City of Fairview Heights Operations Committee met Aug. 7.
Here is the minutes provided by the committee:
Committee Members in attendance - Anthony LeFlore, Pat Baeske, Pat Peck, Denise Williams
Committee Members absent - Joshua Frawley
Other Aldermen and Elected Officials in attendance - Mayor Mark Kupsky, City Clerk Karen Kaufhold, Aldermen Kevin Vickers, Harry Zimmerman, Bill Poletti
Staff in attendance - Director of Public Works John Harty, City Attorney Adam Hoerner, Police Lt. David Kitley
Recorder - Jill Huffman
Public Participation
Residents from the Lake Jubaka neighborhood were present to discuss the silt, garbage, and oil that is entering the lake due to the runoff from Illinois Route 159 and other areas. Resident relayed this issue was previously presented to the City, but nothing has been done. It was stated that improvements were made by the City on Bonita Drive and the storm grate is completely open allowing water and trash to run down the street, into the opening, and then into the lake. Residents have heard that the City is going to install open ditches at Hollandia which will bring more trash into their lake. Resident stated that the culvert at Little Caesars is completely full of garbage so that when the water level rises, trash comes into their lake. There are open trash containers at the commercial property as well as the apartment buildings.
The Director of Public Works relayed that Lake Jubaka is immediately downstream from the Hollandia storm sewer project. The easements have been resolved and the contractor will be on site the end of the month. Trash racks will be installed as part of the project. There is a paved swale area with retaining walls on either side with mesh racks which will be maintained by the City. The Land Use Department is working with the development to ensure trash is mitigated. The Director stated that the large trash containers at the apartment buildings fall over when it floods. This project will alleviate the flooding.
The Director stated regarding the Bonita Drive project, there is one inlet and probably eight percent drains into Lake Jubaka and the rest drains into Lake Stratford. The City is monitoring the inlet. The City could install rebar across the inlet to collect the larger debris.
Resident stated that this is a private lake and that he grew up and swam in the lake and the City needs to take more initiative. He believes stencils should have been installed. The Director replied that stencils are not going to keep debris and leaves out of the inlet, however, they may keep people from throwing their grass clippings in the inlet. The resident stated that there has been two, fourteen-foot john boats full of debris removed from that area of the lake. The Director stated that the inlet opening is 6"x36". Resident questioned that shouldn't there have been a stencil installed on a new project, referring to Bonita Drive. Resident stated that they bought the property because they like the lake. With the money being spent in the City, he thinks the City should do something about this.
The Director stated that the project upstream will help this situation. At the inlet on Bonita, the City could install rebar to keep larger items out of the storm sewer and continue to schedule the street sweeper to pick up debris. In that neighborhood, previously it was a ditch and culvert system where residents used to rake leaves and burn in the ditches. Since it is now paved with curb and gutter, it is cleaner, but now there is trash in the curb.
The Director stated that the Hollandia project is scheduled to start the end of August and will take six weeks for construction. He relayed by next year, residents should see improvements with a lesser amount of trash. Also, the Director will discuss the matter of the trash containers at the apartment buildings with the Land Use Department.
Resident questioned about the oil in the lake and feels there has been an increase this year. The Director stated that the places the oil could come from is from the highway, the parking lot, or rental units. Resident replied that is not acceptable and that the oil is coming from the highway. Resident stated he has not noticed this in the lake in the past, but has this year. The Director stated that he could talk with the Environmental Protection Agency for the possibility of a device that could catch the oil. It was mentioned that there is an absorbent material that floats on top of the water that is used to catch oil from oil rigs.
Resident discussed the fall that allows water to move into their lake. He stated that the end is filled up and will continue to fill up and questioned what the City's plan to keep the area from flooding even more if there is no fall coming into their lake. He stated that as that end of the lake fills up, water will not come into the lake. The Director stated that the engineering firm has designed an overland flow pattern and assured the City that the flooding will be alleviated upstream. Residents stated they are losing shoreline and docks. Resident stated that a study needs to be done. After all the projects are done and money is spent, the City will have to dredge the lake anyway. The Mayor stated that the City should consult the engineer. The Director replied that this is a matter outside of the engineer's scope of services. The fact is, the lake is silting in and leaves are doing 80 to 90 percent of the damage.
The Mayor stated that the Director will follow-up on this issue.
Resident stated the Recycling Center is closed and presented a flyer received in the mail from a trash hauling company who will pick up trash, yard waste, and recyclables. He recommends the City have a single trash hauler. Utilizing a trash hauler who offers recyclables alleviates putting cans, etc. into landfills. Everyone living in the City would be billed for this service.
The Mayor stated he is a big supporter of single source trash hauling and this topic is on tonight's agenda for discussion. This was previously discussed by the City, however, did not receive enough support to proceed.
Approval of Minutes, July 3, 2019
Motion and second to approve minutes were made by Aldermen Peck/Baeske. The motion carried by voice vote and was unanimous.
Personnel Committee Alderman Denise Williams, Chairman
The Director of Public Works relayed that, currently, there is one full-time employee who is on Workmen's Compensation. The Director recommends the street crew emergency employee move into the position of temporary status until the full-time employee returns to work, or nine months, which is the end of April. The Director stated that this change is budget neutral, as the temporary employee will be making less in pay than that of the full-time employee, who is being compensated through workmen's compensation.
It was questioned if this required Council approval to which the Mayor responded it only needs Committee approval. The Mayor can approve an emergency employee, however, a temporary employee requires Committee approval.
Motion and second to assign Jon Schad to temporary employee status until the current full-time employee on workmen's compensation returns, or nine months, which is April 30, 2020 by Aldermen Baeske/Peck. The motion carried by voice vote and was unanimous.
Public Services Committee Alderman Pat Baeske, Chairman
LONGACRE/UNION HILL SIGNALS - FEDERAL FUNDING AGREEMENT, CONSTRUCTION
The Director presented a Federal Funding Agreement for the construction of the Longacre Drive/Union Hill Road traffic signals. Federal funding is 80 percent, estimated at $255,500, with the City funding 20 percent, estimated at $63,875. Following the execution of the contract, the letting will be advertised for bid in November. As soon as the weather allows next year, construction will begin. The Director stated he has budgeted $400,000 in the current budget.
It was questioned how much of the $400,000 will be used this year to which the Director replied the City will use approximately $64,000.
Motion and second to forward a Resolution to City Council with recommendation of approval the Local Public Agency Agreement for Federal Participation for the construction costs associated with the Longacre/Union Hill Signals by Aldermen Peck Williams. The motion carried by voice vote and was unanimous.
PERMANENT EASEMENT, PLEASANT RIDGE ROAD P.I.N.-03-20.0-204-017
PERMANENT EASEMENT, PLEASANT RIDGE ROAD P.I.N. - 03-20.0-204-006
PERMANENT EASEMENT, PLEASANT RIDGE ROAD P.I.N. - 03-20.0-204-018
PERMANENT EASEMENT, PLEASANT RIDGE ROAD P.I.N. - 03-20.0-204-005
PERMANENT EASEMENT, PLEASANT RIDGE ROAD P.I.N. - 03-20.0-204-003
The Director relayed that the Permanent Easements are associated with the reconstruction and improvements to Pleasant Ridge Road. Each parcel number represents a property owner from whom the City needs to acquire permanent easement for the outfalls of the drainage of the 3000 feet of Pleasant Ridge Road. These will be executed by the Mayor and filed with St. Clair County.
Motion and second to forward a Resolution to City Council with recommendation of approval the five (5) Permanent Easements associated with the drainage improvements on Pleasant Ridge Road by Aldermen Williams/Peck. The motion carried by voice vote and was unanimous.
SINGLE SOURCE TRASH HAULING
The Mayor stated this topic has been discussed previously and he feels is very important.
The Mayor relayed that the recycling center located near Moody Park closed due to China not accepting recyclables from the United States. He stated that waste companies are being forced to take recyclables. It was questioned what the waste companies do with recyclables to which the Mayor replied that no one knows. This is an issue many places are having. For the City's residents, there is not an option for recycling, therefore, he believes this is a reason that the City should look at single source trash hauling.
The Mayor presented a slide show emphasizing the following highlights:
• Improving customer service,
• Lowering costs for residents,
• Protecting the City's infrastructure,
• Financial impacts of savings to both residents and the City,
• Providing enhanced services, and
• Offering recycling and bulk pickup.
In the current situation, the City does not have a limit of waste haulers. Currently, there are four trash haulers in the City who pay $100 annual fee to the City, and the residents are able to choose their waste hauler.
Impacts for the residents:
• Varied services for residents - combination of trash, yard waste and recyclables,
• Cost factor for residents - companies charge different rates,
• The deterioration of the City's infrastructure,
• Congestion in the City's neighborhoods,
• Safety concerns, and
• Inefficiency.
Impacts for the City:
• Four haulers who pick up trash, recyclables, and yard waste. Twelve trucks traverse every street each week in the City. An average trash truck weights approximately 50,000 pounds, therefore, a half million pounds are on the City's asphalt, oil and chip, and concrete streets.
• A single source trash hauler would eliminate some of the pollution and noise in the City, improving the condition of the ecosystem.
Benefits for the residents:
• Lower costs,
• Provide accountability - contract will be in place between the City and waste hauler,
• Uniformed trash containers,
• The City could require the waste hauler to provide large item pickup – The City provides bulk trash pickup three times a year, utilizing staff's time of three weeks per year and costing over $110,000 per year,
• Continue Community Cleanup Day (perhaps increasing to twice a year).
The Mayor stated he had talked with residents regarding single source trash hauling at the recent Party in the Park regarding single source trash hauling and they were certainly interested.
Full-service options would be offered to residents - this could be a combination of services or all services in one package, but a minimum of trash, depending on the structure of the Request for Proposal (RFP) which will be required as the City will choose one hauler. Proposals will be received and reviewed and a hauler would be chosen based on meeting the City's requirements. The waste hauler will provide a liaison for communication between the City and hauler.
The cost of trash hauling varies in the City today, and is $40 to $70 per quarter. A spreadsheet was distributed showing the rates surrounding municipalities are being charged by their contracted single source trash hauler.
The Mayor stated the RFP would include municipal trash service for the City that would save the City approximately $50,000 per year. The City has fifteen dumpsters across the City, seven parks, the city hall complex, and the municipal garage. An additional savings of approximately $110,000 for the elimination of bulk trash pickup, and another $3,000 for the pickup of trash at the bus shelters. The City would save approximately $50,600 in street wear and tear and $40,000 in labor. It is estimated the City would save approximately $250,000 annually by contracting with a single source trash hauler.
The Mayor stated that he realizes some residents will oppose changing to single source waste hauling, however, it is for the betterment of the overall community and in the long run, the residents will benefit.
The Mayor stated that if there is a consensus to move forward, the Public Works Director will prepare the RFP, and then notify the waste haulers for submission of their proposals (probably in late August). After the bids are received and reviewed, a hauler would be chosen who meets the City's requirements. The Director would then present to the Committee and move forward with legislation. The residents would be notified by the single source hauler. The City would not allow any other hauler to be licensed in the City other than commercial licenses for restaurants and businesses. The Mayor believes a single source trash hauler can be in operation in the first quarter of 2020.
It was questioned when the earliest an RFP can be distributed to which the Director replied September
The Mayor, summarized by stating fewer trucks on the streets, less impact on the City's infrastructure, more services for the residents, and an option for recycling.
It was questioned if the RFP is distributed and bids are received, is the City required to accept one of the bids to which the Director replied that the City has the right to accept or reject any bids.
It was stated that it could be bid two different ways, 1) as a package amount for all three services, or 2) individual services or trash plus one service.
The Mayor stated that in discussion with the Director, they reviewed at waste only, and waste and al-a-cart for yard waste and recyclables. The Mayor stated that it could get complicated for billing al-a-cart. It was stated that an HOA in the City bid trash hauling for the neighborhood and residents are billed for services received.
Another stated preference for an all-in-one package resulting with one billing in lieu of al-a-cart which requires additional billing from the hauler and perhaps raising their prices. The Mayor stated if the hauler has one package it is for their benefit.
From the floor it was commented that currently, that their trash hauler is charging for large item pickup. The Mayor stated that in the RFP, it would be stated that at least once a month a large item pickup will be offered. Electronics are different, which is why the City has Community Cleanup. Large item pickups by the hauler would be a great benefit to the City by eliminating the hours and money spent by the City for bulk trash pickup.
Private streets would be included as they are located in the City's limits.
It was questioned if a resident was out of town for a period of time, would the resident still have to pay the hauler to which the Mayor replied this will be reviewed and included in the RFP.
It was stated that when gas prices increase, a fuel cost is included on the trash bill. The Mayor stated the hauler would be locked into a contract amount.
The Mayor stated that the hauler would cover the entire City on different days, perhaps the east on one day, and so on. It could be that all trash would be picked up on a couple days and all recyclable on another day. But, it would not be as it is now, with 12 trucks each day.
It was questioned if the hauler would provide two-axle instead of three-axle trucks to which the Mayor replied this would be reviewed. A two-axle truck would result in less weight on the street.
It was suggested this could be included in the RFP.
A comment from the floor was that in previous residence, the City employed single source trash hauling and it definitely improved the condition of the streets.
The Chairman questioned Council in attendance of any thoughts to which the response is the desire to review the RFP.
Consensus of Committee for the Mayor and Director of Public Works to begin the process of preparing the RFP and present to Committee. The Mayor requested the aldermen to discuss this matter with residents in their wards and if there are any additional thoughts to contact the Mayor or the Director.
DIRECTOR'S REPORT - PROJECT UPDATES
The Director of Public Works presented his written report to the elected officials for their review.
It was stated that a significant portion of work has been completed and now the contractor is working on the south side of Frank Scott Parkway and questioned if there is a schedule to which the Director replied that he would know tomorrow as the same contractor that is on Frank Scott Parkway is working on the pleasant Ridge Road project for the City.
The Director relayed that the Pleasant Ridge Road project is underway and potholing will begin tomorrow. Information will be distributed to the residents.
Adjournment 7:57 p.m.
http://www.cofh.org/AgendaCenter/ViewFile/Minutes/_08072019-1125
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