Communications & Legislations Committee

APPROVED MINUTES OF A MEETING OF THE COMMUNICATIONS & LEGISLATION COMMITTEE BOARD OF TRUSTEES VILLAGE OF NORTHBROOK COOK COUNTY, ILLINOIS May 28, 2013 Call to Order Chair Ciesla called the meeting to order in the Terrace Room of the Village Hall at 6:46 p.m. Present: Trustees Ciesla, Heller, Israel. Also present: Trustee Buehler, Village Manager R. Nahrstadt, Assistant Village Manager, P. Kiraly, Assistant to the Village Manager, K. Maltas, Finance Director J. Rowitz, Village Attorney S. Weiss, Village Clerk, D. Ford, & Recorder, G. Cerabona. Audience members present: Robert F. Pfister, Region Municipal Marketing Manager, Advanced Disposal &Michael Brink, Municipal Marketing Manager with Waste Management. Chair 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 Ciesla turned the meeting over to Village Manager, R. Nahrstadt who reminded everyone of last week’s comments and suggestions. The two applicants, Advanced Disposal & Waste Management, have responded to the committee’s questions and Assistant to the Village Manager, K. Maltas presented the information: 1. The number of homes handled by customer service reps Advanced Disposal 28,046 Waste Management 600,000 2. Call response times/standards Advanced Disposal  Driver’s call in improperly-prepared refuse, recycling or yard waste immediately when they pass a stop  Dispatch enters driver call-ins into TRUX within 15 minutes of the driver’s call  New account – carts placed within 2 days  Exchange cart size – calls placed before next pick-up will be delivered on the Wednesday following the call-in  Safety-related exchange – container replaced within 1 day  Missed pick-ups – if driver still on route, pick-up same day. If after hours, by end of the following day.  Extra service requests completed within 1 day  Service issues (related to time, parked cars, etc.) – resolved with the customer within 3 days May 28, 2013 Communications & Legislations Committee Meeting 2 Customer service standards  Phone answered and speaking with customer within 3 minutes  Phones coming out of queue to customer service rep. and answered within 3 rings  Tooty score goal – 95%  Tooty score threshold – 90% Waste Management  Average speed to answer standard - 30 seconds or less; this year’s average is 28 3. The name and phone number of the person who will be the Village’s direct contact Advanced Disposal Kim Schillo 847.412.6103 Waste Management Michael Brink 630.816.8753 4. The number of vehicles that will be CNG for the start of the contract Advanced Disposal All collection vehicles will be CNG Waste Management Will start with a minimum of 2 vehicles (and possibly higher) that run on CNG. Remaining fleet will be switched to CNG at a minimum of 2 per year until the entire primary operating trucks are running on CNG. 5. Age of remaining fleet Advanced Disposal 6 years (5 years when current trucks are retired) Waste Management 4.5 years 6. Revised pricing Advanced Disposal 3 categories – 1 week/curb from $16.48 to $16.23, 1 week/backdoor from $24.40 to $23.95, and yard waste subscription from $192.00 to $125.00 Waste Management Firm 7. Any other environmental factors of note Advanced Disposal Economic incentive to residents to move weekly collection service from 2x/week curb service and backdoor service to 1x/week curb service thus fewer collection trips/less truck idling promoting a reduction of greenhouse gasses. Waste Management Strike force/green team responds to any work stoppage (or national/natural emergency). This team is comprised of our best drivers, mechanics, and other team members from all over the country. These employees travel to any location where needed. In each strike, service has had minimal interruption. Trustee Israel inquired to Advanced Disposal if there will be a reduction in service due to reduced pricing. Mr. Pfister responded that service levels would remain the same. Village Manager R. Nahrstadt stated once the hauler is selected, a meeting with the contact occurs so that May 28, 2013 Communications & Legislations Committee Meeting 3 Assistant to the Village Manager, K. Maltas can meet her/him. Trustee Heller believes either company would do a good job. He is impressed with the proposals but doesn’t see a reason to switch, as there would be some resident disruption. Waste Management is slightly higher-priced but that’s not the most important factor. Chair Ciesla advised that the soft cost is minimal with Advanced Disposal and thanked them for sharpening their pencils. Trustee Israel stated Advanced Disposal is a good value for the residents. Trustee Israel moved to recommend that Staff negotiate the agreement with Advanced Disposal and bring back same to the June 11th board meeting. Trustee Heller seconded the motion. On a roll call vote Yea: Chair Ciesla, Trustees Heller & Israel Nay: None Chair Ciesla stated the motion carried unanimously. Adjourn Trustee Israel motioned, seconded by Trustee Heller, to adjourn the meeting at 6:59 p.m. On a voice vote, the motion was unanimously approved. Respectfully submitted, Gale Cerabona Recorder