Loading...
HomeMy WebLinkAboutAgenda - 01-22-2009 - 6a ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: January 22, 2009 Action Agenda Item No. Co q SUBJECT: Approval of Community Advisory Group and Site Selection Evaluation Process Update - Orange County Transfer Station DEPARTMENT: County Manager's Office PUBLIC HEARING: (Y/N) No Solid Waste Department ATTACHMENT(S): INFORMATION CONTACT: Community Advisory Group Recommendation Laura Blackmon, County Manager, 245-2306 Consultant Property Assessment Process Gwen Harvey, Assistant Manager, 245-2307 Waste Destination Memo Gayle Wilson, Solid Waste Director, 968-2885 PURPOSE: To present a proposal for creation of a Hwy 54 Transfer Station Community Advisory Group, to provide an update regarding progress on evaluation the two transfer station sites and to provide follow-up on other information requested by the BOCC at the December 11, 2008 meeting. BACKGROUND: At its December 11, 2008 meeting the BOCC selected two candidate sites to be further evaluated. The two sites were: Site 056 — 0.7 miles west of Orange Grove Road on NC 54 (West 54, LLC) — 142.7 acres Site 759 — 0.3 miles west of Orange Grove Road on NC 54 (OWASA) —43 acres The Board requested that staff: - develop a proposal for creation of a Community Advisory Group, including a charge - provide an update at the January 22 meeting on progress with the site surveys, evaluations and assessments - provide information regarding possible destinations of the transferred waste - provide information regarding plans to manage the waste should the transfer station not be completed by the time the landfill reaches capacity 2 Develop a proposed charge and composition for a proposed community advisory group, including proceeding with advertising for potential members, to help address issues and concerns related to the operations and impacts of the solid waste transfer station: Olver, Inc. has proposed organizing a Community Advisory Group (CAG) composed of residents living in the vicinity of the final transfer station. The purpose of the CAG would be to provide a pathway to directly connect the impacted community with the consulting team, Solid Waste Management, County Management, and the Board of County Commissioners. Volunteer membership would be solicited through an open invitation to attend a public informational meeting. Members would be expected to serve as conduits of news, information, and concerns to and from their neighbors and affiliates. The CAG would be singularly focused on working with the County to help ensure the transfer station will be the best it can be in design, development, and operational standards. The optimum size for the CAG would 10-20 residents, but no willing, committed participant will be turned away. Please see attached memorandum (Attachment 1) from Olver, Inc. regarding establishment of the Community Advisory Group for more detailed explanation of the purpose, charge, formation, selection/make-up, schedule, duration, and meeting facilitation. Report on Progress of negotiations, appraisals, surveys, assessments etc. for the two sites: • Certified letters were sent to each of the two property owners on December 22 notifying them of the BOCC's decision on December 11 and requesting permission for on-site evaluations, surveys, etc. The Site 056 owner responded in a letter dated December 26 that only after the County Manager "meets with West 54, LLC member in person and commits to a contract to purchase" will West 54, LLC then review Orange County's request to enter the property. On January 7 Orange County sent a second letter to West 54, LLC acknowledging receipt of the denial of authorization to enter the site and issued a 30-day right of entry notice pursuant to NC General Statutes, effective February 6. The Site 759 owner, the Orange Water and Sewer Authority (OWASA), has indicated that the matter will be discussed by the Board of Directors at the January 22 meeting, therefore permission has not yet been granted. County staff met and discussed anticipated on-site activities with OWASA staff on January 12. If OWASA's Board denies entry to the property at the January 22nd meeting, then presumably 30-day right of entry notice would be issued with a further delay in entering the property until late February. • The current delay caused by the refusal of entry for Site 056 will delay conclusion of the assessment/negotiation activities until about April 1, possibly allowing for discussion and site selection decision at the April 7 BOCC meeting. Further delay caused by a potential OWASA denial of entry would add approximately 2-3 weeks to that schedule, possibly delaying presentation to the BOCC until the May 5 meeting. • Staff is finalizing negotiations with Cushman & Wakefield of Cary, NC to conduct property appraisals of the two sites. Cushman & Wakefield indicates it can complete its work on both sites within 35 days of authorization to proceed. • Summit Engineering of Hillsborough is currently under contract to the Solid Waste Department for surveying services and can respond expeditiously following authorization to proceed. • Olver has provided an attachment (Attachment 2) that details its site evaluation and pre- permitting process and status. 3 • A Surface Water Identification Request for each site has been submitted to the Orange County Erosion Control Division. • Since the two candidate sites are in such close proximity, the surveyors, appraiser, etc. prefer to conduct their work simultaneously. Therefore, the 30-day delay for Site 056 will also delay the work on Site 759. Provide information on potential landfill destinations for the waste from the transfer station: Olver, Inc. prepared in the spring of 2006 a summary of private landfills within 150 miles that could be considered as disposal options by the County once a proposed transfer station site was selected and under development. A total of ten possibilities were identified, under ownership of Allied Waste, Republic Services, Waste Management, and Waste Industries in North Carolina and Virginia. The complete list and accompanying map are provided in the attached memo (Attachment 3) dated April 5, 2006. Provide options/plans to process and dispose of solid waste in the event that the landfill reaches capacity and a new transfer station has not yet been completed: Staff and its technical consultant, Olver, Inc. are presently evaluating specific temporary transfer options, including examining various other temporary transfer methodologies that have occurred, evaluating engineering requirements, costs, operational efficiency, and consulting with local and state permitting agencies. It is expected that several weeks will be required to finalize and narrow the most practical options. It is anticipated that whatever ultimate temporary operation is adopted by the BOCC, it will be located, if possible, at the Eubanks Road landfill to simplify state permitting and operations. While it is becoming increasingly likely that a contingency plan will be required given the increasing likelihood that the transfer station will not be available in time caused by delays in entering the candidate site properties, the current focus and priority is on conducting the site evaluations, establishing the citizens group, etc. Once a final site is approved and staff can better gauge the facility development timeline, the County will be much more able to prepare a specific contingency plan. FINANCIAL IMPACT: There will be substantial costs to the County in the overall land acquisition, design and development of a selected site and the permitting and construction of the actual facility along with any ancillary features the BOCC may authorize. There are also costs associated with the various surveys, appraisals and other site evaluations that involve outside vendors and consultants. RECOMMENDATION(S): The Manager recommends the Board: 1. Receive the agenda material and attachments; 2. Provide any further directions and feedback to County Management; 3. Approve the Community Advisory Group recommendation from Olver, Inc., as described in Attachment 1, and authorize Solid Waste Management and Olver, Inc. to initiate and advertise the first open public meeting to recruit interested volunteers. 4 ORANGE COUNTY TRANSFER STATION COMMUNITY ADVISORY GROUP JANUARY 2009 Prepared for: Orange County, North Carolina Chapel Hill, North Carolina 2 th eaK°N.% Prepared by: II4 OLVER INCORPORATED www.olver.com Project Number 20151 5 Community Advisory Group TABLE OF CONTENTS PAGE 1.0 Background 1 2.0 Purpose and Charge 1 3.0 Formation of the CAG 2 4.0 Committee Selection and Make Up 3 5.0 Schedule 3 6.0 Duration of the CAG 3 7.0 Meeting Participants and Conduct 4 6 Community Advisory Group 1.0 BACKGROUND In 2007, the Orange County Board of County Commissioners (BOCC) initiated a process to identify suitable sites to locate a municipal solid waste transfer station. Two sites have been identified for further assessment and negotiation with landowners. The expected result is the purchase of one of the sites. The two sites are nearly adjacent parcels of land located on Highway 54,west of Carrboro. At the time the proposed sites were selected, the BOCC expressed a desire to organize a Community Advisory Group (CAG) made up of residents living in the vicinity of the proposed transfer station sites. 2.0 PURPOSE AND CHARGE The purpose of the CAG is to provide a pathway to directly involve Orange County citizens in the transfer station project. Although the group is designated as an advisory group, it should be a working group that will be expected to address issues, gain an understanding of solid waste issues and options, and work with the solid waste staff and consultants to implement the solid waste transfer station. The proposed charge to the CAG is as follows: 1. The CAG should assist the Orange County solid waste staff and solid waste consultants in the development and implementation of the Orange County Transfer Station. 2. The CAG should provide a conduit for information, communications and dialogue between neighborhood groups and citizens living in the area of the proposed transfer station site and the Orange County solid waste staff. The CAG is intended to be a positive link in the relationship between Orange County government and the citizens it serves. The CAG should be charged with the task of facilitating communications between the County and the neighborhoods. Members of the group should attend neighborhood meetings; communicate with other residents in the community; present reports on CAG activities; hear suggestions from neighbors; and bring suggestions, complaints, ideas, and recommendations to the CAG meetings. 7 Community Advisory Group The CAG enters the project at its current stage of development;therefore,it should not be the charge of the CAG to revisit the site selection process or to reassess the selection of the proposed sites.Nor is the charge of the CAG to assess or pursue the County's long-term goal of implementing alternate solid waste processing technologies and disposal options. The CAG should be singularly focused to work with the County to make the Orange County Transfer Station the best that it can be and that the design, development, and operations reflect the desires of the surrounding community to the fullest extent possible. Although there are budgetary, technical, and permit requirements that govern the development of the facility, there are technical options as well as many non-technical decisions and choices that must be made during the implementation period prior to the opening of the Transfer Station. The CAG will play an important role in guiding these decisions. 3.0 FORMATION OF THE CAG The CAG should be formed on the same model that Olver Incorporated has developed and used successfully in previous solid waste public participation projects. The steps needed to form the group are as follows: 1. Advertise an open Public Meeting that all interested citizens can attend in local newspapers and/or other local media. The purpose of the meeting will be to discuss the formation of a CAG to assist Orange County in the development of the Orange County Transfer Station(see Attachment No. 1). 2. At the Public Meeting, the purpose, charge, and function of the CAG will be explained. An invitation will be extended to citizens who would like to participate in the group. Those wishing to participate will be given a form to fill out to provide their contact information and desired meeting times. The forms will be collected at the meeting. 3. Citizens who turn in the form will be contacted and invited to the CAG Organizational Meeting. 4. The Organizational Meeting will primarily consist of: • Restatement of the charge of the group and what it represents. •� °«. (.0e 2 8 Community Advisory Group • Setting dates,places,times,and meeting intervals. • Discussion of project status. • Discussion of how the group can accomplish their goals. • Distribution of solid waste educational assignments. • Other activity will be contingent on the status of the project at the time of the meeting(see Attachment No. 2). 4.0 COMMITTEE SELECTION AND MAKE UP The Committee members will be selected from volunteers who come to the Public Meeting and turn in the forms or express in some other way that they want to be a member to the group. No person desiring to participate will be denied the opportunity to take part in the group. An optimum number of participants would be in the 10 to 20 range but number of participants will not be limited to any given number. Members ideally should be limited to those living in the areas near the proposed transfer station sites on Highway 54 west of Carrboro. The individual CAG members would need to be able to commit, at a minimum, two hours one night per month and some additional time during the month to interact with their neighborhood organizations. See Attachment No. 3. 5.0 SCHEDULE The CAG needs to be in place and active in the process as soon as possible. Once the site is purchased, activities related to permitting, site layout, facility design, and construction will began to move along quickly. It is anticipated that the group will need to meet monthly during the permitting and design phases of the project. The CAG should remain active during the operations phase of the transfer station but may not meet as often. 6.0 DURATION OF THE CAG Ultimately, it will be up to the members of the group as to how long they want to participate. However, it is expected that during the implementation of the project, the group would meet at least once per month, more often only if needed. When the transfer station is completed and operating, the need for the group to meet may be less often. It is anticipated that the group would continue'to function as long as the transfer station is in operation. ,•'. c.:•' 3 9 Community Advisory Group 7.0 MEETING PARTICIPANTS AND CONDUCT The CAG members—Chair and conduct the meeting per the agenda. Orange County Solid Waste Staff—Gayle Wilson—Provide information, updates, comments on County actions regarding the transfer station. Olver Incorporated — Louis Watts — Work with CAG to provide resources (materials, drawings,maps, speakers on pertinent topics, etc.),facilitate meetings,work with chairperson to develop agendas, and keep meetings on track to reach goals. Provide details on status and progress of the transfer station project including drawings, photos, maps, etc. Conduct site tours and provide general solid waste consulting services(see Attachment No.4). e 1'4E...:� 4 10 Community Advisory Group ATTACHMENT NO. 1 NOTICE OF OPEN PUBLIC MEETING A Public Meeting will be held on at p.m., at the to organize the Orange County Transfer Station Community Advisory Group, which will consist of members of the resi- dential and business community in the vicinity of the proposed Solid Waste Transfer Station sites on Highway 54 West of Carrboro. The group is being formed under the sponsorship of Orange County for the purpose of addressing issues that may arise during the development of the transfer station facility. If you are interested in learning more about the function of the group or partici- pating in the group, please attend this public meeting. For more information, please call ct, 11 Community Advisory Group ATTACHMENT NO. 2 Orange County Community Advisory Group {Meeting Location) {Town),North Carolina Thursday,February 12,2009 7:00-8:30 p.m. AGENDA Organizational Meeting I. Introductions H. Restatement of the Charge,Responsibilities,Expectations of the Group III. Meeting logistics—when,where,how often,communications,duration IV. Meeting Conduct, Structure,Rules and Responsibilities—role of individuals and actions to make group successful V. Discussion of general agenda items for next meeting and future meetings VI. Solid Waste/Transfer Station educational materials and assignments for next meeting VIII. Adjourn—Next meeting will be February_,2009 `4 las. 12 Community Advisory Group ATTACHMENT NO. 3 COMMUNITY ADVISORY GROUP STRUCTURE County Manager Office Orange County Transfer Station COMMUNITY ADVISORY GROUP Chairman Orange County —, 1. Group Member Community Organizations Solid Waste 4— 2. Group Member _÷p Local Citizens 3. Group Member 4— Neighbors 4. Group Member 5. Group Member 6. Group Member Technical Facilitation 7. Group Member u r r Olver Incorporated 1— ,, 13 Community Advisory Group ATTACHMENT NO. 4 Orange County Community Advisory Group {Meeting Location) {Town),North Carolina Thursday,February 12,2009 7:00-8:30 p.m. AGENDA Meeting #1 *** EXAMPLE ONLY * I. Introductions II. Orange County Solid Waste Issues Regarding the Transfer Station—Gayle Wilson III. Transfer Station Facility Progress Status Report-Louis Watts IV. Report on neighborhood issues pertinent to the Transfer Station IV. Functional and esthetic features of the Transfer Station entrance ways V. Current status of rules and regulations governing transfer stations in North Carolina VI. Discussion of general agenda items for next meeting and future facility tour VIII. Adjourn—Next meeting will be February_,2009 e„...;77", k .d 14 41) Memorandum I"/�'a' Coresrztlirto Engineers aril�plrliEd ,Scientis#s aMER TO Gayle Wilson DATE: January 8,2009 FROM: Bob Sanach oivER PROJECT NUMBER: 24151 RE. Orange County Transfer Station Orange County,North Carolina The following elements wilt be prepared in the development of additional information to be considered by the B0CC in the selection of a transfer station site: • Environmental Assessment; • Surface Water Assessment(County to conduct); ■ Archeological and Cultural Review; • Flora and Fauna Review; ■ Boundary Survey(County to conduct); • Appraisal(County to conduct);and • Negotiation of Purchase Price(County to conduct). The above information will be prepared for both sites that are being considered(i.e.,Site 056(West 54 LLC) and Site 759(OWASA). The Environmental Assessment(EA)will be prepared in accordance with State Environmental Protection Act(SEPA)and County requirements(Chapter 40—Code of Ordinances)and will include proposed project description;purpose and need for proposed project,alternative analysis;existing environmental characteristics of project area; predicted environmental effects of project;mitigative measures references, exhibits;and state and federal permitting requirements. The Environmental Assessment(s)will be completed and submitted to the County and State Intergovernmental Review Clearinghouse for review An Archeological and Cultural assessment along with a review of site flora and fauna will be conducted to confirm existing site data. Following completion of the EA review process by the County and State Intergovernmental Review Clearinghouse,these documents and review comments will be provided to the BOCC for consideration in the selection of a site for the transfer station Refer to Attachment 1 for a graphic presentation of the site evaluation process,which includes appraisal and negotiation of a purchase price. Projeel$Orange CowryJe1s1 4 f es'takt;rtttltFCT.. 0148•Meftwoarkipm at* b lit.u.kthore„VA hadat:e, C t.tttu r ,t- C'*rt.NC'. &Ma, dais amt ibs Cardin*farms 30 Tema 8720 Red Otk Bouienrd,Suite 505 room(704)5274227 C wubtte,NC 21217 Fee iww .elvercos YES/NO ATTACHMENT 1 EIS 01130/09 03/30109 Environmental County/State FONSI Assessment. 1 Clearinghouse Ofr (Site 056) Review Surface Water Assessment Flora uttural Assessment. Ftor &Fauna Review YES/NQ EIS 01/30/09 / 03130/09 Environmental / County/State I FONSI ` Assessment r #Clearinghouse (Site 759) Review. tor t 04/07/19 nt BOCC Concep#Rlan Decision ` Development 03/16/09 (SitAppraisal+ / 0 Negotiation 0 Bounrvd Survey Ai. °—. 03116/09 Site Appraisal / $ (Site 759) # Negotiation 0 Boundary Site Evaluation Process Survey 01/08/2009 ..., cri 16 4,0 ,:41, Tom, fleVb OLVER Consttifing engineers and tAppiied Scientists INCORPORATED April 5,2006 Mr.Gayle Wilson Solid Waste Director Orange County P.O.Box 17177 Chapel Hill,NC 27516-7177 Re: Out-of-County Private Landfills Orange County,North Carolina. Olver Project Number 20151 Dear Gayle: As you requested,we have prepared the following summary of private landfills that may be considered as disposal options by the County once the proposed transfer station is constructed. These facilities fall. within 150 miles of Orange County. The general location of each facility is also shown on the attached Figure I. We have excluded those of greater distance due to the cost associated with hauling the waste. Allied Waste Industries,Inc. Brunswick Waste Management Landfill—Lawrenceville,VA Charlotte Motor Speedway Landfill—Concord,NC Anson County Landfill—Polkton,NC Republic Services,Inc. Upper Piedmont Environmental Landfill—Rougemont,NC Foothills Environmental Landfill Lenoir,NC East Carolina Environmental Landfill—Aulander,NC Uwharrie Environmental.Landfill—Troy,NC Waste Management,Inc. Amelia Landfill—Jetersville:VA Atlantic Waste Disposal—Waverly,VA Waste Industries USA,Inc. Sampson County Disposal,Inc.—Roseboro,NC .ktPittjects'Oronge Co Couniy120151DOCS 04.05-ELC-Get*Wilsonda Blacksburg,VA Charlotte,NC Richmond,VA Cary,NC Serving Virfinitiing Am Geoti4s for wet 30 Ian 8720 Red Oak Boulevard,Sake 505 r (700517-3227 Charlotte,NC 28217 l (704)527-32 Rims enceea 17 Mr.Gayle Wilson April 5,2006 Page 2 We have not assessed the interest of the companies or available long-term capacities of these facilities. if you would like additional information or have any questions,please do not hesitate to call me. Sincerely, OL '• INCORPORATED Ed Sheller,PE Project Manager ELSldet Attachment .....,,,,i. . :tamwi Ak, 411.141)WASTF. • *REPUBLIC ,,,,,,,,• ,., , • •...,',ir .81PRVICES,INg ,I, . 1:044' * . . *L..stivr. • MAO ,i'',;;:i'iryti: t:;.;yi-Al.:', .,.....,. . . Mitaillit . : . ' ..'.1.-• •-. *-11'''''="•'' 1....:....:,4.4 .41' 114W: . . . . • 001110 , . ... . i 14000p . . !..:). ...,,,.. , . •.,74:111;,,,,.. . .. "..›. -4, ,111140.14-t / . .,,,,,,. lg. . - . ,,, .. , , . • 1whomi 041 iv j Me. 2., . ,., 7 j ilialittlf1111011, ... . . . -1..i.Z.:. .:,.,11';',.,.-,.:;._, Atlantic, ■vastc Disposal . ,- - runswick Waste Management Landfill . ... .. . . •":'•• Lavdencev'lle " ' • AbiliAii. '2:-.. "farlAlliat.' '-"' • ., ' .: ''''',:'!'"aa'=". 7,,1: t., -4, f"; •'''" :-,:-.,01r., ; i • 7 . l; .t.:,,,11 i• •.-miir .;-': • ONIV SOW' .-' : " ' 40444,1540,10*::::',.::::;`,.,.::;-:!.:',..,,.!.:„-,...;;p.•:,11.'' !......r.. ...‘... pot Llp1;c7r P"r'—df1-171"t Ell',111';g1t11‘2.11tai tJott, CainlinLi _:.4:111*- ilk ,. Foothills Environmental Landfil . . .. . * - etil ' -mr. 19111111111Firr •- . lin • ,;, ,..- . ..AP, , ttak.,,,..,-- .....,;:i, , . No Lenoir, North Carolina airroonkm:Thental Landfill t. ...0,-„y..... * -Tri--„4 il'' '' .iii613114i...:-., -...:,...:;,: '' ;.'-.1*: .1.,.'.,'' AE8usiatricdaerr14no3rrhncv Ito, . . . . . , ,,,,.,,.. ...i.,,,..,!......,„ .,,..,... ,...‘.!,;,;,.. ,.......:.--- ir.,,. .. -......".., .... -._''.--.L.-..-..,--Tv ,,,,,.::.,ityprTilitr-7...„, ,-,, • .-,t,',1 , :,.:. iiitt , .. . ... .. - • , . . . .......‘„_. , .int • '• , i,.. -. • ;, .,... 4itiiiritommillil • -- - - ', Uwilarrii, Envitonmental Landfill iiiiz' „., .! 4...- .:,... ., . . . . Charlotte Motor Speedway Landfill -*: 1.* MN' • ' . . LI Concord, North Carolina .,r ,*• . * Troy, North Carolina, ri77'. 74001141W . . :4,410,0iI... . ... ,...,. ,....,..A.'* ,„„,,,,-..... ..,:',4004. Ate.,,...Vii' , ,- • . .. ' At#16.4.2L • • * 114 t.411011Wai. . -. .T', .'''' , a m p s o n County Disposal, Inc. i.*:.:'. . Anson County Landfill •. • 'illiml • •, .', Roseboro, NC 28382 ' - Polkton, North Carolina - Airt'',A• • .., NOON....10001- '. ,• >.• --:-: • ..: MID% -,'. „," . .., . .. . . .. . . • Figure 1 co ,.. . _ .. ...... ..........