June 07, 2022
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1. Call to Order
Mayor Barnett called to order the Village Council meeting at 7:00 p.m. and led those in the room in the Pledge of Allegiance to the Flag. He explained the protocol for the meeting and the guidelines to submit public comment.
2. Roll Call
Council Attendance (Present): Mayor Barnett, Commissioner Hosé, Commissioner Walus, Commissioner Sadowski-Fugitt, Commissioner Kulovany, Commissioner Gilmartin, Commissioner Glover
Council Attendance (Not Present): None
Non-Voting: Village Manager Dave Fieldman, Village Attorney Enza Petrarca, and Village Clerk Rosa Berardi
MOT 2022-9480 - A. Motion: Allowing for Electronic Participation for the June 7, 2022 Village Council meeting.
Summary: A motion to allow electronic participation for the June 7, 2022 Village Council meeting.
3. Proclamations
A. Pride Month
Mayor Barnett proclaimed June 2022 as Pride Month in the Village of Downers Grove. He also called upon businesses and residents to work together to ensure equal rights for all and encouraged residents to reflect on the promise that America's diversity was its greatest strength and to respect and honor its diverse community. EQDG accepted the proclamation.
B. Garden Week
Mayor Barnett proclaimed the week of June 5-11, 2022, as National Garden Week in the Village of Downers Grove. He recognized and thanked the Garden Club of Downers Grove for their accomplishments and contributions to the community. He also encouraged residents to recognize the work that gardeners did to keep Downers Grove beautiful. Debbie Wilderman, President of the Garden Club of Downers Grove accepted the proclamation.
4. Minutes of Council Meetings
MIN 2022-9468 - A. Minutes: Village Council Meeting Minutes - May 17, 2022
Summary: Village Council Meeting Minutes -May 17, 2022
MOTION: To adopt the meeting minutes of the May 17, 2022 meeting, as presented.
RESULT: Motion carried unanimously by voice vote.
MOTIONED TO APPROVE: Commissioner Hosé
SECONDED BY: Commissioner Walus
AYES: Commissioners Hosé, Walus, Sadowski-Fugitt, Kulovany, Gilmartin, Glover and Mayor Barnett
NAYES: None
5. Consent Agenda
Mayor Barnett asked that Item 6D, a motion to dispose of audio recordings of previously approved Executive Session minutes, be removed from the Consent Agenda and be placed on a future agenda.
BIL 2022-9466 - A. Bills Payable: No. 6666 - June 07, 2022
Summary: No. 6666 - June 07, 2022
COR 2022-9467 - B. Claims Ordinance: No. 6459, Payroll - May 06, 2022
Summary: No. 6459, Payroll - May 06, 2022
MIN 2022-9488 - C. Minutes: Note Receipt of Boards and Commissions Meeting Minutes
Summary: Note Receipt of Boards and Commissions Meeting Minutes: ZBA 02-23-22; Liquor Commission 03-03-03-22; PC 04-04-22; CEC 04-21-22
RES 2021-8999 - E. Resolution: Approve the Intergovernmental Agreement (IGA) with York Township for the Paving of Portions of 36th Street, Sterling Road, Glendenning Road and Douglas Road
Summary: This resolution approves an Intergovernmental Agreement (IGA) between the Village and York Township for the paving of portions of 36th Street, Sterling Road, Glendenning Road and Douglas Road.
RESOLUTION 2022-45
A RESOLUTION AUTHORIZING EXECUTION OF AN INTERGOVERNMENTAL AGREEMENT BETWEEN THE VILLAGE OF DOWNERS GROVE AND YORK TOWNSHIP FOR STREET PAVING ON 36TH STREET, STERLING ROAD, GLENDENNING ROAD AND DOUGLAS ROAD
MOT 2022-9416 - F. Motion: Approve an Agreement with Baxter & Woodman Natural Resources, LLC for the Main Street Downtown Traffic Signals, Crosswalks and Accessibility Upgrades Project (TR-034) for a Total Not-to-Exceed $132,294.38, Which Includes a 5% Contingency
Summary: This motion approves an agreement with Baxter & Woodman Natural Resources, LLC for the Main Street downtown Traffic Signals, Crosswalks and Accessibility Upgrades Project (TR-034) for a total not-to-exceed $132,294.38, which includes a 5% contingency.
MOT 2022-9475 - G. Motion: Approve a Contract with M. Gingerich, Gereaux & Associates of Manhattan, Illinois, in the amount of $64,800.00 for Surveying Services for Various 2023 Community Investment Program (CIP) Projects
Summary: This motion awards an agreement to M. Gingerich, Gereaux & Associates of Manhattan, Illinois, in the amount of $64,800.00 for surveying services for various 2023 Community Investment Program (CIP) Projects.
MOT 2022-9485 - H. Motion: Approve the Renewal of the FY 2022-2023 Membership for the DuPage Mayors and Managers Conference and Authorize Staff to Submit Dues in the Amount of $37,511.93
Summary: Motion to renew the FY 2022-2023 membership for the DuPage Mayors and Managers Conference and authorize staff to submit dues in the amount of $37,511.93.
RES 2022-9474 - I. Resolution: Authorize a Real Estate Purchase Contract for the Property Located at 5618 Lyman Avenue, Downers Grove, Illinois, and the Adjacent Vacant Parcel to the North in the Amount of $348,328.00
Summary: This resolution authorizes a real estate purchase contract for the property located at 5618 Lyman Avenue, Downers Grove, Illinois, and the adjacent vacant parcel to the north in the amount of $348,328
RESOLUTION 2022-46
A RESOLUTION AUTHORIZING EXECUTION OF A REAL ESTATE CONTRACT FOR PROPERTY LOCATED AT 5618 LYMAN AVENUE AND THE ADJACENT VACANT PARCEL TO THE NORTH, DOWNERS GROVE, ILLINOIS 60516
RES 2022-9476 - J. Resolution: Approve a contract with Concentric Integration of Crystal Lake, Illinois, for Professional Services in an Amount Not-to-Exceed $312,585.00, Which Includes a 5% Contingency
Summary: This motion approves a contract with Concentric Integration of Crystal Lake, Illinois, for professional services in an amount not-to-exceed $312,585.00, which includes a 5% contingency.
RESOLUTION 2022-47
A RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT BETWEEN THE VILLAGE OF DOWNERS GROVE AND CONCENTRIC INTEGRATION
MOT 2022-9452 - K. Motion: Approve a Contract with Impirium Group, Inc. for the Emergency Communications Tower Project for a Total Not-to-Exceed $712,800.00, Which Includes a 10% Contingency
Summary: This motion approves a contract with Impirium Group, Inc. for the Emergency Communications Tower Project for a total not-to-exceed $712,800.00, which includes a 10% contingency.
MOT 2022-9490 - L. Motion: Approve a Payment in the Amount of $19,500.00 to Mad Bomber Fireworks for the 2022 Independence Day Fireworks Show
Summary: This motion approves a payment in the amount of $19,500.00 to Mad Bomber Fireworks for the 2022 Independence Day fireworks show.
MOTION: To adopt all items on the Consent Agenda, as amended
RESULT: Motion carried unanimously by voice vote.
MOTIONED TO APPROVE: Commissioner Hosé
SECONDED BY: Commissioner Walus
AYES: Commissioners Hosé, Walus, Sadowski-Fugitt, Kulovany, Gilmartin, Glover, Mayor Barnett
NAYES none
6. Active Agenda
ORD 2022-9455 - A. Ordinance: Authorize a Special Use for 1835 Elmore Avenue to Permit an Extended Family Accessory Housing Unit
Summary: This ordinance authorizes a special use for 1835 Elmore Avenue to permit an extended family accessory housing unit.
MOTION: To adopt AN ORDINANCE AUTHORIZING A SPECIAL USE FOR 1835 ELMORE AVENUE TO PERMIT AN EXTENDED FAMILY ACCESSORY HOUSING UNIT, as presented ORDINANCE 5929
RESULT: 7-0 by Voice Vote
MOTIONED TO APPROVE: Commissioner Hosé
SECONDED BY: Commissioner Walus AYES: Commissioners Hosé, Walus, Sadowski-Fugitt, Kulovany, Gilmartin, Glover, Mayor Barnett
NAYES none
ORD 2022-9456 - B. Ordinance: Authorize a Special Use for 400 75th Street to Permit a Drive-Through
Summary: This ordinance authorizes a Special Use for 400 75th Street to permit a drive-through
MOTION: To adopt AN ORDINANCE AUTHORIZING A SPECIAL USE FOR 400 75TH STREET TO PERMIT A DRIVE-THROUGH, as presented ORDINANCE 5930
RESULT: 7-0 by Voice Vote
MOTIONED TO APPROVE: Commissioner Hosé
SECONDED BY: Commissioner Walus
AYES: Commissioners Hosé, Walus, Sadowski-Fugitt, Kulovany, Gilmartin, Glover, Mayor Barnett
NAYES none
RES 2022-9457 - C. Resolution: Approve the Final Plat of Subdivision with an Exception for 403 66th Street, 6600 and 6618 Fairview Avenue
Summary: This resolution approves the Final Plat of Subdivision with an exception for 403 66th Street, 6600 and 6618 Fairview Avenue.
MOTION: To adopt A RESOLUTION APPROVING THE FINAL PLAT OF SUBDIVISION WITH AN EXCEPTION FOR 403 66TH STREET, 6600 & 6618 FAIRVIEW AVENUE, as presented RESOLUTION 2022-48
RESULT: 7-0 by Voice Vote
MOTIONED TO APPROVE: Commissioner Hosé
SECONDED BY: Commissioner Walus
AYES: Commissioners Hosé, Walus, Sadowski-Fugitt, Kulovany, Gilmartin, Glover, Mayor Barnett
NAYES none
ORD 2022-9458 - D. Ordinance: Rezone Certain Property Located at 403 66th Street
Summary: This ordinance rezones certain property located at 403 66th Street
MOTION: To adopt AN ORDINANCE REZONING CERTAIN PROPERTY LOCATED AT 403 66TH STREET, as presented ORDINANCE 5931
RESULT: 7-0 by Voice Vote
MOTIONED TO APPROVE: Commissioner Hosé
SECONDED BY: Commissioner Walus
AYES: Commissioners Hosé, Walus, Sadowski-Fugitt, Kulovany, Gilmartin, Glover, Mayor Barnett
NAYES none
7. First Reading
ORD 2022-9459 - A. Ordinance: Proposing the Establishment of Special Service Area #12 in the Village of Downers Grove, Illinois, and Providing for a Public Hearing and Other Procedures in Connection Therewith
Summary: This ordinance proposes the establishment of Special Service Area #12 in the Village of Downers Grove, Illinois, and provides for a public hearing and other procedures in connection therewith.
Stan Popovich presented this item. He stated that the subdivision property address was 6000-60014 Fairview Avenue and currently consists of two homes. The subdivision was approved at the March 8th Village Council Meeting and consists of seven single family lots. He said the SSA serves as a safeguard in the event the Homeowner Association did not follow through with maintaining the detention area. He said it would allow the Village to levy a special tax on the property owners for maintenance of the common areas. Mr. Popovich said the proposed rate is 3% of the EAP of the properties. The process to establish the SSA would be to approve the proposal of SSA, have a public hearing in August, a 60 day objection period, and then an ordinance that would establish the SSA.
Stan Popovich said Special Service Area #13 was for the Kapovich Subdivision at 7135 Dunham Road, just north of intersection of Dunham and Lemont Rd. He said currently it consists of a single family home and the subdivision calls for six lots and an outlot, that would house the detention area. The subdivision was approved at the February 8th Village Council meeting. He said the SSA would also serve as a safeguard in this case, with the same process.
ORD 2022-9464 - B. Ordinance: Proposing the Establishment of Special Service Area #13 in the Village of Downers Grove, Illinois, and Providing for a Public Hearing and Other Procedures in Connection Therewith
Summary: This ordinance proposes the establishment of Special Service Area #13 in the Village of Downers Grove, Illinois, and provides for a public hearing and other procedures in connection therewith.
8. Attorney's Report
Village Attorney Enza Petrarca presented the following for Village Council consideration pursuant to Section 2.5 of the Downers Grove Municipal Code, the following are presented for Village Council consideration:
- An ordinance proposing the establishment of Special Service Area #12 in the Village of Downers Grove, Illinois, and providing for a public hearing and other procedures in connection therewith.
- An ordinance proposing the establishment of Special Service Area #13 in the Village of Downers Grove, Illinois, and providing for a public hearing and other procedures in connection therewith.
9. Public Comment
Marshal Schmidt, 4923 Seeley, said that that the Mayor's comments at the end of the last Council meeting where admirable. Mr. Schmtit he said he feels as if the Council failed to engage with the community in a way that made them feel heard. He said moving the public comment on matters not on the agenda until after the active agenda portion of the meeting discouraged, instead of encouraged, public comment. He also said that the Village's Real estate purchase that was on that night's agenda was for property located in a floodplain, so any future building would require storm water remediation. Mr. Schmitt spoke of the Village overpaying for the property. He said the Council proved it wasn't listening to the community when they had a lack of concern on the impact of building 12 homes on the Longfellow site. The heavy rain last week flooded the basements that had been dug. The developer pumped the water out onto Montgomery Avenue, which settled out on the street. Mr. Schmitt said Mr. Feldman asked for the developer to clean up the mess and that was appreciated, but the process took several days. Mr. Schmitt also spoke of the conflict of interest the Mayor had with the communication tower and that he should have recused himself from the vote.
Carol Richart, 532 Bunning Dr., stated she lived at 55th Place previously for 47 years. She said she watched a video produced by Downers Grove on YouTube that was about the new facility the Village would be building and was impressed that so many sustainability measures were being included in the plans. She also expressed her appreciation that the Village will be using native plants in the new facility's landscape to help with the climate problem. She said she participated in No Mow May, which allowed nourishment and habitat for pollinators. She suggested educating and encouraging residents to plant native plants, changing the code for grass height, and handing out waivers for No Mow May to help with pollination.
Ron Olson, 704 Maple Ave, referenced a previous statement made by a Commissioner regarding the placement of the tower that didn't sit well with him. Mr. Olson said the placement of the tower and distance from his home did matter and he was disappointed Mayor Barnett and the Council failed to understand. He felt there was something wrong with the process, lack of engagement, and conflict of interest regarding the telecommunications tower. He expressed concern that the Village was spending 53 million dollars on a new facility and some of the funding was dependent upon the TIF district. He said that would be a tax revenue raiser to Village residents if it didn't work out. He said the movement of the communication tower is going to impede on his property value. Jim Kelly, resident, said he attended the Coffee with the Council and was unhappy with communications he had. He apologized, but said he had a determination to do what he needed to do to better himself in the community he was involved with. He spoke about his legal case with the building he previously rented from. Mr. Kelly said he felt the building was a fire hazard and notified the Village of this.
John Agazino, from the Downers Grove Area FISH food pantry, thanked the community for their generosity. He shared stories of people that came to the food pantry for help and received assistance. He said the food pantry feeds approximately 130 families per week. He said 96% of what comes into the pantry goes right back out. He said information regarding the pantry and its events can be found on their website at https://www.downersgrovefish.org/ . Mr. Agazino asked for support and said to visit their website to find out what they needed.
David Rose, resident, spoke of his disappointment in the Mayor only taking responsibility for Council deliberations. He asked the Council what warning signs they were waiting for before they would take environmental sustainability seriously.
10. Mayor's Report
RES 2022-49 - A. Appointing and Reappointing Members to Boards and Commissions RES 2022-49
Summary: Board of Fire and Police Commissioners: Re-appoint Jillian Mikrut to a three-year term expiring August 31, 2025; Community Events Commission: Appoint Theresa Kulat to a three-year term expiring August 31, 2025; Environmental Concerns Commission: Appoint Rachel Grudzinski to a three-year term expiring August 31, 2025; Library Board of Trustees: Appoint William Nienburg to a six-year term expiring August 31, 2028; Police Pension: Re-appoint Norman Sidler to a two-year term expiring August 31, 2024, Appoint Stephen Cogger to a two- year term expiring August 31, 2024
Village Clerk, Rosa Berardi, read the appointments and reappointments to Village Boards and Commissions.
Mayor Barnett added that the Council appreciated those that wanted to serve the community and their input was valuable. He said the council still bore ultimate responsibility and took it very seriously.
MOTION: To adopt A RESOLUTION APPOINTING AND REAPPOINTING MEMBERS TO BOARDS AND COMMISSIONS, as presented RESOLUTION 2022-49
RESULT: 7-0 by Roll Call
MOTIONED TO APPROVE: Commissioner Hosé
SECONDED BY: Commissioner Walus
AYES: Commissioners Hosé, Walus, Sadowski-Fugitt, Kulovany, Gilmartin, Glover, Mayor Barnett
NAYES none
11. Council Member Reports
Commissioner Sadowski-Fugit thanked everyone who came to Outward's Journey and the Library panel that was hosted by EQDG. She said on Sunday, June 12th, 12-5 p.m., at United Methodist church, there would be a Pride in the Parking Lot event. She invited all to join in the event and to bring something to tie-dye. She also thanked the businesses and local artists who contributed to the downtown for Pride Month.
Commissioner Walus said there was a special Rotary Club lunch at Emmets that day for 17 young men and women from Downers Grove who were Service and Music Scholarship winners. She asked everyone to consider singing up to volunteer for the Rotary Grove Fest on their website. She said the fest is a great time and it is for a good cause.
Commissioner Gilmartin thanked the Mayor for the Pride Month proclamation. He said it was important to continue to listen to and support the LGBTQ community. He said he attended the panel on inclusion and was amazed by what was said there. He said it was eye opening to hear about what LGBTQ youth were seeking from the community. He said he was encouraged and hopeful Downers Grove would become more inclusive and welcoming. Commissioner Gilmartin stated there have been stories of cruelty towards the LGBTQ community and he has received emails from a hate group in town, so there was still work to be done. He said he hoped the LGBTQ community continued to feel support in Downers Grove. Commissioner Hosè thanked his fellow commissioners on their comments about Pride Month and shared their sentiments. He told a story about watching police officers perform deescalating techniques on a disturbing patron while he was dining at a restaurant in Downers Grove. He said within 5 minutes, they patron went from yelling and screaming to completely calm and walking away. He said the Village has some great people working in the Police Department and throughout the Village and they doing a phenomenal job. He thanked the officers who responded on that call and everyone on the team. At 7:58 p.m. the Mayor announced there would be a 5 minute break and the meeting would reconvene in the Committee Room for the Manager's Report. This included a discussion on the Village's Solid Waste Contract Renewal. All were invited to attend.
12. Manager's Report
A. Solid Waste Contract Renewal Discussion
The meeting reconvened in the Committee Room. Deputy Village Manager Mike Baker introduced Tish Powell, Manager of Municipal Sales with Republic Services, and stated there was a PowerPoint presentation with information for all to review in the Village Council meeting materials posted online. He explained that the purpose of the evening's discussion was to:
1.) Establish the Solid Waste Program goals and attributes. 2.) Direct staff to negotiate with Republic Services or to seek proposals from other companies.
Mayor Barnett started the discussion by stating he thought the program goals listed on the whiteboard were appropriate.
Village Manager Dave Fieldman asked if all of the other Commissioners felt the same way and many responded yes.
Commissioner Hosé highlighted the value of the current contract to the residents. He said Republic has maintained competitive pricing.
Commissioner Kulovany said he would like residents to consider reducing the amount of grass clippings they dispose of and questioned where they end up after they are picked up. He spoke of using a mulching lawn mower and said he felt that residents should practice mulching their grass clippings and leaving them on the lawn, instead of bagging them up.
Manager Fieldman and Mr. Baker stated that they could get an answer to Commissioner Kulovany's question regarding where the grass clippings end up. Mayor Barnett thanked Commissioner Kulovany, stating this is the kind of dialogue they needed to have. He said that public policy is trying to accomplish certain things, but there is usually a component of design incentivizing as well.
Commissioner Sadowski-Fugitt said she wants to reduce waste that is entering landfills at the forefront, including recycling plastic waste. She said she wants a competitive price with good value.
Commissioner Gilmartin said he thinks the program goals are good. He said he feels the residents need to have ownership but the Village also needs to have the ability to incentivize as well. He said recycling tends to be a revenue stream for the collectors. He wanted to know if there is a way to have a performance base, where the Village had numbers on how much trash and recycling is collected. Commissioner Gilmartin also asked if there was a way to include some sort of language based on performance, where if the Village is reducing its solid waste and increasing it's recycling and the vendor is making money, then maybe those savings can be passed back to the Village. He also said he agreed with Commissioner Kulovany with regard to reducing the amount of yard clippings being disposed of and asked about possible incentives. He commented on the sticker program and how there are many residents that use them for both trash and for clippings and said he knows it costs more to the vendor and hoped there is a workaround. He concluded by stating he spoke with many residents regarding the service they receive and generally received positive feedback.
Commissioner Walus stated that she too spoke with many residents about their service and only received positive feedback. She said she is open to looking into some of these suggestions made by her colleagues and doesn't think there is any harm in getting more information.
Mayor Barnett commented on reducing waste entering landfills. He said he encourages recycling but wants the residents to focus on buying fewer products that cause waste or recycling. The Mayor continued by saying if there is an incentive structure that is focused on volume or recycling, that doesn't necessarily incentivize residents to do less overall. He said he thinks this should remain in the conversation moving forward because it is better than just recycling.
Manager Fieldman said the idea of proper recycling and reducing the amount entering the landfill has been captured, but another part is the idea that volume is going down in both categories.
Mayor Barnett said he has seen that the amount of recycling has leveled off. He thinks there are a couple of possible reasons for that. One is a saturation point where everybody that can recycle is and then two, those who are really focused on taking it seriously are done trying to reduce. Manager Fieldman said this is great direction for staff. He asked about the Council's opinion on the attributes of the current program and if there are things that should be kept or changed. He asked the Mayor if they could start a conversation about how the goals related to program attributes and anything they would consider keeping or changing.
Mayor Barnett said that the cost of maintaining a household is part of it. He said in designing a program, as much as he wants to see a variety of attributes, some can be expensive, and he wants the Council to remember that there are people that may have some financial hardships and cannot afford them.
Commissioner Kulovany said he is seeing a trend in sticker use and less cart use. He said it is much easier, safer and more efficient to use a cart. He said that the pick-up of collection via a cart is much more automated, the driver uses the truck arm to lift it. Whereas a 33 gallon garbage can would require a driver to get out and manually dump it. That takes extra labor, more time, and uses more fuel. Commissioner Kulovany said garbage carts are to the waste hauler's benefit and they reduce overall cost.
Commissioner Hosé supports the use of carts but thinks those using stickers aren't throwing much away and a large number of those people are senior citizens on fixed incomes. He would like a way to put a program in place that would focus on the senior program but realizes that may be administratively burdensome. Commissioner Hosé said he thinks there will be a time when we will be a full cart program, but he doesn't think that time is now.
Commissioner Walus said she seconded Commissioner Hosé's sentiments without repeating all of them.
Commissioner Kulovany asked if making the 35 gallon cart was cheaper would make a difference.
Manager Fieldman said they would look at the possibility of repricing cart costs.
Commissioner Gilmartin said he would like to find a way that Republic Services makes money but also reduce cost for those with a fixed income or little waste. He suggested taking a look at the average number of times households use stickers a month, equating that cost, and possibly translating that into the cost of a bin. He would like Republic Services to address this and provide the Village with options. Manager Fieldman said what Commissioner Gilmartin said, built on the ideas of a couple of other Council members, is to provide a lower cost option for the low volume producers that can possibly be tied to a senior program and strategic pricing with smaller carts.
Commissioner Sadowski-Fugitt would like to seek proposals. She said most companies make money off of the trash and not recycling, but some companies make money off of recycling and compost that pay to dump the trash. She wants to reduce waste in landfills and encourage proper recycling and composting practices. She said the current composting program with Republic Services is no different than the composting she can do in her yard; it is limited to yard waste. She mulches her grass. She would like to see how other companies are structured in the market. The Commissioner said she has toured the Lakeshore Recycling facility and they have employees standing on the line pulling recycling out of trash, to make sure they are collecting everything they can. She has seen the systems they use to recycle and for composting, and is sure they make plenty of money off that because they have partnerships with grocery stores. She said she is sure other companies have similar systems. She would like to see us find a company that is more innovative and provides the Village value. She would like to see what we can get for our dollar. She said to keep in mind that you may have the same volume of garbage and recycling, but the weight is drastically different because of the way packaging is made now; big fluffy recyclable plastic containers that take up a ton of space but can eventually be compressed down into something smaller. She would like to be able to see a difference in waste versus recycling carts and she is interested in looking into a senior program. She would like to seek proposals to see what programs are offered by other companies.
Mayor Barnett said that Republic Services has provided a valuable service level to the community but there is a new emphasis that the Council has on different things. He would like Republic Services to have the opportunity to listen to the conversation and respond. Then if the Council doesn't like their answers, it would be time to go out for proposals. He said he would like to further negotiate but is not ruling out the idea of going out for proposals. The Mayor would like for Republic to demonstrate they hear the conversation and understand the issues at work. He continued by saying what they come back with has to reflect that and bring some new ideas, to build on our relationship and satisfy our needs. He said the consensus of the night is to watch costs and have a higher sensitivity toward the environment.
Commissioner Sadowski-Fugitt is interested in Amnesty Days but wants a definitive way to separate the recyclables and things that could potentially be reused (like electronics) from just going straight into the landfill.
Manager Fieldman thanked Joshua Dausener, Management Analyst, for all his research and benchmarking. He said during his research Josh found Amnesty Days were referred to as "Cleanup Days" in other municipalities by the solid-waste industry at large.
Mayor Barnett said he has a hard time with cleanup days. He said he knows the residents love them and they are convenient, but he struggles with setting public policies to try and encourage certain types of activities that include situations where people can throw tires, paint cans, and black garbage bags out and not worry that it is going in the landfills. He wants clarification on this, as if it's true he struggles with intentionally doing that.
Manager Fieldman clarified that the Council wants to understand how a Cleanup Days refuse is processed and if it meets the expectations and goals of the Council then it's a go and if it doesn't then maybe it is not pursued.
Commissioner Walus said they would like to better understand cleanup days better to determine if one per contract enough or should there be more. They need more information in order to make an informed decision.
Commissioner Hosé said he would like to do it on an annual basis and if there's a way to make it cleaner great, but he wants to keep it around.
Manager Fieldman said that the goal of Amnesty Day is proper cleanup.
Commissioner Gilmartin would like to see a fixed day used as Cleanup Day, so the residents know when it is coming. He said he would like to give Republic a chance with negotiations because of the positive feedback he has received from the community, knowing that we can easily go out for RFP (proposals). He said there is a lot of new technology out there and they would like an understanding of where the stuff that is picked up is going. He said he would like clarity on where the value is to Republic and whether it is recycling or garbage. If the Village's incentives align with Republic's then there would be better overall service received for what is paid. He concluded by saying he would like to negotiate a contract with Republic Services, having higher expectations then the last contract.
Commissioner Kulovany is a fan of an annual Cleanup Day. He said he drove through Glen Ellyn when they had an Amnesty Day and realized we had not had one in a while and he noticed that every residence had a new blue cart in front of their house. He thought they had to be from a new contractor. He continued by saying he thinks Cleanup Day brings families together and can be a festive thing where people run into neighbors they haven't seen in some time. He said he would like to go out for proposals to see if we can pick up new ideas and if Republic is listening carefully they would come back with an offer that could not be beat.
Commissioner Hosé would like to negotiate a contract with Republic Services. He said given the fact that the level of service and pricing has been as good as it has been thus far, they should be given a chance to demonstrate that they want to continue working with us. He concluded by stating it has been a good relationship thus far and he would like to see their response.
Commissioner Walus said she would like to get more information. She understands that Amnesty Days play into cost and wants to do what is most beneficial to residents, but also consider the cost as well. She said we are seeing higher costs with everything now a days and it is affecting people. The Commissioner said she is curious to see if there is a way Republic may be able to break the cost of Amnesty Day up as it is right now, one per contract, and if they can determine what the cost difference of having one per year would be.
Commissioner Kulovany mentioned that he would like to know how many stickers Amnesty Day would cost - in the past it has cost a certain number of stickers.
Manager Fieldman said staff was looking for more feedback on negotiate versus proposals.
Commissioner Glover said he would like to negotiate with Republic Services as well, as he wants to work with a company that has proven themselves to staff and the community. He would like to give them the opportunity to come in strong. He said he agrees with Commissioner Kulovany in regards to an all bin program; stating it would align with most of the goals listed and it is more aesthetically pleasing. He agrees with Commissioner Walus regarding Amnesty Days and would like to see what the cost is on a yearly basis versus once a contract period. He asked if it could be line itemed out and then weigh out the value to the residents.
Commissioner Sadowski-Fugitt and Commissioner Kulovany both stated they would like to find out what the cost difference would be for a yearly Amnesty Day.
Commissioner Gilmartin said that he has received many inquiries from residents regarding a program where they can rake leaves to the parkway area for pick up by a truck with a vacuum. He said given the new technology that is out there, is this something as a Village we would be willing to consider. He also said his personal preference would be brown bins versus blue bins aesthetically.
Commissioner Walus and Kulovany asked if there the Village has ever offered this to the residents.
Manager Fieldman stated that there was only 1 time the Village offered a free leaf pick up.
Mr. Baker added the free leaf pick up program that was offered included an eight week period where residents could put bagged leaves out with no stickers required. The Mayor said that there is enough newness in the Council and community that more information is needed to be sure it is fully understood.
Manager Fieldman said they are looking for Council to make a motion at next week's meeting and assuming the motion is to negotiate with Republic Services then Republic can provide proposal information regarding the leaf program as well. He said it is expected that Republic Services will be innovative while keeping an eye on the cost.
Commissioner Sadowski-Fugitt said she wanted to remind residents to be mindful of storm drains and not clog them with leaves. She said that keeping leaves on the ground however, is beneficial for the ecosystem because it creates a layer for animals that hibernate underground for long periods of time.
Commissioner Kulovany added to the conversation by stating that it would be more beneficial to the ecosystem to wait until the spring to do leaf cleanup. The Mayor said it is along the same lines as Commissioner Kulovany's comments about grass clippings; there is public policy set up on certain activities. He said in the past conversations about leaves weren't all about price or other public policy questions having to do with the operations of the Village and things that played a factor in that.
Commissioner Walus said it is all about informing the residents. Further stating, that she knew about how beneficial it is to leave your leaves on the ground, but she is not sure how many residents know. She said it is important to continue that education as they go through this process.
Mayor Barnett said whenever the Council settles on the new contract, the Village needs to keep track of these other issues that are being addressed in the new program and publicize them appropriately.
Manager Fieldman said that the entire Village team, including Council members and staff have gotten better at explaining what they are doing and the goals that they are trying to achieve. He said the meetings discussion about the program and what is ultimately picked in the program can definitely be advertised by Doug and the Village Communications team to get the word out.
Ms. Powell with Republic Services responded to some of the questions that had been asked throughout the meeting. She gave her background. She said Republic Services is a proud partner of the Village and she is happy to hear about the positive feedback from the residents. She said that composting and grass clippings are going to a compost facility. She spoke of State laws that changed in 1990 preventing yard waste from going into landfills, so it is picked up and handled separately and goes to a compost facility. She liked the ideas about mulching leaves and she has added the point about leaf pickup to be addressed. Ms. Powell said Republic Services is recognized nationally for their sustainability practices and recently acquired US Ecology, a full service environmental services company, and they are looking forward to that partnership and the services they can provide to their municipal partners. She continued by saying that adding more Amnesty Days would work against the Village's goal of sustainability and would not be beneficial to waste reduction and recycling. She suggested keeping it to one Amnesty Day per five year contract. This year it will be in October. She reiterated having Amnesty Days and sustainability goals work against each other. She continued by speaking about Republic's automated system for the trucks to pick up trash and recycling bins. She said the Villages current system allows people to use personal cans for trash and recycling. She said the cans are not designed to be dumped by automated trucks and when they are they easily break and need to be replaced. Further stating they are heavy and having employees manually lift 50 pound trash containers is an accident waiting to happen. She said to consider the same thing with regard to yard waste and recycling. Ms. Powell said that the Village's current program is antiquated. Ms. Powell stated that most communities have gone to an all carts program and have moved away from stickers. She continued by speaking of the sticker program being problematic and that there is an issue with people producing counterfeit stickers, which in turn causes sticker sales to go down. She said she feels that people on the sticker program contaminate their recycling more and it causes people to illegally dump their trash. She said having a cart system is better. She said Republic does not make money on recycling. Ms. Powell spoke about how a majority of the recycling that is collected in the US gets shipped to China and since the China Sword Policy that came about in 2017, strict standards have been put on the level of contamination China would accept on the recycled materials they receive. This increased costs significantly because all the recycling that is picked up has to be sorted through manually several times at the recycling facility to get all of the non-recyclables out before taking it to market. She said this is what has resulted in the 2 % yearly rate increase and even more for the sticker program because the recycling is free. She explained this is because people put their trash in with their recycling and do not need to buy stickers for their trash. She explained it is not free for Republic to send employees out on the trucks to pick up trash and recycling, so that in turn also raises overall costs. She said the sticker program is not equitable and doesn't provide value to the residents. She said the Village's sticker cost is over $4 a sticker but the few programs that still use stickers are over $7 a sticker. She believes this is a good opportunity to look at the structure of the Village's program. She thinks a lot of the Village goals are achievable. She said she agrees that moving to an all cart program is more aesthetically pleasing. She said even if people are angry about the switch at first she promises they will quickly realize all of the benefits to using a cart and will not want to switch back. She invited the Council members to contact her with further questions and is happy that overall the community is happy with their service.
Manager Fieldman thanked the Council for giving staff policy direction, starting with the goals and outcomes.
Commissioner Glover asked Ms. Powell if the Village switches to an all cart based program, would that equate to a cost savings to the whole community.
Manager Fieldman said when staff has direction to negotiate that will be addressed during negotiations.
Mayor Barnett asked for a motion to adjourn the meeting.
MOTION: To adjourn the June 7, 2022, Village Council meeting. RESULT: Motion carried unanimously by voice vote.
MOTIONED TO APPROVE: Commissioner Hosé
SECONDED BY: Commissioner Walus
AYES: Commissioners Hosé. Walus, Sadowski-Fugitt, Gilmartin, Glover, Mayor Barnett
NAYES: None
Mayor Barnett declared the motion carried by voice vote and the meeting adjourned at 9:05 p.m.
Respectfully submitted,
Rosa Berardi
Village Clerk