Submitted By
Rob Sproule, Public Works Director
Reviewed By
Erin E. Baynes, Assistant to the Village Manager
Agenda Item Title
Title
A Resolution Approving an Amendment to the Independent Contractor Agreement with Lakeshore Recycling Systems, LLC to Change the Fall Leaf Collection Program Option and Authorizing its Execution
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Overview
Overview
This amendment to the contract with the Village’s residential hauler Lakeshore Recycling Systems (LRS) reflects the Board directed change to the alternative Fall Leave Collection Program. The bagging program model is aligned with the Board goals related to Community Health & Safety, Sustainability & Resilience, and Community Affordability. Staff is actively working with community organizations, citizen advisory commissions, business partners and Village staff to ensure these priorities are incorporated throughout the new program design and transition.
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Recommendation
Recommendation
Adopt the Resolution.
Background
The Village’s Fall Leaf Collection Program has remained essentially unchanged since 1994. However, recent incidents and challenges regarding safety, sustainability, and enforcement have raised concerns with the existing program model. At the Board meeting on March 12, 2024, Public Works staff presented details about the current conditions and challenges seen with the current program, provided case studies of leaf collection programs in similar municipalities, and introduced an alternative bagging program model. The Board approved the program change and directed staff to move forward with the transition. Since receiving this direction, staff has done the following to prepare for the change:
• Worked with our contracted residential waste hauler and the Village Attorney to amend the agreement and update Village Code;
• Engaged with Citizen Advisory Commissions including Aging in Communities and Disability Access to provide input on the program design through an equity lens;
• Met with community organizations including the Oak Park Township to explore potential partnerships and supportive programming opportunities;
• Met with Oak Park hardware stores to identify methods for reducing cost and driving sales of landscape bags to local businesses while planning for the expected increases in inventory and demand;
• Obtained competitive bulk pricing for paper landscape bags;
• Met with the Village’s Sidewalk Shoveling Program contractor to explore an expansion of the existing program to help support residents in need;
• Continuing to hold follow-up meetings with appropriate Village staff to begin developing the marketing, outreach, and training materials needed to ensure a successful transition.
Fiscal Impact
Potential cost to the Village for the purchase of complimentary landscape bags to assist residents with the program transition.
Potential cost to the Village for the implementation of a financial or service-based assistance program for residents that are not physically and/or financially able to achieve compliance.
Potential costs to the Village for the development of marketing and educational materials.
Final costs are still being determined for these transition program needs. Any additional funding needed to support these items would come from the Environmental Services Enterprise Fund Balance. There are sufficient funds available in the fund balance to support any finalized programming.
No changes in program costs to residents. LRS will honor the existing rates per our agreement for the remainder of the contract through March 31, 2027.
DEI Impact
Public engagement on this transition has identified two primary areas of focus for impact to residents:
• Potential financial burden to residents from the purchase of landscape bags that would likely impact low to moderate single-family homeowners most.
• The act of bagging leaves could be more physically challenging than raking or blowing leaves into the street for some individuals.
Staff are actively engaged in efforts to attempt to address these issues by:
• Consulting with the appropriate citizen advisory commissions to obtain input on equitable program design.
• Exploring partnerships with the Oak Park Township Senior Services to provide supportive programming to impacted residents.
Alternatives
The Board can delay action to gain additional information.
Previous Board Action
At the November 20, 2023 meeting, the Board raised multiple safety and sustainability concerns with the existing Fall Leaf Collection Program, including hazards such as: vehicle fires; impaired visibility for pedestrians, cyclists, and drivers; flooding events; and greenhouse gas emissions from the heavy equipment required to operationalize the current model. The Board directed Public Works staff to research alternative program models and develop an informational presentation.
Staff returned to present the alternative leaf bagging program on March 12, 2024. The Board approved the change and directed staff to move forward with the transition.
Citizen Advisory Commission Action
Public Works staff attended the Aging in Community Commission meeting on April 11, 2024 and the Disability Access Commission meeting on April 24, 2024 to discuss the anticipated impacts of the bagging program on the Oak Park populations that they represent. Residents in the aging and disability community face a unique variety of challenges in daily life that shall be considered when developing policies and programs. The discussions raised concerns regarding the financial burden of purchasing landscape bags/services, the physical labor needed to bag leaves, and the best methods for communicating the updated requirements and opportunities for assistance.
The commissions provided helpful suggestions for ways in which the Village can support these groups including: implementation of a 24-hour hotline to report leaf bags that are blocking walkways; development of an assistance/volunteer program for those who are unable to achieve compliance; and dissemination of discounted/complimentary landscape bags during the transition. Staff continues to work with these commissions to ensure equitable program design and will return for follow-up discussions at later meetings.
Anticipated Future Actions/Commitments
This amendment will continue throughout the remainder of the contract between the Village and Lakeshore Recycling Systems, expiring March 31, 2027. Staff, residents, and landscapers will be notified of the program change with a targeted outreach plan. Public Works and Communications staff agree that assistance from a marketing firm may be required due to the limited timeline and complexity of the transition.
Intergovernmental Cooperation Opportunities
Village staff met with Oak Park Township Senior Services staff on April 23, 2024 to discuss potential partnerships and programs for assisting seniors with Fall Leaf Collection. The Township provided insights into the unique physical and financial challenges that seniors may face with the bagging program and offered to support the Village in the following ways: targeted outreach via ads in their new bi-monthly newsletter with approximately 3,800 subscribers, time slots at their popular Dine-In Lunch Program to deliver presentations on the program regulations and opportunities for assistance, sharing educational materials at tabling events such as the Oak Park Farmers’ Market, and hosting a landscape bag station at their office for low-income seniors.