COMMITTEE OF THE WHOLE JANUARY 25, :05 P.M. Chaired by Trustee Richard Rhode

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1 APPROVED: 2/8/2010 COMMITTEE OF THE WHOLE JANUARY 25, :05 P.M. Chaired by Trustee Richard Rhode PRESENT: Trustees Atkinson, Hochstadt, Maglio, Rhode, Sass, and Wittman. ABSENT: Mayor Smolinski OTHERS PRESENT: Jeff O Dell, Jason Bielawski, Jim Knippen, Jim Kruger, Bob Tinucci, Rob Burns, Mike Higgins, Pam Figolah, Pat Watkins, Bob Zimmerer, Missy Brito, Ashley Kleckner and Patty Burns. 2. APPROVE PREPARED AGENDA Motion by Trustee Atkinson, second by Trustee Hochstadt, to Approve the Prepared Agenda. Upon voice vote, ALL AYES: NAYS, none. MOTION CARRIED. 3. APPROVE MINUTES OF JANUARY 11, 2010 Motion by Trustee Atkinson, second by Trustee Maglio, to Approve the Minutes of January 11, 2010 as presented. Upon voice vote, ALL AYES: NAYS, None. MOTION CARRIED. 4. REFUSE AND RECYCLING PROPOSALS Management Analyst Ashley Kleckner summarized the proposals received from the recent bid opening of the Refuse and Recycling RFP. The RFP separated Residential and Commercial pricing, placing both at fair market value. The Village received five proposals from Republic Services (recently purchased Allied Waste, the current Contractor), Waste Management, Groot, Flood Brothers Disposal and Veolia. In general, the proposals provided $2.64-$5.96 per month increase for single family homes. Commercial pricing saw significant decreases from all Contractors when compared to existing pricing. Staff was asking direction from the Board regarding; A. Does the Village Board want to proceed with a contract that prices Residential and Commercial accounts according to their fair market value? B. Does the Village Board want to consider more than a 1-day collection for Residential accounts? C. Does the Village Board want to solicit revised proposals from all Contractors who submitted proposals, with new, more specific guidelines to phase in fair market pricing for Residential and Commercial accounts? Mayor Smolinski joined the meeting at 7:12 Trustee Sass asked if anything in particular really jumped out at staff regarding any of the proposals. Ashley responded that the 4 day a week pickup option was a surprise.

2 Page 2 of 5 Trustee Wittman is concerned that the Village will get many complaints if the price goes up dramatically and if a new Contractor is used resulting in a logistical nightmare of trying to collect old toters and replace with the new Contractor toters. He is very concerned about the backlash that might result from the citizens. Trustee Maglio felt that the amount of subsidizing resulting from the business accounts should be outlined and correctly stated. Trustee Atkinson agreed with Trustee Maglio. On Item A he feels that small businesses should not be subsidizing residential. He is in favor of Fair Market Value pricing. Item B: The money saved doesn t justify having more than a one day pickup for residential. Item C: It is not necessary to ask Contractors to resubmit under new guideline. Trustee Hochstadt agreed with most of what was said. She felt that a 2 day pickup would save a family over $30 a year and should be considered if the pickup had a logical geographical split such as the north end of town on one day and the south end of town the second day. Mayor Smolinski felt that the residential prices should continue to be subsidized, weaning them off of the business subsidy over time and bringing about Fair Market Value over time. She is also concerned about residents that leave their toter s outside, in the front yards. She stated that the Village should keep refuse and recycling with one vendor. Trustee Sass inquired whether staff insures that the escalation clauses used, such as in the current Refuse contract, are correct. Ashley stated that staff insures what the business and residential rates are before the rates go into effect. Trustee Sass felt that a 2 day pickup was worth the savings. Regarding recycling toter s being left out in front yards; he suggested using CSO s to remind citizens that the toter s should be stored out of sight. The Village could use the monies received from the recycling collection to help offset the waste contract bill. Trustee Wittman was in favor of a 2 day pickup if it were geographically split. Monies from recycling pickup could be used to put stickers on the toter s instead of using CSO officers. Trustee Hochstadt was concerned that smaller homes and households may not have storage space for the large toter s being considered. Would it be possible to offer another option for toter size? Final direction given by Board: A. Phase in residential over 3 years, working toward a fair market value for both residential and commercial. B. 2-day pickup with a sensible geographic split. Map should be provided. C. Go back to all Contractors with more specific guidelines and asking for a sharper pencil when submitting prices. Bob Fister from Veolia Environmental Services stated that Refuse and Recycling contractors utilize employees in labor contracts. This service is also fuel dependent so CPI doesn t play into their pricing and increases. Also, the contractors need more information to phase in the pricing.

3 Page 3 of 5 Rick Buthes from Allied Waste, the current Contractor, stated that he would take into consideration all that was said at tonight s meeting and resubmit. 5. SIDEWALK INSTALLATION POLICY Bob Zimmerer, Village planner, presented the Board with information regarding the current status of annexed properties that are now reluctant to install their sidewalks per their annexation agreement. Follow up for this policy takes an inordinate amount of staff time. Currently, the policy states that a sidewalk must be installed across the frontage of the property being annexed within three years of annexation or at the time of redevelopment teardown. The request from staff is to change this to require the installation of a public sidewalk at the same time the property is connected to the Village utilities. Trustee Sass asked if the Village can install the sidewalks and lien the property or shut off the utility. Jim Knippen responded that he will investigate whether Roselle can do that. Trustee Wittman stated that staff is running very lean these days and there is not time for them to be chasing down homeowners who have changed their mind now that they have the Village services. Mayor Smolinski suggested adding to the agreement that the homeowner would be required to post a bond. Trustee Rhode agreed with all that was being suggested except that he is not in favor of the Village putting in the sidewalks and trying to charge back the residents. Direction to staff: Approval to change policy. Continue research to determine best method. 6. DESIGN OF MAIN STREET PLAZA Bob Zimmerer led continued discussion of design ideas for the corner of Marin Street and Prospect Street. The following list of elements has previously been discussed: Water feature or fountain Colored or stamped concrete with Village logo or other arrangement New small trees or bushes to breakup monotony of deli s western elevation Benches Light fixtures Water feature very expensive. Recirculation system could be over $200,000. Parallel parking is best and safest option on Prospect Street. No raised elements should be considered as this would prohibit tent usage. Masonry planters for a place to sit and to tie in visually with Main Street. Trees or shrubs break up view and could be decorated seasonally. $20,000 to just black top and clean up the lot.

4 Page 4 of 5 Trustee Wittman suggested that if curb was placed around plaza, ice skating could be offered during winter. Trustee Sass felt that the fountain idea was nice but very costly for the amount of time it would be used, He also suggested a 3D painting for the deli s westerly wall as if it were a street-scape like he has seen in the city. This lot is perfect for the Bingo tent during the Taste we don t want to make the lot unusable to use for other venues such as the Taste. Trustee Maglio brought up the issue of staking tents and what would happen to the lot after it had been staked a few times. Suggested installing permanent eye hooks to accommodate tents so they would not have to be staked. Fiber Optics display could be another option instead of a fountain. Very visual, colorful, fun to watch and would not have the costly water issue. Trustee Wittman stated that he was in favor of parallel parking and getting rid of the fountain idea. He likes the Fiber Optics idea and the ice skating and painting the side of the building to look like a 3D scene. He questioned whether lights should be in the planters. He also suggested using shorter shrubbery and to cover the permanently installed eye hooks with plates. Mayor Smolinski likes the parallel parking, ice skating and the fountain idea is too expensive. Fiber Optics sounds like a good idea but would like more info. Additional seating and shrubbery is needed to attract people to the plaza. Trustee Hochstadt likes parallel parking on Prospect Street, the fountain idea is too expensive, ice skating is a great idea. She also liked the checkerboard design in the cement that was shown and the idea of painting a mural on the side of the Deli building. Definitely need lights and places to sit. She requested that more attention be given to having the planters mirror those on Old Main Street. She is concerned about the parking needs as new businesses continue to open up in the downtown area. Whatever is done it needs to be easy to plow. Trustee Atkinson has concerns about discounting the water feature. This is going to be a hot place and a water feature or mister would be very attractive and should be kept on the list. Trustee Rhode is in favor of parallel parking, ice skating and painting a mural on the side of the Deli wall, possibly even a Old Town Roselle with names. He is not in favor of planting trees or shrubbery at this time they can be added later. He also felt that the fountain idea should not be thrown out so fast. The intent should be to make this plaza a destination place. Direction to staff: Fountain out vote: Wittman, Maglio, Sass, Smolinski Hochstadt Fountain in vote: Atkinson, Rhode Painting mural on side of Deli building: all ayes Parallel parking on Prospect Street: all ayes Curbing to allow for ice skating: all ayes Staff to bring back cost values with each item.

5 Page 5 of 5 Staff to look at aerial mister concept, more seating, planters that mirror Old Main Street and a place for a Janke plaque. 7. EXECUTIVE SESSION None 8. OTHER BUSINESS - None 9. MOTION TO ADJOURN COMMITTEE MEETING. Motion by Trustee Atkinson, second by Trustee Hochstadt to Adjourn Committee of the Whole at 8:30 p.m. Upon voice vote, ALL AYES: NAYS; None MOTION CARRIED