Communications & Legislations Committee

Approved MINUTES OF A MEETING OF THE COMMUNICATIONS & LEGISLATION COMMITTEE BOARD OF TRUSTEES VILLAGE OF NORTHBROOK COOK COUNTY, ILLINOIS May 21, 2013 Call to Order Chair & Trustee Ciesla called the meeting to order in the Terrace Room of the Village Hall at 6:45 p.m. Present: Trustees Ciesla, Heller, Israel. Also present: Trustees Buehler, Scolaro, Village Manager R. Nahrstadt, Assistant Village Manager, P. Kiraly; Assistant to the Village Manager, K. Maltas; Village Attorney S. Weiss, Village Clerk, D. Ford; & Recorder, G. Cerabona. Chair & Trustee Ciesla asked if anyone wanted to speak about non-agenda items; no one came forward. Hear from the Audience There was no hear from the audience. Discussion: Franchise Agreement for Collection & Disposal of Solid Waste, Landscape Waste, & Recyclable Materials Chair & Trustee Ciesla asked the presenters to introduce themselves. Presenters included: Robert F. Pfister, Region Municipal Marketing Manager, Advanced Disposal & John Gerger, District Manager/Carl Niemann, P.E., Director/Michael Brink, Municipal Marketing Manager/Vanessa Weber, Customer Service with Waste Management. Chair & Trustee Ciesla turned the meeting over to Village Manager, R. Nahrstadt who stated an RFP was sent out. Five proposals were received, and Staff narrowed them down to two – Advanced Disposal & Waste Management. Key factors are value, cost to residents, customer service, disruption to residents (rerouting, etc.), and environmental considerations. Chair Ciesla asked that each firm present to the Committee for approximately 5 minutes. The presentations commenced, starting with Advanced Disposal. Advanced Disposal Handouts were distributed Transition Plan o Communication Plan  Detailed timeline  Draft was explained  Will be developed with Staff o Community Outreach  Residents (changes, pricing, cart sizes, options, delivery timeline)  Six components Survey card Brochure On-line survey (service levels, cart size, customer service) May 21, 2013[Type text] Communications & Legislations Committee 2 Web page (change of service announcement) Newspaper articles Placing carts in strategic locations in the Village Programs o Simulated training, safety Customer Service o Advanced Disposal manages the contract (not the Village) o Third-party company trains service reps  Weekly silent shopper audits  Manages resident needs  Four reps located in Northbrook o Village of Northbrook  Will input Northbrook standards for Customer Service into the contract Questions were asked: What is the age of fleet? Presenter responded – 5-7 years, will be purchasing 8 new CNG trucks How many households do your reps manage? Presenter responded – 30,000 customers Regarding standards, will there be call times? Presenter responded – yes Regarding totes, is there a difference with recycling? Presenter responded – yes Regarding storms and schedule changes, how is the notification administered? Presenter responded – information will be posted on the web site as well as a recording on the phone line Regarding special events, will you continue to pick up? Presenter responded – yes Will routes change? Presenter responded – No, there will be no disruption to residents Will size of recycle bins change? Presenter responded – yes, if resident would like to, 65 and 95- gallon recycling bins are available (can change the size within a three-month period) Will there be a dedicated individual for Staff? Presenter responded – yes, there will be one individual. It was stated the Committee would like someone with authority to make decisions. Waste Management Background – based in Texas; office in Wheeling, facility in Grayslake. Have 20 million customers. Communities (that Waste Management currently services) o Deerfield o McHenry o Chicago (blue cart recycling) o Gary, IN o Munster, IN Communication Plan o Postcard to every resident  Highlights program options o Brochure o Press releases o Simultaneous phone call to residents o Flyers around town Community outreach o Village Hall meetings o Rotary Club o Chamber of Commerce Implementation & Delivery o Cart size to be determined between 7/15 & 8/2 (includes 35-gallon cart; good for seniors) May 21, 2013[Type text] Communications & Legislations Committee 3 o Cart delivery – last two weeks of August o Can exchange cart o Can upgrade or downgrade cart at no charge within a specified month Customer Service o Staff can communicate with truck driver (computers are in each truck) o Staff can track truck location (GPS on each truck) o If resident is delinquent, driver is advised, and waste can be picked up within 24 hours at no additional charge o Training (daily briefing) Safety and Fleet o Safety (camera in truck records drivers; background checks are given) o Will purchase two new CNG trucks to start this contract, potential for more o Facility in Wheeling will have ability to fuel 90 CNG (?) trucks by year-end Questions were asked: Would you use natural gas trucks? Presenter responded – yes How many customer service reps are there? Presenter responded – 97 agents in St. Louis & IL Will we have a dedicated agent? Presenter responded – yes Will you pick-up at events? Presenter responded – yes Age of current fleet? Presenter responded – Six years with 40 trucks (80 in total) For missed pick-ups, will that apply on holiday reschedule date? Presenter responded – yes Regarding the switch, will current routes be adopted? Presenter responded – WM would try to adhere to the current routes as much as possible What is amount of disruption? 24% (with a 5-day program); minimal (with a 4-day program) Regarding recyclables (size of cardboard), what are specifics? Presenter responded – 1-5 and 3x3 for cardboard. Trustee Heller discussed: Cost Customer service (more at Waste) 4-day vs. 5-day Transition Chair & Trustee Ciesla asked if anyone on the Committee was interested in exploring a 5-day collection program. Most members do not. Trustee Heller would like to consider it as it is a less expensive option from Waste Management, however, it was still more expensive than Advanced’s proposal. Trustees Israel & Scolaro stated customer service has been outstanding overall. Trustee Israel reminded of best value consideration. Chair & Trustee Ciesla summarized: Cost Customer Service 4-day schedule Environmental (natural gas trucks) Chair & Trustee Ciesla made a suggestion for both firm to return to this Committee (after the holiday, by noon on Tuesday) with revised proposals and/or information on: o The number of homes handled by customer service reps o Call response times/standards May 21, 2013[Type text] Communications & Legislations Committee 4 o The name and phone number of the person who will be the Village’s direct contact o The number of vehicles that will be CNG for the start of the contract o Age of remaining fleet o Revised pricing o Any other environmental factors of note Chair & Trustee Ciesla asked Trustees to be present at the next meeting on 5/29 at 6:45 p.m. Adjourn Trustee Israel motioned, seconded by Trustee Heller, to adjourn the meeting at 7:30 p.m. On a voice vote, the motion was approved. Respectfully submitted, /s/ Gale Cerabona Recorder