 2017. He then called for a motion. Alderman Wimmer made a motion, seconded by Chairman Schaefer to grant an exception to the Honorary Street Sign Policy and approve the application for an Honorary Street Designation at the intersection of Reagan Boulevard and Lincoln Road in honor of Deputy Dwight D. Maness with the condition that only one designation is to be considered in 2017. Voting Aye: Wimmer, Schaefer Voting Nay: Glab Not Voting: None Abstaining: None Absent: None Motion carried. Alderman Wimmer suggested the Committee review the Honorary Street Sign Policy at the next Public Works Committee meeting. 6. Discussion on proposed ordinance re ug lating location and placement of mailboxes, conforming and non -conforming mailboxes, replacement of mailboxes damaged by the city, and direction to prepare an Ordnance for the full Council's consideration. Chairman Schaefer asked Director Schmitt to begin the discussion. Director Schmitt referenced two photographs included in the meeting packet of brick mailbox structures constructed by homeowners in city right-of-ways. One of the structures was erected next to a fire hydrant. Director Schmitt is concerned for the safety of a vehicle if it strikes one of these structures and future liability for the city when repairing a water main or sewer break should one occur underneath one of these structures. Superintendent Schweda researched mailbox regulations in other municipalities and developed the proposed language. Chairman Schaefer asked if the mailboxes in the photos were in the city and Director Schmitt said they are located in the Legend Lakes subdivision and there are several more throughout the city. Chairman Schaefer asked if the specifications in the proposed language were too strict. For example, what if you use a round post instead of a 4x4 post and what if you want to have a plastic mailbox? Superintendent Schweda said last year the city received 55 reports of mailboxes damaged by snow plows. In many instances, the mailboxes were not damaged by the plow but fell due to rotting posts. It is very difficult to prove that the city did not cause the damage. Many mailboxes are not properly installed and easily fall when hit by snow. The guidelines should help to eliminate the city's liability. The city reimburses residents up to $50 for mailboxes damaged by the city. Public Works Committee Meeting Report June 20, 2016 Page 6 Director Schmitt said staff is not recommending non -conforming mailboxes be replaced upon passage of the ordinance, however if damaged the homeowner must conform to the new ordinance. Alderman Glab stated that at times he has seen city snowplows travelling very fast down city streets and the force of the snow could knock down a mailbox. Superintendent Schweda stated last year the city experienced a lot of heavy wet snow and ice that could push a mailbox over but a properly installed mailbox should withstand the pressure. He added that snowplows are now equipped with GPS units that monitor the speed of the vehicle and can easily be checked. After some discussion, Chairman Schaefer called for a motion. Alderman Wimmer made a motion, seconded by Alderman Glab to direct staff to prepare a mailbox ordinance for consideration by the full City Council. Voting Aye: Wimmer, Schaefer, Glab Voting Nay: None Not Voting: None Abstaining: None Absent: None Motion carried. 7. Proposed amendment to Municipal Code Chapter 21 Streets and Sidewalks to include Snow and Ice removal and direction to prepare an Ordinance for the City Council's consideration. Director Schmitt included draft language to regulate snow and ice removal specifically by residents and private snowplow drivers who deposit snow in city parkways and streets. The city has no ordinance regulating this action. The language proposed shall make it unlawful for any person to place or deposit snow from private property or city parkways onto any street, road or public right of way. It shall also be unlawful for private snow plow drivers to push snow across any city roadway. Chairman Schaefer asked if staff would notify local snowplow companies of the new regulations prior to the next winter season. Director Schmitt said there will be an education period and we could publish an article in the City Newsletter and website to help get the word out. The biggest problem areas are townhomes. Staff would send a letter notifying homeowners associations so they can notify their contractors. Motion by Wimmer, second by Glab to direct staff to prepare an Ordinance on Snow and Ice Removal for the full Council's consideration. Public Works Comrnittee Meeting Report June 20, 2016 Page 7 Voting Aye: Wimmer, Glab, Schaefer Voting Nay: None Not Voting: None Abstaining: None Absent: None Motion carried. 5. Adjournment There being no further business to discuss, motion by Wimmer, seconded by Glab to adjourn the meeting at 6:30 PM. Voting Aye:- Wimmer, Glab, Schaefer Voting Nay: None Abstaining: None Absent: None Motion carried. Reviewed and Approved: