City of Highland Park Committee of the Whole met Dec. 13.
Here are the minutes provided by the committee:
CALL TO ORDER
At 5:48 PM, Mayor Rotering called the meeting to order and asked for a roll call:
PRESENT: Mayor Rotering, Councilmembers Tapia, Stolberg, Stone, Blumberg, Holleman, Lidawer
ABSENT: None
STAFF PRESENT: City Manager Neukirch, Community Development Director Fontane, Police Chief Jogmen, Assistant City Manager/Public Works Director Kanapareddy, Finance Director Logan, Assistant City Manager Sabo, Fire Chief Schrage, Human Resources Manager Taub, Deputy City Clerk Palbitska
ALSO PRESENT: Corporation Counsel Elrod
APPROVAL OF MINUTES
1. Approval of the Minutes of the Regular Meeting of the Committee of the Whole Held on November 22, 2021
Councilmember Stone moved to approve the Minutes of the Regular Meeting of the
Committee of the Whole Held on November 22, 2021. Councilmember Lidawer seconded the motion. Upon a roll call vote, the Mayor declared the motion passed.
| RESULT: ADOPTED [6 TO 0]
MOVER: Kim Stone, Councilmember SECONDER: Annette Lidawer, Councilmember AYES: Mayor Rotering, Councilmembers Tapia, Stolberg, Stone, Blumberg, Lidawer PRESENT: Councilmember Holleman |
1. Highland Park Community Foundation Annual Report
David Reich, Betsy Brint, Laurie Levin and Terri Olian, Highland Park Community Foundation ("HPCF") Representatives, presented information on the 2021 Annual Grant Awards including the Grant Recipients.
Mayor Rotering thanked the HPCF for being proactive and nimble during this unique year. She voiced her appreciation to partner with those in the community during a difficult and challenging time.
Councilmember Tapia voiced his appreciation for the inspiring presentation. He asked if there may be gaps in the future that the foundation would like to address going forward and if there was anything within those gaps that the City may assist with, beyond financial support.
Executive Director Olian noted that there are things that fall on the HPCF that the Foundation is working on, such as, providing resources outside of financial assistance. She noted that another area of improvement they are working on is raising awareness about the HPCF itself and its mission. She explained that the Foundation requests more support from the business community as well. She noted that the HPCF requests grant recipients raise awareness about the Foundation by promoting and publicizing the receipt of their grant from HPCF. She stated that one item the City may be able to assist the HPCF with is providing a consistent message within the Highlander about the HPCF that was done in previous issues in the past.
Chairman Brint discussed the partnership between the City and HPCF. She noted that it will be the Foundation's 30th Anniversary and they are working to spread any awareness they can throughout the City about their mission. She stated that everyone has a cause and requests everyone to have an additional cause; the HPCF can be that additional cause.
Mayor Rotering noted that Ravinia Festival used to do a spotlight on local agencies and stated that she would be happy to assist with connecting the HPCF with the new CEO of Ravinia.
2. Refuse & Recycling Agreements Renewal Overview
Mayor Rotering voiced her appreciation for Assistant City Manager Sabo, his dedication to the City and his work on the refuse and recycling agreements.
City Manager Neukirch noted that staff is requesting Council feedback on this policy discussion as it pertains to the City's residential refuse and recycling agreement. She voiced her appreciation for Assistant City Manager Sabo's leadership and work on the agreement and the renewal.
Assistant City Manager Sabo presented information on the Refuse & Recycling Agreement renewals with Lakeshore Recycling Services ("LRS"). He noted that the current agreement with Lakeshore expires on March 1, 2022 and the agreement allows for renewal for up to five years. He stated that it is recommended that the City renew the residential refuse and recycling agreement for a five-year term commencing in 2022 and the recommendation for a commercial agreement will be presented in quarter one of 2022 as the City is still negotiating those rates.
Councilmember Holleman asked if the proposed monthly fee for organics would be for those households that do not have a subscription or if it would be for every household in the City.
Assistant City Manager Sabo explained that it would be a monthly fee for every residential customer.
Councilmember Holleman noted that it would be essentially adding to the base rate and everyone has to pay at least that base rate.
Assistant City Manager Sabo noted that it would apply to every residential household if the year round organics program was implemented.
Mayor Rotering voiced her appreciation for the information within the presentation. She noted that she had a few questions regarding what has been presented. She asked as to why the price of the back door, two times a week service was increasing at least 37% and why was the increase put there compared to all of the other services provided. She stated that the reason why she is raising the question is based on her past experience, it was necessary to have two times a week garbage pickup service. She noted, that if people need the service, all while recognizing the elements that make up the service being provided, the increase seems very disproportional.
Assistant City Manager Sabo noted that while reviewing the proposal and price options available, one of the questions that came up was how to minimize increases. He stated that Lakeshore explained, given current trends, it was inevitable that there would be an increase with the renewal or procurement process. The direction that was provided to Lakeshore was to minimize the impact on the largest number of residents as possible and spread the cost among all residential customers. He noted that with that direction, Lakeshore put together a pricing model that was reflective of trying to reduce the impact on the greatest amount of residents.
Josh Connell, Owner of Lakeshore Recycling Services, note that it is a good question and the proposal may seem like a penalty to those that have the twice a week or back door service because it is the most expensive service. He explained that there is a full, extra truck on the streets in Highland Park, four days a week, in order to provide the service. He noted that if the extra truck was not being used, there would be a significant savings. He explained that they did review eliminating the twice a week but there was no way to eliminate the truck 100% and it would be truly unproductive to do that. He noted that they looked at the true cost of the service, and while it may not be proportionate to all, there may be some room to review it and maybe revise a little bit but it may not provide a savings for the majority of the residents in Highland Park.
Mayor Rotering noted that she recognizes and appreciates the work that has been done so far. She stated that there needs to be a drill down as to who is using the service and there are many circumstances that lead people to choose one of the different options. She explained that she has had this conversation regarding refuse for almost 13 years and all households use to have two times a week pick up at their back door. She noted that she recognizes that staff and Lakeshore are attempting to provide cost savings and diminish impact but there needs to be a certain amount of sensitivity to households’ circumstances. She asked if there was an identified resource for the Sustainability Fund if the incentive from Lakeshore is being eliminated. She stated that she is constantly questioned as to why Highland Park does not offer leaf pick up at the curb. She noted that refuse services is a common discussion throughout the community as well as the discussion of changes in services and cost of services. She requested that the communication team ensure this information is communicated with the community as much as possible.
City Manager Neukirch noted that the City receives a franchise fee from the agreement with LRS and the City is budgeting approximately $112,000 from the revenue which is deposited into the Sustainability Fund. She explained LRS offered an additional incentive to obtain the City’s contract and to assist with the transition of waste hauler services. This incentive is no longer proposed although there is still a revenue stream that would go into the Sustainability Fund from the franchise fee. In response to the other question, there are some communities that offer leaf pick up at the curb but the service is not recommended from a public works viewpoint because of the leaves get into the storm sewers and clog the sewers.
Assistant City Manager Sabo noted that an additional revenue source for the Sustainability Fund is the Electric Aggregation Program which will provide revenue of a little over $100,000 per year.
Councilmember Tapia voiced his support for Option #1 that was presented because those that choose Pay As You Throw ("PAYT") have a couple motivations with those being cost savings and ecological motivation.
Councilmember Stone voiced her support for Option #1 but voiced concern with the increase in the base price. She asked if the increase in the base price could be spread out because in this option, there is a significant decrease in cost for those that choose the once a week subscription. She noted that she recognized that the City is attempting to work with a cost savings for the most people possible but there is a policy consideration. She explained that the PAYT began about 15-20 years ago to provide a financial incentive to those who reduced their trash in compliance with the Sustainability Plan and with the Solid Waste Agency of Lake County ("SWALCO") program that the City signed on to for a certain amount of trash reduction per year. She noted that the PAYT program, under Option #1, would increase about 30%, which is pretty substantial. She requested that the cost not be increased so much and requested that the once a week subscription not be decreased as much. She stated that there is a disproportionate burden on certain people based on Option #1 but maybe everything can be increased the same percentage and keep it more in line with what the City currently has in place. She voiced her support of the compost bin for all households and if that were to be approved, she requested a different pricing structure in order to incorporate the cost in with all the different services.
Mayor Rotering asked if there was information on how many households were using the composting services.
Assistant City Manager Sabo explained that composting is tricky to track because as of right now, households can put out composting with their yard waste containers. He noted that during the winter months, it is easier to obtain that information because there is a winter opt in program, which has increased to approximately 150 households but it is very hard to track because there are a number of households that will co-mingle their yard waste with their food scraps.
Councilmember Stone noted that the $3 per month is about the same cost of a sticker and if a household puts out a bag of compost once a month, they have essentially paid for the program.
Mayor Rotering voiced her concern of charging all households $3 per month regardless. She noted that the City would be increasing the cost by 37% for some households and then surcharging them for a service they aren't even using.
Councilmember Blumberg echoed what Councilmember Stone stated in regards to Option #1 and voiced his support for the option as well. He noted that he would like to see an increase for subscription base rather than a decrease but the cost should be shared equitably for all options. He stated that the City would like to encourage volume base subscriptions where the households can control economically what they are being charged. He inquired for the twice a week option if Lakeshore would be able to pick up two cans from a household for a lesser rate than charging a greater rate to have to come out twice a week. He noted that it may be an environmental savings in the number of trips they have to take and the homeowner can still have the backdoor option at no additional cost, except the additional can.
Mayor Rotering noted that the different size of garages may not be amenable to housing two trash cans.
Councilmember Blumberg noted that putting out two cans once a week would be a pretty reasonable trade off and recognizes what the Mayor is voicing regarding space. He stated that it may be a middle ground that would allow for a cost savings, an environmental savings and more manageable for Lakeshore.
Mayor Rotering and Councilmember Blumberg discussed accumulating trash and housing trash cans during hot months.
Councilmember Blumberg discussed the City's Annual Spring Clean Up and opined on possibly eliminating that offering. He expressed his appreciation for Lakeshore overall.
Councilmember Lidawer agreed with Mayor Rotering on the importance of refuse and recycling services in Highland Park. She voiced her support for Option #1 and provided information regarding the optionality the proposal provides and how the pricing structure is in line with what the community aspires to in terms of encouraging households to be as prudent and as good about their garbage in reducing their footprint. She recognized the concern that was mentioned by Mayor Rotering regarding twice a week services but noted that those subscriptions should be increased the most to encourage households to reduce their garbage to once a week. She commended the price structure because it incentivizes households to be on a plan and a once a week plan. She noted that she did not want to see the back door service pricing increase due to the circumstances some households may have in regards to getting their garbage to the curb. She stated that by presenting a reduction in once a week curbside pickup, the City is recognizing that the price of a lot of services and goods has increased and wants to work with the residents of Highland Park. She voiced concern regarding charging all households the monthly fee for composting because philosophically, households want to pay for the service they are getting and they do not want to pay for a service they are not receiving. She stated that the Annual Spring Clean Up is expensive but it is something that the community gets excited about.
Mayor Rotering noted that there have been discussions about eliminating the Annual Spring Clean Up and the community has not welcomed the elimination at all.
Councilmember Lidawer stated that the community keeps track as to when the cleanup will take place. She voiced her approval of Option #1 again but voiced that she was not in favor of the $3 a month charged for organics for all households.
Mayor Rotering explained that when the prices were raised to offer free recycling, the community was not happy about that.
Councilmember Holleman voiced her support of the charge for monthly organics for every household. She noted that the community will need to come to terms with reducing consumption and that will include implementing organic recycling. She explained that in other communities in Europe, it is automatic to recycle organic waste and the United States is far behind in that regard. She noted that with the reduction in Option #1 and the inclusion of the increase for the organic waste, the City would be gaining a great opportunity in encouraging organic waste recycling within the community. She stated that the last time this topic was discussed, she spoke out against it because it was going to be $20 per household where as to today, it is a smaller price tag that is equivalent to one single bag. She noted that with the $3 price tag, it is making a statement about the importance of recycling organics, and making it accessible year round. She stated that if the can is available, people will use it. She noted that she is willing to take the hit on that and encourage behavior changes to create a difference but she would not be willing to give up the Annual Spring Clean Up. She voiced her support for Option #1. She discussed the incentive that was to be eliminated, how the City is offering a risk-free five-year contract and asked if that was not worth any incentive from Lakeshore. She noted the incentive may be able to go back into the community instead of the Sustainability Fund where education can be offered to the community as to the importance of organics recycling and why it should be done in the same way recycling was done a few years ago. She stated that there should be some consideration for a no-bid contract, an incentive can be created for getting the contract.
Councilmember Stolberg agreed that the Annual Spring Clean Up is an event that cannot be eliminated; the community continues to plan and ask when it will take place. He noted that in regards to the two times a week, either back door or curbside, he understands the cost to
Lakeshore but does not view that as taking advantage of Lakeshore or that it is a luxury because there are household that need that service and it is not optional. He stated that the cost maybe a little disproportionate. He voiced his appreciation for the work that has been done by Lakeshore and agreed with the comments made by Councilmember Holleman in regards to eliminating the incentive by 100%. He requested Lakeshore review the pricing and see if there was any way an incentive could be offered for the next five years. He voiced his support for implementing the organics for every household.
Mayor Rotering asked if there was any information on households that are self-composting and not needing to pay for the service.
Assistant City Manager Sabo noted that a survey has not been conducted to obtain that information.
Councilmember Stone noted that there are probably a handful of households that are currently doing this on their own. She noted that she is composting in her backyard but also using the organics program for certain items that she is unable to compost. She stated that a lot of people that are composting on their own are most likely using the organics program as well or during the winter months, they are using the bin. She agreed with the comments that were made by Councilmembers Holleman and Stolberg in regards to the organics pick up but the City has signed on to a Climate Action Plan and when households send organic matter to the landfill, it produces methane which is more potent than carbon dioxide. She explained that when it is composted, the organic waste does not produce methane. She requested that the base price doesn't increase except for the $3 a month for the organics waste program. She noted that she agrees with the comments surrounding the twice a week pick up service and the increase in that cost.
Councilmember Tapia voiced his support for the organics program for all households and the Annual Spring Clean Up based on all of the reasons that were stated. He agreed that for those that need twice a week pick up for whatever reason, the cost is appropriate because it is an extra service. He noted that for Option #1 and PAYT, shifting the burden rather than increasing the PAYT and lowering the monthly, he suggested reversing the costs. He stated that no one is complaining or requesting that the monthly service be lowered and there isn't an expectation for it to be lowered. He explained that there should be an incentive provided to those that are reducing their trash.
Mayor Rotering noted that it sounds like more data is being requested and more of a cost analysis.
Mr. Connell explained that the reason for adjusting some of the prices was to recalibrate the pricing because if everyone did PAYT, the proposed pricing would not exist. He noted that the subscription users are subsidizing a lot of the PAYT services. He explained that a truck has to run past a home whether they have cans at the curb or not and there is a cost to that. He noted that he is okay with not recalibrating it now but if it is done now, it will be less impactful years from now when a major calibration will have to be done because there are so many subscription services paying for the bulk of the services. He pointed out that there is not information available as to who utilizes stickers for yard waste or some households have their own services but conduct a spring and fall clean up. He explained that when an organics program is rolled out, sticker sales are almost eliminated. He noted that the City sells about 50,000 stickers a year for organics and there really are not many stickers sold for extra garbage because there is one bulk item pick up. He stated that households will save money on the stickers but it won't be a reduction for everyone. He noted that most of the PAYT users are the ones that are using the stickers for their own yard waste, generally speaking.
Mayor Rotering raised her concern regarding subscription households subsidizing PAYT and if households are on fixed incomes and cannot take their trash to the curb, the proposal is penalizing them.
Mr. Connell noted that was for twice a week but for once a week, the price remains the same because that logic was considered when working through the pricing structure. He mentioned that the two cart program is currently in place. He explained that it is $3 per month for each additional cart for any of the programs.
Assistant City Manager Sabo clarified that the once a week back door service is flat on the service level but there will still be a slight increase because of the proposed increase to the base fee.
Councilmember Stone asked if there should be a proposal for an “every other week” option instead of a PAYT that would provide consistency for Lakeshore but provide a lower cost for those households that do not need a weekly subscription. She noted that it was done with the winter compost program.
Councilmember Blumberg responded to the issue of penalizing households who have subscription services.
Mayor Rotering suggested that there be educational information in the Highlander regarding refuse and recycling services that are provided and the importance of each aspect of the offerings.
Councilmember Holleman requested the Council review the pricing structure for Option #1 because it is sounding like there may be some confusion as to what is being increased and what is not. She noted that the back door service, one time a week cost would be staying the same.
Councilmember Lidawer noted that the once a week subscription service has been incentivized. She stated that it is important to review the cost but the vast majority of the community is participating in subscription services and those households are subsidizing the PAYT and will also subsidize the monthly organics program. She noted that it is important to think about what the vast majority of the community is participating in.
Mayor Rotering asked if there was a possibility to offer PAYT back door services.
Mr. Connell noted that the trucks would not know and there would not be a way to scan the RFID chip in the cart without bringing the cart down to the truck and then bringing it back to the house.
Mayor Rotering stated that there may be a lack of knowledge within the community as to all of the different services that are offered. She opined on the opportunity to educate the community.
Mr. Connell discussed recalibrating prices and that recycling, in reality, is not free.
Mayor Rotering noted that there is so much information that has been provided and there is a lot to be considered.
Councilmember Holleman summarized that there were four members in favor of the organics program.
Mayor Rotering noted that is sounds like there is a consensus regarding Option #1 but there is a request for some more data in order to smooth out some of the disproportionality of the impact to some with the rate increases. She noted there was a consensus to support the implementation of the organics program. She stated that there was not a consensus to eliminate the Annual Spring Clean Up.
Mr. Connell noted that he doesn't mind the Annual Spring Clean Up but he doesn't care for the look of everything being on the curb and there are other people utilizing it that do not live in Highland Park.
Councilmember Stone asked if the proposal would come back before the Council with a revised proposal or would it come back as a contract.
Mayor Rotering explained that there was a request for a little more data because Members were curious about a little bit of smoothing in regards to some of the changes.
City Manager Neukirch stated that staff will meet with Mr. Connell in regards to the information that has been discussed. She recognized Walter Willis from SWALCO and thanked him for his support and insight throughout this process as well.
Corporation Counsel Elrod stated that this was a Committee of the Whole meeting and any changes will come back in some format.
Mayor Rotering asked if this should come back for another discussion during a Committee of the Whole meeting.
The Council was in consensus.
Councilmember Holleman reminded the Council that there was a consensus in regards to seeing the availability of an incentive for locking in a five-year, no-bid contract with Lakeshore.
Mayor Rotering reiterated the importance of re-educating and communicating as much is possible.
Councilmember Tapia stated that the cost to the City infrastructure for twice a week pick up services should be considered.
Mayor Rotering stated that she was uncertain that could be quantified and how that could compare to businesses like Amazon coming through the community. She voiced her appreciation for raising the question. She noted that through education, there may be opportunities for households to realize what they really need and what they can reduce.
City Manager Neukirch noted that staff will strive to bring this discussion back for the January 10, 2022 Committee of the Whole meeting.
CLOSED SESSION
Councilmember Blumberg moved the Committee close its meeting to the public, pursuant to the following cited sections of the Illinois Open Meetings Act (5 ILCS 120/2(c)), for the purposes of (i) collective bargaining (5 ILCS 120/2(c)(2)). Councilmember Stone seconded the motion. Upon a roll call vote, the Mayor declared the motion passed unanimously.
| RESULT: ADOPTED [6 TO 0]
MOVER: Anthony Blumberg, Councilmember SECONDER: Kim Stone, Councilmember AYES: Mayor Rotering, Councilmembers Tapia, Stolberg, Stone, Blumberg, Holleman, Lidawer |
Members Absent: Councilmembers Tapia, Stolberg, Stone, Blumberg, Holleman, Lidawer
City Staff Present: Assistant City Manager Sabo, Deputy City Clerk Palbitska
ADJOURNMENT
The Committee provided the Mayor the authority to adjourn the meeting. The Mayor declared the meeting adjourned at 7:35 PM.
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