Loading...
HomeMy WebLinkAbout2010 08-09 City Council Manager Workshop PacketAGENDA MAPLEWOOD CITY COUNCIL MANAGER WORKSHOP 6:00 P.M. Monday, August 9, 2010 Council Chambers, City Hall A. CALL TO ORDER B. ROLL CALL C. APPROVAL OF AGENDA D. UNFINISHED BUSINESS 1. Collection System Analysis — Review of Work Plan (45 Minutes) E. NEW BUSINESS F. ADJOURNMENT THIS PAGE IS INTENTIONALLY LEFT BLAND Agenda Item D.1 MEMORANDUM TO: James Antonen, City Manager FROM: Shann Finwall, AICP, Environmental Planner DuWayne Konewko, Community Development and Parks Director Steve Kummer, Engineer SUBJECT: Collection System Analysis (Review of Maplewood's Trash Hauling System) DATE: August 4, 2010 for the August 9 City Council Workshop INTRODUCTION Maplewood's solid waste management ordinance (Sections 30 -1 to 30 -108) requires all businesses and residences to contract with a licensed hauler to remove trash. Presently, Maplewood has an open trash hauling (collection) system which allows any number of city - licensed haulers to remove trash in any area of the city. In 2010, nine residential trash haulers are licensed in the city, with an additional eight trash haulers licensed for multi- family/commercial service, container and roll -off service, and transfer station. Maplewood has an organized system for recycling, with only one recycling company contracted to service all residents in Maplewood. Municipalities in Minnesota who have organized their collection system report significant cost savings on collection bills to customer, economic benefits to the city in less frequent road construction, and a number of environmental benefits. Minnesota Statutes, section 115A.94 (Organized Collection) gives municipalities the authority to organize collection systems. The statute was adopted by the Minnesota Legislature in 1987. The statute was changed in 1990 and the next few years to add requirements that ensure inclusion of haulers in the organization process such as a 90 -day planning period, a 90 -day negotiation period, and the requirements for findings. As a result, the organized collection statute became a more difficult process to navigate for municipalities. According to the Minnesota Pollution Control Agency's (MPCA) Analysis of Waste Collection Service Arrangements study (June 2009), prior to the organized collection statute in 1985 there were 30 municipalities with organized or municipally - provided collection in the Twin Cities Metropolitan Area. In 1993, prior to major changes to the statute, the number was reported to have increased to 44. Between 1993 and 2000, after changes to the statute, the number remained stable at 44 and has not increased substantially since. Maplewood has attempted to organize its collection system twice since 1986. Both attempts failed due to lack of support by residents and haulers. There has been recent interest expressed by residents, the Environmental and Natural Resources (ENR) Commission, and the City Council to analyze the city's collection system once again. BACKGROUND In 2009 the ENR Commission chose the analysis of the city's collection system as one of their goals. This goal was chosen to address concerns by residents and the commission on the environmental impacts of multiple haulers within the city limits. The commission appointed Packet Page Number 3 of 6 Commissioners Trippler and Lynne to serve on a subcommittee to do research on the topic and bring that information back to the full commission for review. August 2009, representatives of the MPCA presented the results of their study (Analysis of Waste Collection Service Arrangements). The MPCA study can be found at www.pca. state. mn .us /oea /ic /collectionservice.cfm #about The study was conducted to develop quantifiable data comparing open and organized collection of trash and recycling as it relates to economics, impacts on the environment, efficiency and effectiveness, and energy reductions. In summary the study found that the primary potential advantages of organized collection are three -fold — lower prices, reduced truck traffic, and community control over decisions related to waste management. An advantage cited for open systems is the ability for people to choose their own hauler. The customer is in control, making the decisions to hire whoever is providing service in the community. It also allows haulers to find the lowest cost disposal option, which can improve their competitive advantages. Based on the ENR Commission's Collection System Subcommittee findings and the results of the MPCA study, the ENR Commission recommended that city staff draft a report on organized collection which includes information on the environmental and economic impacts. In 2010 the ENR Commission again chose the review of the city's collection system as a goal and added Commissioner Schreiner to the subcommittee. The subcommittee will be assisting city staff on the analysis of the city's collection system. On May 10, 2010, the City Council held a workshop to discuss the city's collection system. During the workshop the City Council was given an update on state statute requirements for organizing collection systems, pros and cons of organized versus open collection systems, the history of city and county attempts to organize collection systems in the past, and findings from the ENR Commission Collection System Subcommittee's research. The City Council supported staff and the ENR Commission efforts to review the city's collection system and directed staff to move forward with the process by bringing back a work plan outlining the city's approach to organizing our collection system. DISCUSSION Collection System Subcommittee On June 16, 2010, several members of the Collection System Subcommittee met to discuss the city's work plan for approaching the organization of the city's collection system. It was determined that the first step in the process should include city -wide information about the city's current collection system and education on why the city wants to analyze that system. The subcommittee has began this process by including an article on trash hauling in the August City News, spotlighting the city's collection analysis on the city's new Spotlight on Maplewood cable show (to be aired August 9 through September 9), and the creation of a collection system analysis webpage on the city's website (www.ci.maplewood.mn.us /trash). The information and educational material will go to the public prior to the City Council's required public hearing to adopt a resolution of intent to organize, which is tentatively scheduled for September 27, 2010. The public and all licensed trash haulers must be notified of the public hearing at least ten days in advance. 2 Packet Page Number 4 of 6 Work Plan Following is the proposed work plan for the city's collection analysis: • September 1, 2010 — Public Hearing Notice for the Intent to Organize. Staff will publish a public hearing notice in the Maplewood Review and mail notices to all of Maplewood's licensed trash haulers notifying them of the September 27 public hearing where the City Council will adopt a resolution of intent to organize. September 13, 2010 — Consulting Budget. Staff is proposing that the city contract with an environmental consulting firm specializing in the organized collection process. The consulting firm will assist the city in the collection system analysis to ensure we meet all requirements of state statute and assist the city in drafting the request for proposals. City staff will present a proposed budget for approval by the City Council on September 13, 2010. Some of this funding could feasibly come from the Select Committee on Recycling and the Environment (SCORE) grant in 2011. Ramsey County offers SCORE grants to cities to enhance or improve waste reduction and recycling efforts. In 2010 the city received SCORE funding for technical assistance with our recycling contract request for proposal (RFP), which is currently under review by the ENR Commission. • September 27, 2010 - Public Hearing. The City Council holds a public hearing to adopt a resolution of intent to organize. December 25, 2010 — End of 90 -Day Planning Period. The 90 -day planning period is required by state statute. The city must work with all interested trash haulers on a collection system plan. The plan should specify the following standards: 1) Achieve the stated organized collection goals of the municipality; 2) Minimize displacement of collectors; 3) Ensure participation of all interested parties in the decision making process; and 4) Maximize efficiency in solid waste collection. State statute specifies that no one factor is determinative in the city's final plan. • March 24, 2011 (or earlier if an agreement can be reached before this date) — End of 90- Day Negotiation Period. The 90 -day negotiation period is required by state statute. The city is required to negotiate with interested haulers to determine if an agreement can be reached with a majority of the haulers who have expressed interest on assisting the city with its collection system plan. • April 11, 2011 (or earlier) — Adopt Collection System Plan and Findings. The City Council must adopt a collection system plan and findings in support of the plan. The findings must reflect that the plan will meet the standards as outlined above. • April 2011 to December 2011 (approximately) — Implementation Phase. This phase includes: • Amending the city's collection ordinance based on the new plan. • Publishing an RFP for trash hauling proposals which meets the standards as outlined in the collection system plan. • Choosing a proposal(s) which meet the standards as outlined in the RFP based on the collection system plan. • Awarding a contract or contracts for the city's organized collection system plan. 3 Packet Page Number 5 of 6 Ramsey County Staff has been discussing the city's collection system analysis work plan with representatives of the Ramsey County Department of Public Health, Environmental Health Section. Ramsey County has indicated that they have also heard from several other cities in the county that have expressed an interest in reviewing their collection systems. Ramsey County representatives will be available at the August 9 workshop to discuss their experience with collection system analysis and express their support for the city's efforts in this regard. RECOMMENDATION Offer direction and feedback on the proposed collection system analysis work plan as described above. 4 Packet Page Number 6 of 6