HomeMy WebLinkAbout2019-04-15 ENR Packet AGENDA
CITY OF MAPLEWOOD
ENVIRONMENTAL AND NATURAL RESOURCES COMMISSION
Monday, April 15, 2019
7:00 p.m.
Council Chambers - Maplewood City Hall
1830 County Road B East
1. Call to Order
2. Roll Call
3. Approval of Agenda
4. Approval of Minutes:
a. March 18, 2019
5. New Business
a. New Member Orientation
6. Unfinished Business
a. Maplewood Residential Curbside Trash and Recycling Request for Proposals
7. Visitor Presentations
8. Commissioner Presentations
9. Staff Presentations
a. Spring Clean Up — May 11
b. Waterfest —June 1
C. Maplewood Nature Center Programs
10. Adjourn
Agenda Item 4.a.
MINUTES
CITY OF MAPLEWOOD
ENVIRONMENTAL AND NATURAL RESOURCES COMMISSION
7:00 p.m., Monday, March 18, 2019
Council Chambers, City Hall
1830 County Road B East
1. CALL TO ORDER
A meeting of the Environmental and Natural Resources Commission was called to order at 7:02
p.m. by Chair Redmond.
2. ROLL CALL
Keith Buttleman, Commissioner Present
Mollie Miller, Vice Chair Present
Candace Okeson, Commissioner Absent
Ann Palzer, Commissioner Present at 7:04 p.m.
Ted Redmond, Chair Present
Tom Sinn, Commissioner Present
Staff Present
Shann Finwall, Environmental Planner
Melinda Coleman, City Manager
Ann Hutchinson, Lead Naturalist
3. APPROVAL OF AGENDA
Commissioner Buttleman moved to approve the agenda as submitted.
Seconded by Commissioner Miller. Ayes —All
The motion passed.
4. APPROVAL OF MINUTES
Commissioner Miller moved to approve the February 26, 2019, Environmental and Natural
Resources Commission meeting minutes as submitted.
Seconded by Commissioner Sinn. Ayes —All
The motion passed.
5. NEW BUSINESS
a. Conducting City Business and Public Meetings Presentation
i. City Manager, Melinda Coleman gave the power point presentation on conducting city
business and public meetings.
No action was required.
b. Maplewood Nature Center Master Plan
i. Lead Naturalist, Ann Hutchinson gave a presentation regarding the commission regarding
the Maplewood Nature Center Master Plan.
March 18, 2019 1
Environmental and Natural Resources Commission Meeting Minutes
No action was required.
c. Maplewood Residential Curbside Trash and Recycling Request for Proposals
i. Environmental Planner, Shann Finwall gave a report on the Maplewood Residential
Curbside Trash and Recycling Request for Proposals.
The City's trash and recycling contracts end December 31, 2019. The City Council
directed staff to release an RFP for new contracts.
The Environmental Commission recommended the following items be included in the
RFP:
• Bundle and Multiple Contracts
• Pay as you Throw Price Structure
• Future Organics Recycling
• Consideration of Emissions or Reductions in Collection Schedule
• Composite Study Requirements
• The City Should Consider the Purchase of Recycling Carts
The ENR Commission will review an outline of the draft RFP in April.
The ENR Commission should appoint three Commissioners to serve on the Solid Waste
Subcommittee. The Subcommittee would serve on the Proposal Review Team and report
back to the full Commission.
Commissioner Miller moved to recommend a subcommittee of three ENR Commissioners
to serve on the Solid Waste Subcommittee.
Seconded by Commissioner Palzer. Ayes —All
Commissioner's Miller, Palzer and Sinn volunteered to serve on the Solid Waste
Subcommittee.
The motion passed.
6. UNFINISHED BUSINESS
a. 2019 Goal Implementation Plan
i. Environmental Planner, Shann Finwall discussed the 2019 Goal Implementation Plan.
7. VISITOR PRESENTATIONS
Keely, East Metro Regional Manager, Conservative Minnesota District addressed the
commission. Keely wanted to let the commission know about the Environmental Commission
Conference on April 13, 2019 from 8:30 am — 3:30 p.m. at the Hennepin Avenue United
Congregation in Minneapolis. All Environmental Commissioners in the Metro-area are invited to
attend this free event.
8. COMMISSION PRESENTATIONS
None.
9. STAFF PRESENTATIONS
March 18, 2019 2
Environmental and Natural Resources Commission Meeting Minutes
a. March 25, 2019 City Council Meeting — Two Wetland Buffer Variances. Staff will send
out an email to the commission to finalize representative attendance.
b. Spring Clean Up — May 11, 2019 at Aldrich Arena, 8 a.m. to 1 p.m. Environmental
Commissioners are encouraged to volunteer at that event.
C. Waterfest—June 1, 2019, 11 a.m. to 4 p.m. The Nature Center and the Environmental
Commission have a booth at Waterfest yearly. The Commission should consider the
environmental education focus for this year's booth.
d. Maplewood Nature Center Programs
For more information regarding programs at the Maplewood Nature Center call (651) 249-
2170.
10. ADJOURNMENT
Chair Redmond adjourned the meeting at 9 p.m.
March 18, 2019 3
Environmental and Natural Resources Commission Meeting Minutes
Agenda Item 5.a.
CITY COUNCIL STAFF REPORT
Meeting Date April 15, 2019
REPORT TO: Environmental and Natural Resources Commission
REPORT FROM: Shann Finwall, AICP, Environmental Planner
PRESENTER: Shann Finwall, AICP, Environmental Planner
AGENDA ITEM: New Member Orientation
Action Requested: ❑ Motion ✓ Discussion ❑ Public Hearing
Form of Action: ❑ Resolution ❑ Ordinance ❑ Contract/Agreement ❑ Proclamation
Policy Issue:
The new member orientation outlines the objectives, review process, responsibilities, and scope of
authority of the Environmental and Natural Resources Commission for new members.
Recommended Action:
No action required.
Fiscal Impact:
Is There a Fiscal Impact? ✓ No ❑ Yes, the true or estimated cost is enter amnl,nt or $0 00
Financing source(s): ❑ Adopted Budget ❑ Budget Modification ❑ New Revenue Source
❑ Use of Reserves ✓ Other: N/A
Strategic Plan Relevance:
❑ Financial Sustainability ✓ Integrated Communication ❑ Targeted Redevelopment
❑ Operational Effectiveness ❑ Community Inclusiveness ❑ Infrastructure & Asset Mgmt.
New member orientation ensures that all Environmental and Natural Resources Commissioners
have a full understanding of their role within the City of Maplewood.
Background
The City Council appointed Joe Gould to the Environmental and Natural Resources (ENR)
Commission on March 25, 2019, with a term ending September 30, 2021. Commissioner Gould
will fill the vacancy left by Ryan Ries after he resigned from the ENR Commission last year.
Attachments
1. Environmental and Natural Resources Commission New Member Orientation
Attachment
Environmental and Natural Resources New Member Orientation
Date Revised: April 10, 2019
INTRODUCTION
This orientation outlines the objectives, review process, responsibilities, and scope of authority
of the Environmental and Natural Resources (ENR) Commission. It is intended to assist new
commissioners and to update existing commissioners.
ORIENTATION
Origination of the ENR Commission
In 2004 the Maplewood City Council created the Environmental Committee, formed as an ad-
hoc committee responsible for advising the City Council and other commissions and boards on
matters relevant to the environment. This includes such matters as recycling, solid waste,
environmental education, water resources, wetlands, and storm water management. On
September 11, 2006, the City Council adopted the committee as a full-fledged commission when
it adopted the ENR Commission ordinance.
ENR Commission Purpose/Objective
The ENR Commission was formed to establish environmental priorities and to propose changes
necessary to existing environmental ordinances which ensure that the city's environmental
assets are protected, preserved, and enhanced. Attached is a copy of the ENR Commission
ordinance that explains in detail the ENR's purpose/objective.
ENR Commission Staff Liaison
The Community Development Department provides staff liaisons and technical support for four
of the City's citizen advisory boards and commissions including the Environmental and Natural
Resources Commission. Shann Finwall, Environmental Planner, is the staff liaison to the
Commission. Contact information found below.
Contact Information
Following is list of staff contacts that serve as technical support to the Commission:
New Hire, Community Development Director
Michael Martin, AICP, Econ. Dev. Coordinator (651) 249-2303
michael.martin(a�maplewoodmn.gov
Shann Finwall, AICP, Environmental Planner (651) 249-2304
shann.finwall(a�maplewoodmn.gov
Jane Adade, Planner (651) 249-2302
0ane.adade(a)maplewoodmn.gov
Ann Hutchinson, Lead Naturalist (651) 249-2172
ann.hutchinson(a�maplewoodmn.gov
1
Agenda Packets
City staff will prepare an ENR Commission agenda packet the week before the scheduled
meeting. The packets contain an agenda, minutes from previous meetings, and staff reports for
each agenda item. City staff mails the packets to the ENR Commissioner's homes so they
receive them 72 hours before the meeting. Staff also sends an e-mail with the agenda
attached and a link to the packet once complete, normally on the Thursday prior to the meeting.
ENR Commissioner Responsibility
Each commissioner should review the staff reports and visit the properties if applicable to form
an opinion of the project and become familiar with the proposal or item before the meeting.
Meetings
Meeting Dates: The third Monday of each month.
Starting Time: 7:00 p.m.
Meeting Location: City Council chambers at Maplewood City Hall, 1830 E. County Road B
Quorum: A simple majority of the current membership of the commissioners
constitutes a quorum.
Cancellations/ Staff will inform the ENR Commission of meeting cancellations. Meetings
Rescheduling: are canceled when we cannot get a quorum or if there are no items to
review.
Officers: A chairperson and vice chairperson shall be elected by the Commission at
the first ENR Commission in January of each year, and will serve until their
successors have been elected.
City Council The chair or his/her representative will attend the City Council meetings
Meetings: where ENR Commission items are on the agenda. The chair or his/her
representative will present the Commission's recommendations and answer
questions from the City Council regarding the decision. If the chair is
unavailable to attend the City Council meeting, the chair will appoint a
representative from the commission.
Commission Handbook
The City Council adopted a Commission Handbook to provide general information, rules,
policies, and state statutes for commission members. The handbook will be distributed to new
members separately from this memorandum.
Rules of Procedure
On March 8, 2010 the City Council approved the ENR Commission Rules of Procedures. The
Rules of Procedures compliment the Environmental and Natural Resources Commission
Ordinance and guide the Commission in conducting meetings.
2
ENR Annual Report
Each year the ENR Commission submits an annual report to the City Council. The annual report
includes actions and activities for the previous year and goals for the new year. Staff drafts the
annual report for review by the ENR Commission at the end of the year. The report is then
forwarded to the City Council for final approval.
City Council/Advisory Commissions and Boards
Attached is a contact list for the City Council and all City Commissions and Boards.
Cablecast of ENR Commission Meetings
The City of Maplewood cablecasts ENR Commission meetings. The meetings are aired live on
Maplewood Television, Channel 16 to Maplewood residents who have Comcast cable. For re-
run schedules visit the City's website at http://www.maplewoodmn.gov/555/Channel-16-
Schedule. The meetings are also streamed live and archived on the City's website at
http://www.maplewoodmn.gov/673/Watch-Meetings-Online.
City Website
The City of Maplewood has a website located at www.maplewoodmn.gov. The website is a
good source of information. In addition to current city news and information, the website
contains the city code of ordinances, information on upcoming ENR Commission meetings
(including packets), and ENR meeting minutes.
SUMMARY
The City of Maplewood would like to welcome you as a new member of the ENR Commission.
We look forward to working with you on ensuring the City's environmental assets are protected,
preserved, and enhanced.
Exhibits:
1. ENR Commission Ordinance
2. ENR Commission Rules of Procedure
3. City Council/Advisory Commission and Board Contact List
3
MINUTES Exhibit 1
MAPLEWOOD CITY COUNCIL
7:38 P.M. Monday, September 11, 2006
Council Chambers, City Hall
Meeting No. 06-23
K. UNFINISHED BUSINESS
1. Ordinance to Establish Full Commission Status for the Environmental Committee (Second
Reading)
a. Environmental Manager Konewko presented the report.
Mayor Longrie moved to adopt the following second reading of the ordinance to establish
the Environmental and Natural Resources Commission as an advisory board to the city council
as provided by the Minnesota Statute:
MAPLEWOOD ORDINANCE NO. 872
DIVISION 4. ENVIRONMENTAL AND NATURAL RESOURCES COMMISSION
Sec. 18.180. Established
The city council establishes for the city an environmental and natural resources commission as
an advisory board to the city council, as provided in Minn. Stats. §§ 462.351-462.365.
(Code 1982, § 25-17)
Sec. 18-181. Advisory body; exceptions
All actions of the advisory environmental and natural resources commission shall be in the
nature of recommendations to the city council, and the commission shall have no final authority
about any matters, except as the council may lawfully delegate authority to it.
(Code 1982, § 25-18)
State law reference- City environmental and natural resources agency to be advisory, except
as otherwise provided by state statute or charter, Minn. Stats. § 462.354, subd. 1.
Sec. 18.182. Composition; appointment; qualifications; terms
(a) The environmental and natural resources commission shall have seven members appointed by
the council. The members shall be residents of the city and may not hold an elected city public
office. When possible, the council shall select commission members to represent the various
areas of the city and to help meet the needs of the residents.
(b) The city council shall appoint members of the environmental and natural resources commission
for three-year terms. If the appointment is to fill a vacancy, the appointment would be to finish
the unexpired part of the vacated terms.
(Code 1982, § 25-19)
Sec. 18.183. Chairperson and vice-chairperson.
The environmental and natural resources commission shall elect a chairperson and a vice-
chairperson at the first environmental and natural resources commission meeting in January
each year. The chairperson shall be responsible for calling and presiding at meetings and shall
have an equal vote with other members of the commission. If the chairperson is not at a
meeting, the vice-chairperson shall assume the duties of the chairperson for that meeting. If the
chairperson resigns from or is otherwise no longer on the environmental and natural resources
City Council Meeting 09-11-06 1
commission, the vice-chairperson shall become the acting chairperson until the environmental
and natural resources commission can hold an election for new officers.
(Code 1982 § 25-20)
Sec. 18.184. Vacancies.
(a) Any of the following may cause the office of an environmental and natural resources commissioner
to become vacated:
(1) Death or removal from the city
(2) Disability or failure to serve, as shown by failure to attend three meetings in any year, may be cause
for removal by council majority, unless good cause can be shown to the council.
(3) Resignation in writing.
(4) Taking public office in the city.
(b) Vacancies shall be filled by the council for the unexpired portion of the vacated term.
(Code 1982, § 25-21)
Sec. 18.185. Officers; meetings; rules of procedure.
(a) The environmental and natural resources commission shall elect its own officers, establish
meeting times, and adopt its own rules of procedure to be reviewed and approved by the city
council.
(b) All meetings of the environmental and natural resources commission shall be open to the public
and published on the city's website.
(Code 1982, § 25-22)
Sec. 18.186. Duties and responsibilities.
In order to protect, preserve and enhance the environment of the City of Maplewood, the
Environmental and Natural Resources Commission will:
(1) Establish environmental priorities for the city in partnership with the City Council.
(2) Recommend to the Community Design Review Board, Planning Commission and City Council
changes necessary to existing policies, operating procedures and ordinances that control,
protect, preserve and enhance the city's environmental assets.
(3) Recommend to the Community Design Review Board, Planning Commission and City Council
new policies, operating procedures and ordinances that control, protect, preserve and enhance
the city's environmental assets.
(4) Actively participate in and support the mission and goals of the Maplewood Nature Center and
Neighborhood Preserves by promoting environmental awareness through educational
programs, communications and co-sponsored activities.
(5) Pro-actively promote greater use and appreciations of the city's environmental assets.
(6) Review the role of other city groups and how they might assist, support and advise the
Environmental and Natural Resources Commission.
(7) Sponsor environmental projects to enhance, repair, replace or restore neglected or deteriorating
environmental assets of the city.
(8) Develop educational programs and materials that foster the mission to the Environmental and
Natural Resources Commission.
(9) Develop and promote the use of"sustainable practices" for city policies and procedures. (Code
1982, § 25-23)
City Council Meeting 09-11-06 2
Sec. 18.187. Compensation; expenses.
All members of the environmental and natural resources commission shall serve without
compensation. However, approved expenses of the environmental and natural resources
commission shall be paid from available city funds.
Sec. 18.188. Responsibilities of the Environmental Manager.
Subject to the direction of the city manager, the environmental and natural resources
commission and its chairperson, the environmental manager who reports to the city engineer
shall:
(1) Conduct all correspondence of the commission.
(2) Send out all required notices
(3) Attend all meetings and hearings of the commission.
(4) Keep the dockets and minutes of the commission's proceedings.
(5) Keep all required records and files.
(6) Maintain the files and indexes of the commission.
(Code 1982, § 25-25)
Sec. 18.189. Duties of city engineer, city attorney and other city employees.
(a) The city engineer and the city attorney shall be available to the environmental and natural
resources commission. The city engineer and attorney shall have the right to sit in with the
commission at all meetings, but shall not be entitled to vote as members of the commission.
(b) All city engineering department employees and other regular employees or personnel of the city
shall cooperate with the environmental and natural resources commission and make them self
available and attend meetings when requested to do so.
(Code 1982, § 25-26)
This ordinance shall be effective on October 1, 2006.
Seconded by Councilmember Hjelle Ayes-All
City Council Meeting 09-11-06 3
Exhibit 2
ENVIRONMENTAL AND NATURAL RESOURCES COMMISSION
RULES OF PROCEDURE
Adopted by Environmental and Natural Resources Commission on October 7, 2008
Amendments made by the commission on December 21, 2009
Adopted by the City Council on March 8, 2010
We, the members of the Environmental and Natural Resources Commission of the City of
Maplewood, Minnesota, created pursuant to Division 4, Sections 18.180 to 18.189 of the
Maplewood Code of Ordinances, hereby adopt the following "Rules of Procedure," subject to
the provisions of said Article, which is hereby made a part of these Rules:
A. APPOINTMENTS
The city council shall make appointments to the environmental and natural resources
commission by following the current city appointment policy.
B. MEETINGS
1. All meetings shall be held in the council chambers in Maplewood City Hall, 1830 E.
County Road B, unless otherwise directed by the chairperson or staff, in which case at
least 24 hours notice will be given to all commissioners.
2. Regular meetings shall be held at 7:00 p.m. on the third Monday of each calendar
month, provided that when the meeting falls on a legal holiday, such meeting shall be
rescheduled.
3. Special meetings may be held upon call by the chairperson or in his/her absence, by
the vice chairperson, or by any other commissioner with the concurrence of a majority
of the commissioners with at least 72 hours notice to all commissioners.
C. COMMUNITY DEVELOPMENT AND PARKS DEPARTMENT
In addition to carrying out the duties prescribed in city ordinance the environmental planner
or a designated replacement shall:
1. Prepare the agenda for each meeting.
2. Act as technical advisor on any matter which comes before the commission.
3. Make written recommendations to the commission on matters referred to the
commission.
4. Schedule any matter with the city council that has been reviewed by the commission
that requires city council approval.
-1-
D. AGENDA
1. Copies of the agenda, together with pertinent staff reports and copies of the minutes
of the previous meeting shall be made available to each member of the commission
no later than three days prior to the next scheduled meeting.
2. The agenda format shall generally read as follows:
a. Call to Order
b. Roll Call
c. Approval of Agenda
d. Approval of Minutes
e. Unfinished Business
f. New Business
g. Visitor Presentations
h. Commissioner Presentations
i. Staff Presentations
j. Adjournment
E. QUORUM
1. A simple majority of the current membership of the commissioners shall constitute a
quorum.
2. Any action by the commission shall require a majority vote of the members present.
F. ELECTION OF OFFICERS
A chairperson and vice chairperson shall be elected at the first environmental and natural
resources commission in January of each year and will serve until their successors have
been elected. Nominations and members interested in serving as the chairperson or vice-
chairperson shall be announced at the last meeting of the year. The chairperson will call
for further nominations at the first meeting in January each year prior to the election.
G. DUTIES OF THE CHAIRPERSON
1. In addition to the duties prescribed in the ordinance, the chair shall represent the
commission at each city council meeting where a commission item is on the agenda,
to present the commission's recommendations and to answer questions from the city
council regarding the decision. If the chair is unavailable to attend the city council
meeting, the chair will appoint a representative from the commission.
H. CHAIRPERSON AND VICE-CHAIRPERSON
1. The chairperson, vice chairperson, and such officers as the commission may decide
shall be elected and assume duties according to the current ordinance.
2. In the absence of the chairperson, the vice chairperson shall perform all duties
required of the chairperson. When both the chairperson and the vice chairperson are
absent, the attending members shall elect a chairperson pro tem.
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3. If the chairperson resigns from or is otherwise no longer on the commission, the vice
chairperson shall become the acting chairperson until the commission can hold an
election for new officers. If the vice chairperson resigns or is otherwise no longer on
the commission, the commission will elect a new vice chairperson at the next possible
commission meeting.
I. TEMPORARY COMMITTEES
1. The commission shall elect by a majority vote such standing committees and
temporary committees as may be required and such committees will be charged with
the duties, examinations, investigations, and inquiries relative to subjects assigned by
the chair.
2. No standing or temporary committee shall have the power to commit the commission
to the endorsement of any plan or program without the express approval of the
commission.
J. VACANCIES
The environmental and natural resources commission positions shall be vacated or
recommended to the city council for vacation according to the current environmental and
natural resources ordinances.
K. AMENDMENT OR SUSPENSION OF RULES
1. Any of the foregoing rules may be temporarily suspended by a majority vote of the
commissioners present.
2. The "Rules of Procedure" may be amended at any regular meeting by a majority vote.
L. RULES OF ORDER
In all points not covered by these rules, the commission shall be governed in its procedures
by Rosenberg's Rules of Order, Simple Parliamentary Procedures for the 21s' Century.
P:\PMWorks\Environemental\Environmental Commission\ENR Rules of Procedure
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Exhibit 3
All Active Commissioner Contact Info - Public
City Council Staff Liaison: Andrea Sindt 651.249.2002 Andrea.Sindt@Maplewoodmn.gov
Councilperson Bill Knutson 2424 Keller Parkway (H)Phone:612.290.9778
Term Expires: 12/31/2020 Maplewood,MN 55109 (C)Phone: bill.knutson@maplewoodmn.gov
(W)Phone:
Councilperson Sylvia Neblett 1294 County Road B E (H)Phone:651.766.3851
Term Expires: 12/31/2020 Maplewood,MN 55109 (C)Phone: sylvia.neblett@maplewoodmn.gov
(W)Phone:
Councilperson Bryan Smith 1710 East Shore Drive (H)Phone:651-888-0085
Term Expires: 12/31/2020 Maplewood,MN 55109 (C)Phone: bryan.smith@maplewoodmn.gov
(W)Phone:
Councilperson Marylee Abrams 2940 Frank Street (H)Phone:
Term Expires: 12/31/2022 Maplewood,MN 55109 (C)Phone: Marylee.Abrams@maplewoodmn.gov
(W)Phone:
Councilperson Kathleen Juenemann 721 Mt Vernon Ave E (H)Phone:651.771.3670
Term Expires: 12/31/2022 Maplewood,MN 55117 (C)Phone: kathleen.juenemann@maplewoodmn.gov
(W)Phone:
Community Design Review Board Staff Liaison: MikeMartin 651.249.2303 Michael.Martin@Maplewoodmn.gov
Ananth Shankar 2460 King Ave (H)Phone:651.730.5966 ananthvshankar@gmail.com
erm Expires: 4/30/2019 Maplewood,MN 55119 (C)Phone:
(W)Phone:651.290.19 38
Bruce Thompson 1132 Marnie Court S. (H)Phone:P-651-735-196
Term Expires: 4/30/2019 Maplewood,MN 55119 (C)Phone:P-651-485-4500
(W)Phone:
Matt Ledvina 1173 Lakewood Dr (H)Phone:651.578.1658
Term Expires: 4/30/2020 Maplewood,MN 55119 (C)Phone: Mattledvina@comcast.net
(W)Phone:
Bill Kempe 3010 Furness Ct.N. (H)Phone: wckempe@yahoo.com
Term Expires: 4/30/2021 Maplewood,MN 55109 (C)Phone:651.226.7933
(W)Phone:
Jason Lamers 2620 Knollwood Ct.N (H)Phone: jason.lamers@boral.com
Term Expires: 4/30/2021 Maplewood,MN 55109 (C)Phone:
(W)Phone:612.940.7362
Environmental & Natural Resources Com Staff Liaison: Shann Finwall 651.249.2304 Shann.Finwall@Maplewoodmn.gov
Candace Okeson 1968 Ide Street (H)Phone: okeson03Pgmail.com
Term Expires: 9/30/2019 Maplewood,MN 55109 (C)Phone:
(W)Phone:
Ann Palzer 2497 Stillwater Road E. (H)Phone: annpalzer@gmail.com
Term Expires: 9/30/2019 Maplewood,MN 55119 (C)Phone:
(W)Phone:
Ted Redmond 2687 Gem Street (H)Phone: tredmond@paleblue-dot.org
9/30/2019 Maplewood,MN 55109 (C)Phone:
(W)Phone:
Chair Mollie Miller 1861 Kenwood Dr.W (H)Phone:507-380-3186 savetheapples2@yahoo.com
Term Expires: 9/30/2020 Maplewood,MN 55117 (C)Phone:
(W)Phone:
Vice-Chair Tom Sinn 345 Sophia Avenue E (H)Phone:651-895-4862 tom.Sinn@envirotechnologicalsolutions.co
Term Expires: 9/30/2020 Maplewood,MN 55117 (C)Phone:
(W)Phone:
Wednesday,April 10,2019 Page 1 of 4
All Active Commissioner Contact Info - Public
Keith Buttlernan 2503 Haller Lane (H)Phone:
Term Expires: 9/30/2021 Maplewood,MN 55119 (C)Phone:
(W)Phone:
Joe Gould 191 Larpenteur Ave.E (H)Phone: ioegould05@gmail.com
Term Expires: 9/30/2021 Maplewood,MN 55117 (C)Phone:
(W)Phone:
Heritage Preservation Commission Staff Liaison: Ginny Gaynor 651.249.2416 Virginia.Gaynor@Maplewoodmn.gov
Vice-Chair Richard Currie 1937 Kenwood Dr W (H)Phone:651.775.2937 rchcur@aol.com
erm Expires 4/30/2019 Maplewood,MN 55117 (C)Phone:
(W)Phone:
Margaret Fett 2057 Duluth St. (H)Phone: momfett0l@hotmail.com
Term Expires: 4/30/2019 Maplewood,MN 55109 (C)Phone:
(W)Phone:
Frank Gilbertson 1102 Lakewood Drive S. (H)Phone:612.232.9693
Term Expires: 4/30/2019 Maplewood,MN 55119 (C)Phone:
(W)Phone:
Leon Axtman 2510 Geranium Ave. (H)Phone:651.731.4954 laxtman@q.com
Term Expire- 4/30/2020 Maplewood,MN 55119 (C)Phone:651.491.7432
(W)Phone:
John Gaspar 1594 Mary St. (H)Phone:651.773.9253 john@nai-architects.com
Tenn L,ip,ii: 4/30/2020 Maplewood MN 55119 (C)Phone:
(W)Phone:
Chair Peter Bou lay 1100 County Road C (H)Phone:651.490.3251 happvpebbl@hotmail.com
Term Expires: 4/30/2021 Maplewood,MN 55109 (C)Phone:
(W)Phone:P-651.296.421
Bob Cardinal 2497 Adele St. (H)Phone:651.765.8600 bobcardinal@comcast.net
erm Expires 4/30/2021 Maplewood,MN 55109 (C)Phone: 651.398.1457
(W)Phone:952.564.3806
Housing& Economic Development Commi Staff Liaison: Michael Martin 651.249.2303 Michael.Martin@Maplewoodmn.gov
Business Rep Mark Jenkins 830 New Century Blvd.S. (H)Phone:
Term Expires 9/30/2019 Maplewood MN 55119 (C)Phone: mark@ienkinsweb.net
(W)Phone:612.701.2019
Business Rep Jennifer Lewis 4194 Homewood Ave (H)Phone: iennifer.lewis@wpglimcher.com
Term Expires: 9/30/2019 White Bear Lake,MN 5511C(C)Phone:651.770.3863
(W)Phone:763.286.3139
Vice-Chair/Secretary Joy Tkachuck 1088 Gordon Ave (H)Phone: Joy.A.Tkachuck@HealthPartners.Com
Term Expires 9/30/2019 Maplewood,MN 55109 (C)Phone:
(W)Phone:
Denis Dupee 1674 Village Trail#3 (H)Phone: denisdupee@email.com
Term Expires 9/30/2020 Maplewood,MN 55109 (C)Phone:708-341-9463
(W)Phone:
Brian Finley 1910 Prosperity Rd. (H)Phone: amvbrianfinlev@gmail.com
Term Expires: 9/30/2020 Maplewood,MN 55109 (C)Phone:651.357.0793
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Agenda Item 6.a.
ENVIRONMENTAL & NATURAL RESOURCES COMMISSION STAFF REPORT
Meeting Date April 15, 2019
REPORT TO: Environmental and Natural Resources Commission
REPORT FROM: Shann Finwall, AICP, Environmental Planner
PRESENTER: Shann Finwall, AICP, Environmental Planner
AGENDA ITEM: Maplewood Residential Curbside Trash and Recycling Request for
Proposals
Action Requested: ❑ Motion ✓ Discussion ❑ Public Hearing
Form of Action: ❑ Resolution ❑ Ordinance ❑ Contract/Agreement ❑ Proclamation
Policy Issue:
The City's residential trash and recycling contracts end December 31, 2019. The City Council
directed City staff to draft a Request for Proposal (RFP) for new trash and recycling contracts. A
competitive RFP process will allow the City to compare prices directly between respondents, allow
for new or improved services, and provide an opportunity for the City to bundle its trash and
recycling contracts if that alternative provides the highest value to Maplewood residents.
Recommended Action:
Discuss the draft Residential Curbside Trash and Recycling RFP outline and provide further policy
advice and direction as needed.
Fiscal Impact:
Is There a Fiscal Impact? ✓ No ❑ Yes, the true or estimated cost is $0
Financing source(s): ❑ Adopted Budget ❑ Budget Modification ❑ New Revenue Source
❑ Use of Reserves ✓ Other: n/a
Strategic Plan Relevance:
❑ Financial Sustainability ❑ Integrated Communication ❑ Targeted Redevelopment
✓ Operational Effectiveness ❑ Community Inclusiveness ✓ Infrastructure & Asset Mgmt.
The City's trash and recycling programs create operational effectiveness by protecting the public
health and safety, and promoting city cleanliness and livability. They are also an important
component to the City's green infrastructure - which purpose is to achieve a reduction in waste
generated by using best management practices to protect air quality, water quality, and natural
resources.
Background
Maplewood Solid Waste History
Maplewood organized its residential trash hauling system in 2011 when it entered into a contract
with Republic Services. Prior to that the City had an open-hauling system where residents could
select from any licensed trash hauler. The City had nine-residentially licensed haulers at that time.
Maplewood has had an organized residential recycling system for over 20 years. Currently the City
contracts with Tennis Sanitation for these services. Following is a history of the City's trash and
recycling collection contracts with Republic Services and Tennis Sanitation:
Trash Hauling
December 12, 2011 —The City Council adopts a Resolution of Findings of Fact for
Maplewood's Organized Trash Collection Plan.
December 14, 2011 — Maplewood executed a city-wide residential trash collection contract
with Republic Services for services beginning October 1, 2012 with the initial contract term
ending December 31, 2017, with two one-year extensions possible.
September 25, 2017 —The City Council approved a two-year extension to Republic Services
contract for city-wide residential trash collection with the term ending December 31, 2019.
The current contract details include:
• Collection Area — Curbside collection of single family residential homes with four or less
units. Manufactured homes and townhomes can opt into the program.
• Materials Collected —Trash, yard waste, and bulky items.
• Carts — City supplies the carts in four sizes and Republic Services manages the carts.
• Billing — Republic Services does the billing.
• Prices —Trash collection rates range from $9.79 to 14.66 per month depending on cart
size (prices include all taxes and a $.75 cart fee).
Recycling
November 8, 2010 —The City Council approved a contract with Tennis Sanitation for city-
wide recycling collection for single and multi-family residential properties. The contract
period began January 1, 2011 through December 31, 2013. Prior to this date the City of
Maplewood contracted with Eureka Recycling for its residential recycling collection.
September 9, 2013—The City Council approved a two-year extension to the residential
recycling contract. The contract extended recycling services with Tennis Sanitation until
December 31, 2017, and outlined a process for converting the City's recycling collection
from bins to carts.
September 25, 2017 - The City Council approved a two-year extension to the residential
recycling contract. The contract extended recycling services with Tennis Sanitation until
December 31, 2019. The current contract details include:
• Collection Area — Curbside collection of single family residential homes (including
townhomes and manufactured homes) and centralized collection at multi-family homes
(apartments). Churches and small businesses can opt into the program.
• Materials Collected — Single sort recyclables.
• Carts —Tennis Sanitation supplies the carts in three sizes to single-family, townhomes,
and manufactured homes and 95 gallon carts to multi-family homes.
• Billing — Recycling fee is added to residential water bills.
• Prices —Tennis Sanitation charges the City of Maplewood $2.86 per household per
month. The City charges its residents $3.54 per household per month to cover the cost
of the City's recycling program.
Ramsey County Support
Ramsey County has offered the City of Maplewood technical support through their Public Entities
Solid Waste Technical Assistance Program. Foth Infrastructure and Environment, the County's
solid waste consultants, will assist the City with the drafting of an RFP and review of proposals.
Request for Proposals
Foth Infrastructure and Environment have been working with City and County staff on the draft RFP
language. Following is an outline of the draft RFP:
1. The RFP packet will contain the RFP body, forms and attachments. Attachment A is a draft
Trash Contract and Attachment B is a draft Recycling Contract. These draft Contracts
contain the new, detailed service standards, terms and conditions.
2. Respondents to the RFP will have the choice to propose on any alternate or combination of
alternates:
a. Alternate 1 —"Bundled" Trash + Recycling
b. Alternate 2 —Trash only
c. Alternate 3 — Recycling only
Of these alternates, the City will select the proposal (or proposals) that provides the highest
value to Maplewood residents.
3. The City's objective is to enhance the value of the overall package of services without
increasing prices charged to residents if possible.
4. Set priorities evaluate responses for ideas that are most favorable to the City.
5. The proposed term of the new Contract(s) is for five years beginning operations on
January 1, 2020.
6. The basic roles and responsibilities of the City and the new Contractor(s) would remain
generally the same under the new Contract(s):
a. The Trash Contractor would continue to do the billing and most administrative
customer services related to residents' orders. For example, residents would call the
Trash Contractor for Trash service level changes and billing questions.
b. The current Trash service levels would be continued: 20-gallon/every other week;
20-gallon every week; 35-gallon/every week; 65-gallon/every week; and 95-
gallon/every week.
c. The City will continue to own the Trash carts, but all Trash cart management
services would continue to be handled by the Trash Contractor.
d. All Trash will continue to be hauled to the Recycling & Energy Center (R&E Center)
at Newport.
e. The Trash Contractor would pay for Trash disposal and taxes. These costs would
continue to be itemized on residents' bills as separate from Trash collection charges.
f. The City may continue to arrange for Recycling costs to be billed to residents
through a partnership agreement with the Saint Paul Regional Water Services utility
bills. [See item #2 below under proposed changes for the option for the Recycling
Contractor to do the billing of Recycling services.]
g. The Recycling Contractor would continue to take calls directly from residents for
most of the questions about Recycling operations. Most Recycling billing questions
would continue to be handled by City staff.
h. Weekly curbside Recycling would continue similar to current operations using
Recycling carts collecting recyclables in single-stream form.
i. The Recycling Contractor would: arrange for processing/marketing of all recyclables;
take all of the risk of recyclables market price fluctuations; and retain all revenue
from recyclables sales (or pay the processing charges). All recycling costs would be
reflected in the Recycling Contract price.
j. Yard Waste collection service would remain an option for residents and charged by
the Trash Contractor on a subscription basis. Yard Waste could either be an annual
subscription or on an on-call, "pay per bag" basis.
k. Yard Waste carts would continue to be owned by the Trash Contractor.
I. Bulky Waste collection service would remain an option for residents and charged by
the Trash Contractor on a "per item" basis.
7. Proposed changes under the new Contract(s) are summarized as follows:
a. The City would own the Recycling Carts, but all Recycling cart management services
would be the responsibility of the Recycling Contractor. (See below for more
discussion on the proposed City Recycling cart purchase.)
b. RFP Respondents would have the option to propose to do the billing for Recycling
services instead of the City arranging for this billing through the Saint Paul Regional
Water Services utility bill.
c. City-contracted Recycling service would be extended to more small businesses and
charitable organizations.
d. More multi-family properties would be serviced using Recycling dumpsters instead of
Recycling carts.
e. The City would formalize the fall Clean Up Campaign into a standardized service as
part of the Trash Contract, including significant discounts to residents compared to
the regular "price per item" for Bulky Item collections during other months of the year.
f. City buildings and park facilities would receive Trash and Recyclables collection
services under the new Trash/Recycling Contract(s). [Note: Currently, City facilities
are served under a separate, stand-alone Trash contract.]
g. Planning for curbside organics collection would continue with the Trash Contractor.
Details and prices for any new curbside organics collection service would be
negotiated based on the proposed new organics recycling system put in place by the
Recycling & Energy Board (R&E Board). [Note: The organics recycling drop-off
system from City facilities would continue as a separate project with collection
services managed and paid for by Ramsey County.]
h. The Contract(s) will have new Contractor performance standards and liquidated
damages to help continuously improve the accuracy of information and
responsiveness provided by the Contractor's customer service call center staff.
i. The City would include a phased in plan for implementing a new "Pay As You Throw"
(PAYT) Trash pricing schedule for single-family dwellings. The RFP would specify
how the PAYT price increments between Trash cart sizes would continuously
increase on an annual basis.
j. For multi-family dwellings served with Recycling carts, the Contract pricing would
change to a I per Recycling cart per month" basis. [Note: The current multi-family
pricing is on a I per multi-family dwelling unit per month" basis.]
k. The current Trash/Recycling collection zones and collection days of the week
(Monday through Friday) would probably remain the same under the new
Contract(s). However, RFP Respondents will have the option to propose changes to
the collection zone map and collection days schedule to Monday through Thursday if
this option will provide better value to City residents.
I. The City may use its recycling reserve fund as one option to pay for the costs of new
recycling carts. The cost estimate for the purchase of new recycling carts is
$660,000 for all single family residential homes (12,000 x an estimated $55 per
recycling cart). There are 4,206 multi-family units included in the City's recycling
program. However, there are not 4,206 recycling carts in use at these
developments. For this reason, and the fact that the City will review options for
collecting multi-family recycling in recycling dumpsters, the cost for multi-family
carts/dumpsters needs additional analysis. The City is in the process of applying for
a Ramsey County Recycling Cart Grant that will hopefully pay for 50 percent of the
costs of new Recycling carts, or approximately $330,000 plus one-half the cost of
multi-family carts/dumpsters.
m. The City would develop a long-range, capital fund plan to help pay for Trash and
Recycling cart replacements, parts and repairs.
Next Step
The City Council will review the RFP outline and Environmental and Natural Resources
Commission recommendations during the April 22, 2019, City Council workshop. The RFP draft will
be modified based on policy advice and direction received. Once the final draft RFP is complete,
the following steps will be taken to secure future trash and recycling contracts:
• City Council Authorizes Release of RFP
• Release RFP
• Proposals Due
• Proposal Review Team Completes Reviews and Rankings`
• City Council Approves Proposal Rankings
• Draft Contract Complete
• City Council Authorizes Execution of Final Contract
During the March Environmental and Natural Resources Commission meeting, the Commission
appointed three Commissioners (Commissioners Miller, Palzer, Sinn) to serve on the Solid Waste
Subcommittee. The subcommittee's main objective is to serve on the Proposal Review Committee
which will also include one or two City Council members, one or two City staff, and one County
staff. Foth Infrastructure and Environment will complete a cost analysis of the proposals. The
Proposal Review Committee will evaluate responses for pricing and ideas that are most favorable to
the City.
Attachments
1. None