===== PDF PAGE 1 ===== [Extraction: OCR (rendered-page OCR)] WHERE HISTORY & PROGRESS MEET Approved 08/21/2024 MEETING MINUTES ENVIRONMENTAL COMMISSION July 17, 2024, 7:00 P.M. 1. Call to Order Establish a Quorum a. Chair Nazree Williams called the meeting to order at 7:05 P.M. b. Roll call found Chair Nazree Williams, Co-Chair Thomas Cherrington, Commissioner Bob Blaus, Commissioner Tyler Kesler, and Commissioner Victoria Burris present. c. Aldermanic liaison present included Alderman Christopher Swiatek. d. Staff liaison present included Assistant Director of Public Works, Dave Shah. 2. Approval of Minutes a. Environmental Commission Minutes of May 15, 2024 i. Kesler made a motion, seconded by Blaus, to approve the Meeting Minutes. 1. Voting Yea: Williams, Cherrington, Burris 2. Voting Nay: None 3. Public Participation/Presentations a. None 4. Items for Consent a. None 5. Review and Discuss the Commission Priority List a. Current List b. New Additions 6. Other Business a. Blooming Fest — Approximately 550 bareroots giveaways Discussion: 50 leftover bareroots were returned to the County. b. Paper Recycling Event & Rain Barrel Pick Up Totals i. Paper Recycled — 13,440 Lbs or 6.72 Tons ii. Rain Barrels — 20 Each iii. Composter — 1 Each iv. American Flag — 29 Each v. Eye Glasses — 50 Each vi. Hearing Aid — 4 Each vii. Syringes — 120 Lbs. viii. Medication/Pills — 50 Lbs. Discussion: None c. Key Environmental Concern Poll summary (Attached) 475 Main Street T (630) 293-2200 West Chicago, Illindkage 1 af (830) 293-3028 Ruben Pineda Michael L. Guttman 60185 westchicago.org MAYOR CITY ADMINISTRATOR ===== PDF PAGE 2 ===== [Extraction: OCR (rendered-page OCR)] Discussion: Shah guided the Commission to the summary of the Poll included in the agenda packet. Shah further summarized the Poll summary to the Commission. Kesler discussed changing the municipal code’s “archaic language” Significantly to redefine the role of the Environmental Commission and to create a sustainability plan for the City that includes the key components of the Poll from the community. Kesler wanted to redefine the Commission’s priority list. Kesler further mentioned that a sub-committee should work on the sustainability plan and wanted to lead the efforts. Williams and Burris volunteered to be on the sub- committee. Kesler further wanted the City to hire consultants to assist with the sustainability plan along with getting input from the community, community partners, and neighboring communities. Kesler plans for the sub-committee to report back to the Commission once a month on the progress made on the sustainability plan. Shah mentioned that changes in the City Code will have to go through a legal review and City Council approval process. Kesler made a motion to create a sub-committee to begin drafting a sustainability plan for the City, which was seconded by Burris. The motion was unanimously approved by voice vote by the Environmental Commission. Residential Solid Waste, Recycling, and Yard Waste Collection Contract key dates and information i. The RFP will be by invitation only tentatively on July 22, 2024 ii. August 23, 2024 — RFP will be due to the City iii. October 7, 2024 — Targeted Finance Committee Recommendation iv. October 21, 2024 — Targeted City Council Approval Discussion: Shah distributed the physical copy of the request for proposal (RFP) to the Commission. Shah discussed that the RFP was distributed to Lakeshore Recycling Systems, Waste Connections, and Republic Services on July 15, 2024. Shah provided the overview of the RFP, which included the general requirements of the Environmental Commission and not specific contract language. Kesler discussed how the RFP should have included Contract language and not general requirements and was displeased with the staff's effort on the RFP and believed that the RFP did not include the Commission’s intent. Kesler further stated that the RFP was very “unprofessional” and was “horribly done.” Shah stated that the draft RFP was provided to the Commission for review and comments via email communication sent out by Mehul Patel, Director of Public Works; however, no comments or suggestions to the draft RFP were made to Staff by July 3, 2024, deadline provided to the Commission. Kesler further stated that the Staff responsible for putting the RFP together should be attending the scheduled Commission meetings. Shah stated that Staff was scheduled to attend the June 2024 meeting; however, it was canceled due to the Commission’s lack of quorum. Shah mentioned that the contract language would be vetted once the City evaluates and selects a Vendor. Kesler was generally dissatisfied with the response. Kesler was interested in acquiring monthly summary reports from Groot, Inc. Kesler further wanted public input on the RFP evaluation as it impacts all City residents and sees a problem with the City’s procurement process. Swiatek stated agendas are made public and public input is always welcomed. Shah further explained that the City’s Finance Committee would provide a recommendation to the City Council for approval of the new contract. Kesler wanted public input and not have meetings behind closed doors. Kesler stated that the Commission’s recommendations to the contract were not accurately represented by the Staff in the RFP. Kesler wanted to make Staff Page 2 of 3 ===== PDF PAGE 3 ===== [Extraction: OCR (rendered-page OCR)] accountable for the reoccurring mishaps. Shah stated that the Commission was asked to provide general contract recommendations and not specific contract language. Shah stated that the RFP is not the final contract language. Williams Stated that this could be a public RFP process that the Commission is not generally familiar with, which appears to be different from the private RFP process. Shah further offered a special meeting with City staff to go over the Commission’s questions and concerns on the RFP evaluation and selection process. Kesler requested the Staff to send out the Commission’s Recommendations for the Exclusive Municipal Waste Hauler Contract as an addendum to the original RFP. e. Residential Solid Waste, Recycling, and Yard Waste Collection Contract Discussions i. Public Works Memorandum to Environmental Commission (Attached) ii. Recommendations for the Exclusive Municipal Waste Hauler Contract (Attached) Discussion: Shah guided and read the Commission the Public Works Memorandum to the Environmental Commission on the Commission’s Exclusive Municipal Waste Hauler Contract provided by the Commission. f. Other discussions: i. The Commission requested a change in the Adopt-A-Highway location on IL-64 (North Ave) due to safety concerns in the State right-of-way. Shah will provide a map of available segments to the Commission that could be adopted by the Commission for future clean-up events. li. Cherrington discussed that he is talking and partnering with Churches and small religious groups to promote sustainability and environmentally friendly initiatives to reduce carbon footprint. iii. Cherrington discussed the promotion of No-Mow-May to help the early- season pollinators. iv. Kesler asked how the City performs transportation studies. v. Williams and Cherrington discussed writing and promoting articles on environmental topics. vi. Williams requested City email address for the Commissioners to conduct official business with community partners. Shah to follow up. vii. Kesler had questions about his private Groot monthly billing and wanted further contract clarification in Section 7 of the contract and on food composting. Shah to follow up with Kesler separately. viii. Blaus prepared an Electronic Recycling flyer which was shared with the Commission and requested Shah to work with the Communications Team to promote it on the City’s advertisement platforms. 7. Adjournment a. At 9:02 P.M., Blaus made a motion to adjourn and Williams seconded the motion. The motion was unanimously approved by voice vote. Respectfully, Dave Shah, PE Assistant Director of Public Works Page 3 of 3