Sangamon Sun

Village of La Grange Board of Trustees met May 11.

Here is the minutes provided by the board:

1. CALL TO ORDER AND ROLL CALL

The Board of Trustees of the Village of La Grange meeting was called to order at 7:33 p.m. by Village President, Mark Kuchler. On roll call, as read by Village Clerk John Burns, the following were:

PRESENT: Trustees Augustine, Gale, Holder, Kotynek, McCarty and McGee with President Kuchler presiding.

ABSENT: None

OTHERS:

Village Manager Andrianna Peterson Village Attorney Mark Burkland Public Works Director Ryan Gillingham Community Development Director Charity Jones Finance Director Lou Cipparrone Police Chief Kurt Bluder Fire Chief Terrence Vavra

President Kuchler thanked Trustees for attending the meeting and stated that the meeting was being held by telephone as a result of Governor Pritzker's emergency Coronavirus related actions to ease the standards for municipal open meetings as a result of the unusual and difficult circumstances. He announced that the meeting would be broadcasted on cable, on Facebook and on the Village website. Residents were encouraged to submit public comments on the agenda via email or telephone prior to the meeting.

2. PRESIDENT'S REPORT

President Kuchler stated that on April 20, Governor Pritzker extended the Stay-at-Home Order through the end of May to limit the spread of COVID-19. The Order requires face coverings to be worn in public places such as grocery store and pharmacies. Face coverings are also required in other public places anytime that six feet of distance from others cannot be maintained. This requirement applies to all individuals over the age of two who are medically able to tolerate a face covering or mask.

On May 5, Governor Pritzker unveiled a phased plan to reopen Illinois by region called Restore Illinois. The five-phase plan is guided by public health metrics designed to provide a framework for reopening businesses, education and recreational activities in each phase. The five-phase plan is based on regional healthcare availability as well as other parameters that dictate when each region can move to the next phase or when to return to a phase. May 29 is the soonest that any region can move from the current Phase 2 to Phase 3 of the plan, and he stated that no matter the opinion on the plan, it is important to follow the Executive Order. As required by the Governor's Order, it is important that you maintain distancing and wear face coverings to protect yourself and others if you must leave your home.

The extension of the Order also allows non-essential businesses, in addition to restaurants, to offer curbside pick-up and delivery options beginning May 1. Our restaurants and businesses have expressed their deep appreciation to area residents for the outpouring of support for them during this time. President Kuchler thanked La Grange businesses for organizing a wonderful “Thank You” parade for residents and asked for continued support of La Grange businesses through curbside pick-up and delivery options as often as possible. The Village website contains a number of resources for residents and businesses. He also stated that the Village continues to recognize our first responders, medical workers, grocery store and restaurant workers, and so many others working to provide care and comfort during this difficult time.

President Kuchler asked Trustee Holder to provide an update regarding the AMITA La Grange Hospital. Trustee Holder noted that it is important to keep in mind that Governor Pritzker said that the peak of COVID-19 cases in Illinois will likely not occur until mid-June. Trustee Holder stressed that diligence as the weather improves is even more important. He advised that currently the La Grange Hospital has 26 confirmed cases with 20 additional cases under observation. He noted that the situation is currently stable. Currently, the hospital has not been severely impacted by cases coming from nursing homes, however he noted that the impact has been severe in other towns. Trustee Holder noted that there has been a reemergence of surgeries, both elective and otherwise. These actions are advancing at a slow but deliberate pace that will allow for all appropriate safety measures to be put in place. Currently, there is still a lack of testing to meet all demand in addition to a lack of antibody tests available for all those interested. He noted that this is a problem that communities across the country are currently facing.

Trustee Holder noted that there has been a great deal of generosity shown by the community throughout both National Hospital week and National Nurses week. These individuals have a dedication and passion for caregiving for their community that is deeply appreciated during these hard times.

Trustee Holder also announced that CEO Mike Murrill has been promoted and will assume the position of regional CEO of the Southeast Region by the middle of June.

President Kuchler thanked Trustee Holder for the information and stressed that La Grange is proud of the highly ranked Hospital in our community.

President Kuchler announced that over the last few weeks, the Village has made progress in furthering its stormwater management plans with the Metropolitan Water Reclamation District.

Staff and the MWRD have exchanged close to final versions of the Intergovernmental Agreement that would finalize the project elements which include a new stormwater pipe to be built along 50th Street, a new pipe east of East Avenue in McCook, and a new reservoir and pumping station in McCook to be funded by the MWRD. President Kuchler stated that he met with staff and the new Mayor of McCook Terrence Carr and his staff to discuss the project. Village Attorney Burkland and President Kuchler also met with the attorney for Hanson Quarry recently. The Village Board will adjourn to closed session after the meeting to discuss this topic further.

Village President Kuchler advised that the City of Chicago has increased its water rate effective June 1 by 2.45% and McCook, who supplies the Village water from Chicago has also provided a notice that their rate will increase by 2.97%. While it has been the Village's policy to pass on rate increases from Chicago and McCook as they may occur, the Village has taken a close look at its budget and will not be passing the increases on to residents at this time. The Village is conducting a Water and Sewer study this year that will assist the Village in future planning options to replace our aging water and sewer main infrastructure.

President Kuchler announced that the Village currently has a 70.5% response rate to the 2020 Census. According to Lyons Township, La Grange ranks gth out of 17 Villages La Grange can do better and he urged all residents to respond to the Census as soon as possible. A complete count is critical to receiving our fair share of necessary funding for services and projects that benefit La Grange.

President Kuchler announced that he was sad to report the passing of Bill Martin, owner of Ceramic Art Café in La Grange. Bill, along with his wife, Susie, started the Ceramic Art Café nearly 22 years ago, making it one of the most well-established and tenured businesses in La Grange. Bill was well respected by both business owners and residents alike and he cared deeply about his family, customers, and La Grange. The Village's thoughts are with the Martin family during this difficult time.

President Kuchler announced that last week was Public Service Recognition week in addition to Nurses Day and on behalf of the Village Board he thanked employees in all Village Departments for their experience, expertise and commitment to public service. While always important to quality of life, especially in these times, we appreciate their dedication and courage. In particular, he thanked Public Works employees, Police Officers, Firefighters, Paramedics, and 911 Telecommunicators.

3. MANAGER'S REPORT

Village Manager Andrianna Peterson announced that although the Village Hall remains closed to the public, the Village Hall will be closed for business on Monday, May 25 in observance of Memorial Day. A full complement of public safety personnel will be available in the event of an emergency. Regular business hours will resume on Tuesday, May 26 for call-in and drop off services. The regular Village Board meeting scheduled for May 25 will also be cancelled. The next regular Village Board meeting will be held on Monday, June 8, beginning at 7:30 p.m.

4. READING OF PUBLIC COMMENTS SUBMITTED TO VILLAGE

lage President Kuchler asked Village Manager Peterson if any comments had been received. Village Manager Andrianna Peterson advised that three comments had been received and proceeded to read the submitted comments

Rose Naseef, 911 S. Stone Avenue, submitted comments that the refuse hauling contract does not incorporate the primary improvements recommended by the EQC. She stated that while the contract incorporates some of the features recommended by the EQC, it does not implement the EQC's most important recommendation of charging households appropriate fees for their garbage and recycling. Also, there is no added fee to dispose of bulk items weighing less than 75 pounds, creating an incentive to produce more waste on a weekly basis. Additionally, Spring Clean-Up fees have been reduced, in direct contrast to the EQC's participants in this event pay full disposal costs for garbage landfilled

David Bryant, 40 S. Ashland, submitted comments thanking the Trustees and staff for their support of the EQC although some recommendations were not incorporated. He encouraged the Village to work towards a future that engages the environmental and climate issues facing us today.

Flood Brothers Disposal, Michael J. Flood, thanked the Village Board for their consideration of the contract and stated that they are excited for the opportunity to become the newest partner to the residents and staff of the Village.

Flood Brothers continues a family tradition started 90 years ago and they are fortunate today to have over 20 family members involved in the daily operations and employ over 200 people while servicing a 90-mile radius of the Chicago Metropolitan area.

CONSENT AGENDA AND VOTE 

A. Ordinance - Design Review Permit #106 – 19-23 W. Harris Avenue, 21 Harris LLC

B. Purchase – Replacement of Squad Car Fleet – Police Department

Ordinance – Disposal of Vehicles

C. Minutes of the Village of La Grange Village Board of Trustees Meeting, Monday, April 27, 2020

D. Consolidated Voucher 200511

Trustee Augustine stated that in consideration of her relationship with the Village Prosecutor, she recused herself from each item on the voucher related to the Village Prosecutor.

A motion was made by Trustee Holder to approve the Consent Agenda as presented, seconded by Trustee McCarty.

Approved by a roll call vote:

Ayes: Trustees Augustine, Gale, Holder, Kotynek, McCarty and McGee

Nays: None 

Absent: None 

6. CURRENT BUSINESS 

A. Award of Contract – Refuse Collection, Recycling Collection and Disposal Services

President Kuchler asked Trustee McCarty, liaison to the Environmental Quality Commission (EQC), to introduce the item. Trustee McCarty stated that the Village's current extended contract for residential solid waste collection and disposal services with Republic Services expires on July 31, 2020. In anticipation of the expiration of the contract, the Village conducted an on-line resident preference survey in October, 2019.

In December, 2019, the Village initiated a Request for Proposal (RFP) process for residential refuse collection, recycling collection and disposal services. Proposals for a number of curbside recycling / disposal program enhancements, landscape waste, spring cleanup program and fall leaf collection were also requested. The Village received three submittals from qualified contractors at the end of January, 2020 - Flood Brothers, Lakeshore and Republic Services.

In March, 2020, the Village Board extended the Village's contract which expired in April, 2020 with Republic Services with no change in terms or pricing until July 31, 2020. The extension allowed additional time for the Village Board to: 1) select a preferred hauler, 2) authorize staff to negotiate a new contract under the preferred program option, 3) communicate with residents regarding the program and potential enhancements, and 4) prepare for the procurement and delivery of new toters, stickers and other components necessary to provide refuse services.

The Village analyzed the proposals from each contractor with the assistance of the West Cook County Solid Waste Agency. As a result of the analysis, it was determined that the Flood Brothers proposal for the Village's current program structure (Option 1) was the most cost effective and flexible approach for La Grange households. Flood Brother's proposal provides first year savings of $3.27 per household per month compared to current rates. Their proposal would also reduce the cost of stickers from the current $5.00 each to $4.00 each in the first and second year (to $4.10 in year five).

The EQC had recommended adding more toter size options for both refuse and recycling. Flood Brothers provided the most competitive pricing in the first year for the cost of the toter program for three different size refuse receptacle options (35, 65 and 95 gallon) and two recycling size options (65 and 95 gallon) under Option 1. Notably, Flood Brother's proposal reflects pricing for all five years of the contract for the current 65 and 95 gallon toter size options that are less than current toter rates. The Flood Brother's proposal also allows for an additional smaller size refuse container and a larger size recycling container option than currently available.

If a resident places one 35 gallon can or bag of refuse out per week under the sticker program in the first year as proposed by Flood Brothers, the cost would be $17.33 per month as compared to the 35 gallon toter program which is $15.50 - $16.25 per month depending on the size of the recycling cart selected. Therefore, while the toter program may be more economical for many households, the availability of the sticker program option continues to provide flexibility based on household needs and preferences.

Also as recommended by the EQC, new for Option 1 is the ability for residents to choose to contract monthly for a landscape waste cart (with food scrap composting), eliminating the need for paper bags or cans. The landscape waste cart would come in 65 or 95 gallon size options and would also provide for composting of food scraps during the landscape waste collection season (April to mid-December).

As previously noted, the EQC recommended several optional curbside recycling programs and disposal options such as electronics recycling and household hazardous waste disposal. Flood Brothers provided competitive rates for these optional programs. Flood Brother's also will be providing a free electronics recycling event once per year at a designated Village site.

At the time of the bid, Flood Brothers listed fifteen municipal contracts (they have since added more) in the Chicagoland area as references including Oak Brook, Riverside, Carol Stream, Wood Dale, and Rolling Meadows. Some of the municipal contracts have been in existence since the 1990s. Staff contacted several municipal references (both older and newer contracts) all of which provided positive feedback regarding Flood Brothers service, responsiveness, and transition process.

One additional positive was that Flood Brothers proposed to retain the current two day (Monday and Thursday) refuse pick up schedule, while other haulers proposed changes or additional service days during the week.

As a result of the analysis, the Village Board authorized staff to negotiate a contract with Flood Brothers under Option 1. Flood Brothers did not propose any substantive changes to the Village's current contract terms with Republic. The proposed contract terms have been updated to reflect the bid proposal from Flood Brothers as well as enhanced insurance terms required by the Village's risk management agency.

If the contract is approved, staff will work with Flood Brothers on a resident communications schedule highlighting the new hauler and program options. The communications will include printed as well as website and social media postings and videos. Displays of the new toter size options will also be made available to residents. The first week of the new program would begin on August 3, 2020.

Trustee McCarty noted that choosing a refuse hauler is a large responsibility as it involves acting as a fiduciary of cost and resident trust; respecting residents’ freedoms and liberty; and ensuring that public health and safety is maintained by the contracted company. The value of the contract is also significant beyond a monetary component as it involves the environment, quality of life and public health. La Grange has high rates of recycling, and resident's efforts are Village has worked to improve the participation in recycling and limit the amount of contaminated recycling. There have also been efforts to reduce overall waste, and ensure that items such as electronics and hazardous materials are disposed of correctly. Composting is also an initiative. The Environmental Quality Commission (EQC) has worked to inform and inspire their fellow residents and Trustee McCarty expressed his appreciation for their efforts, although not all recommendations could be incorporated at this time.

Due to the 1) ability to maintain the current two option (stickers and toters) program; 2) favorable rate structure and cost savings for residents; 3) increase in the number of refuse and recycling toter size options available for residents that choose the toter option; 4) new landscape cart options that include composting of food scraps in season; and 5) new curbside recycling and disposal enhancements to our current program such as electronics recycling and household hazardous waste recycling, it is recommended that the Village President be authorized to execute a five-year contract for refuse collection, recycling collection and disposal services with Flood Brothers Disposal Company.

Trustee Holder expressed his appreciation for the work involved in developing the proposed contract and noted that he liked the convenience of the toter option. He asked that an additional size option of a 35 gallon refuse toter and 35 gallon recycling toter be added. Village Manager Peterson indicated that Flood Brothers had expressed a willingness to do so and that option could be included in the materials sent to residents.

Trustee Augustine asked if compost toters could be available as a monthly option in addition to seasonally. Manager Peterson advised that the landscaping toter can also be used as a composting receptacle and that it is unlikely that a monthly program would be made available due to costs involved with managing receptacles. She indicated that she would discuss the question further with Flood Brothers.

Trustee McCarty noted that with the current state of recycling it is best to look at improvements over a period of time and work through commissions like the EQC to encourage residents to be more environmentally friendly. La Grange has an engaged population that cares for the environment.

Trustee Holder agreed and suggested adding a video on the Village website advising residents of how to recycle various items as a reference.

Trustee Gale expressed his thanks to both Trustee McCarty and the EQC for their hard work on the refuse contract.

President Kuchler thanked Trustee McCarty, the EQC and Village staff for their commitment to create a better Village and work on the contract.

A motion was made by Trustee McCarty to approve the award of contract to Flood Brothers Disposal Company for Refuse Collection, Recycling Collection and Disposal Services as presented, seconded by Trustee Holder.

Approved by a roll call vote:

Ayes: Trustees Augustine, Gale, Holder, Kotynek, McCarty and McGee

Nays: None

Absent: None

TRUSTEE COMMENTS

Trustee Augustine reported that some municipalities are closing down streets in order to assist businesses during this crisis. She asked that it be assessed as a possible option for La Grange to assist businesses with the upcoming transitions.

President Kuchler thanked Trustee Augustine and stated that the Village continues to be open to all ideas as we move towards opening once it is safe to do so. He asked that Trustees continue to brainstorm good ideas and recommendations.

CLOSED SESSION

At 8:25 p.m., a motion was made by Trustee Holder and seconded by Trustee McGee to adjourn into closed session for the purposes of (a) discussing matters related to the purchase or lease of property for the use of the Village and (b) discussing pending litigation involving the Village.

Approved by a roll call vote:

Ayes: Trustees Augustine, Gale, Holder, Kotynek, McCarty and McGee

Nays: None

Absent: None

ADJOURNMENT 

At 9:46 p.m. Trustee Holder made a motion to adjourn, seconded by Trustee Augustine. Approved by a voice vote.

https://docs.google.com/document/d/1RBbLmbcN3Yfu1j2_RYzPyro1SShRfD8ym8hlam7wK2o/edit