HomeMy WebLinkAboutAgenda - 08-18-2009 - Information ItemZ nfor m g-~' - on zt ern
MEMORANDUM
DATE: August 10, 2009
TO: Board of County Commissioners
Frank Clifton, Interim County Manager
FROM: Gayle Wilson, Solid Waste Director
SUBJECT: Bradshaw Quarry Road Solid Waste Convenience Center Closure
This memorandum outlines the rationale behind the recommendation to close the Bradshaw
Quarry Road Solid Waste Convenience Center (SWCC) effective September 21, 2009.
During preparation of the Fiscal 2009/10 Budget Solid Waste Management staff received
directives from County Management to reduce expenditures, with the assigned budget reduction
objective for the Sanitation Division at $136,939. Staff considered and evaluated various
reduction options; however the magnitude of the reduction goal was such that program and
service reductions became inevitable.
Among the reduction options ultimately selected for recommendation to the Board of
Commissioners and approved by the Board was the closure of the Bradshaw Quarry Solid
Waste Convenience Center. Considerable discussion by the Board ensued in subsequent
meetings and work sessions. The key issues related to the Bradshaw Quarry recommendation
were:
• site has fewest customers and waste volume per hour/day/year of all five SWCC's
• site has space constraints that result in fewer services be available (no yard waste,
salvage shed or clean wood containers) and ongoing difficulties with collection vehicles
operating within the operational area of the site; even the site attendant must park off-site
• there are physical impediments to reasonable site expansion
• site is leased
• when combined with reduction of hours at all sites the closure allowed elimination of one
full time position and significant reductions in non-permanent salaries
The closure of Bradshaw Quarry Road SWCC, coupled with a reduction in hours at all sites
resulted in a FY-2009/10 Budget savings of $119,726 and a projected FY-2010/2011 savings of
$141,426.
Attachments to this memorandum are staff analyses and reports previously provided to the
Board.
1) May 5, 2009 Budget Working Document
2) May 12, 2009 Budget Working Document
3) June 10, 2009 BOCC Work Session Document
4) July 24, 2009 Manager's Memo Document
5) Handout for Bradshaw Quarry Road SWCC Customers
Memorandum
To: Laura Blackmon, County Manager
From: Gayle Wilson, Solid Waste Director
Subject: Revised Hours of Operation
Date: May 5, 2009
At its April 16 meeting, the BOCC requested further information regarding the potential revision of Solid Waste
Convenience hours. This report summarizes the proposals to reduce weekday hours by one hour in the evening,
close on Thursdays and Sundays (in addition to Wednesday) and close the Bradshaw Quarry Center. All potential
savings are based an implementation date of October 1, 2009.
Current Operational
Hours Proposed Operational
Hours
Monday 7 am to 7 m 7 am to 6 m
Tuesday 7 am to 7 m 7 am to 6 m
Wednesday Closed Closed
Thursday ~ 7 am to 7 pm Closed
Friday 7 am to 7 m _
T 7 am to 6 m
Saturday 7 am to S m 7 am to S m
Sunday 1 m to 5 m Closed
Total Weekly Hours 62 hours 43 hours
Potential Long Term Personnel Savings:
Due to the substantial decrease in operating hours (19 hours) a potential savings in both permanent and non-
permanent salaries is anticipated. One permanent Center Operator position would be eliminated as well as an
estimated 5,058 hours annually in non-permanent (temporary) salary.
Permanent employees would be required to work the Friday following Thanksgiving and the Monday following
Christmas Day during the FY 09-10. Historically, schedules were revised utilizing non-permanent staffing. The
required Holiday Pay funding, including benefits, is estimated at $ 5,086. The potential personnel savings reflects
this reduction in savings.
Personnel Costs (Permanent and Non-Permanent)
Personnel Costs, includes one Center Operator, including benefits (40 weeks)
deducted by additional holida a as a reduction of non- ermanent staffin . $ 26,149
Personnel Costs Non Permanent: (40 weeks $ 63,706
Total First Year Savin s $89,855
Potential Long Term Transportation Savings•
Transportation savings are estimated at $ 46,319.
Impacts to Operations:
• Required Everv Saturday Work by Staff versus Current Alternate Weekends•
- Center Operators would be required to work every Saturday however they would be off two consecutive
week days, Wednesday and Thursday, as well as every Sunday. This is in comparison to the present
alternate weekends (Saturday and Sunday) work and being off primarily either one or two non-consecutive
days.
- Employee morale may decrease temporarily due to the shift to working every Saturday versus the present
alternate weekends. However, no Sanitation employees are anticipated to work on Sundays.
- The difficulty to maintain a temporary work staff to facilitate vacation and/or medical leave would increase
since non-permanent (temporary) hours would be sporadic and significantly reduced.
Increased volumes during operational hours•
With any schedule change, user volumes
managing higher user volumes on the days
consistently.
Re-education of Users:
shift to other available times. Centers will be confronted with
they are open. Some Centers already experience high volumes
Since the transition to staffed solid waste convenience centers in 1993, only two revisions in operational
hours have occurred. The first being the increase of Saturday and Sunday hours by two (2) hours; closing at 5
pm versus 3 pm. The most recent revision was September 2008 with the elimination of the lunch time closure
(12 noon to 1 pm). Both of these revisions resulted in improvement of services. The changing of multiple
days of operation would have a significant impact in regards to re-education. A minimum of $11,700 would
be recommended for re-education, including but not limited to newspaper advertisements, mailings, banners
and new operational hour signs. This would be a one time cost.
Ille ag 1 dumping
The risk of illegal dumping increases (usually temporarily) whenever hours are revised.
Impacts to Thursday and Sunday Users:
• Adaptation to new operational hours and the closure of the Bradshaw Qu Center
- On the average, 2,506 combined total users utilize the centers on Thursdays and Sundays.
- These 2,506 Thursday and Sunday users would have four (4) other days (Monday, Tuesday, Friday, and
Saturday), or a total of 43 hours to alternatively dispose of their waste.
2
- Four (4) convenience centers would remain after October 1, 2009 effective date for the new operational
hours and the closure of the Bradshaw Quarry Center.
Due to increase volumes on the other operational days open, some users may experience congestion within
the centers.
• Holiday's Observed:
The closing on Thursday would further disrupt users annually the week of the Good Friday.
Decrease of Uperational Hours & Closure of Bradshaw Quarry Road Center
(effective October 1, 2009)
Lon Term Savin s:
Personnel: (Permanent and Non-Permanent)
Permanent Personnel Costs, includes benefits
(40 weeks) $ 26,149
Personnel Costs Non Permanent: (40 weeks) $ 63,706
Vehicle Maintenance and Su lies (40 weeks) $ 46,319
Lease Termination effective October 1, 2009 $3,600
Facilit Maintenance $500.00
Electricity $738.00
Tele hone $414.00
TOTAL LONG TERM SAVINGS: $141,426
Initial (One Time Costs):
Replacement of Operational Signs and
Informational Banners ($6,500)
Re-education of Users through media and/or
mailin s
($ 5,200)
Restoration of Bradshaw Quarry property (removal
of stone, fencing, center operator building and
signs, grading, and environmental testing)
($ 10,000)
TOTAL INITIAL (ONE-TIME COSTS $21,700
NET FY09-10 SAVINGS $119,726
3
FY 2009-10 Recommended Budget
BOCC Follow Up
Solid Waste Convenience Center Statistics
During the May 12 budget work session, the BOCC requested additional information regarding user volumes,
ownership and anomalies of the County's solid waste convenience centers. Currently of the five (5) centers, two
are owned by the County and the remaining three on leased property. The three lease agreements (Bradshaw
Quarry Road, High Rock Road and Walnut Grove Church Road) contain a 90-day termination clause. The High
Rock Road lease has a renewal provision of ten consecutive five-year terms; presently nine remain. With the
exception of the Bradshaw Quarry Road Center, all are full service centers offering household waste and bulk
waste disposal as well as recycling and reuse opportunities. Due the space constraints, the Bradshaw Quarry
Center accepts clean wood by depositing on the ground pending manual collection by a Sanitation Collector and
does not offer reuse opportunities (Salvage Shed) or yard waste collection. The Board expressed concerns
regarding the possibility of Sanitation employees working every weekend. Leave (scheduled and unanticipated)
requests especially for weekend periods would be fulfilled by available non-permanent and/or reassigned
permanent staff. Currently leave is typically approved and honored except when extraordinary circumstances
occur.
Walnut Grove Church Road
Comprised of two parcels; one County Owned and second leased
• Renewal date: July 1, 2013
• Monthly lease amount: $350
• 90 day termination clause
Full Service
Highest Number of Users
Eubanks Road
County Owned
Full Service
Second Highest Number of Users
Ferguson Road
County Owned
Full Service
Midpoint (Third Highest/Third Lowest) Number of Users
Page 1 of 5 Solid Waste Convenience Centers Info to BOCC 5 09 submittec
High Rock
Leased
• Renewal date: July 27, 2010; Lease provision for additional consecutive five-year terms;
Nine five-year terms remain
• Monthly lease amount: $265.55 (annual lease escalator based on the Consumer Price Index)
• 90 day termination clause
Full Service
Second Lowest Number of Users
Bradshaw Ouarry Road
Leased
• Renewal date: July 1, 2009 (five year term - 2014)
• Proposed monthly lease amount: $400
• 90 day termination clause
Partial Services provided
• No Salvage Shed
• No yard waste accepted
Lowest Number of Users
SWCC User Volumes
Jul 2008 - A ril 2009
Center # of Users
WG 111,532
ER 93,590
FR 66,381
HR 50,718
BQ 30,054
Total # of
Users 322,221
SWCC User Volumes July 2008 -April 2009
360000 - - _ _ _- _32222-1_.--.-
310000 ..._... - _ - _ _ -- -
2soooo ----- _ _-__ _ _- - __ __ _ _ - - --
y 210000. - - _ _
w 160000. 11.1532 --- _~_ __ _
~° 110000 93590..... _- .663$1 - _..50718
- - -
60000 ' ~' .30054 -
--
-_- - -_ - -
10000 ~ -
Walnut Grove Eubanks Ferguson H'gh Rock Bradshaw Total # of Users
Qaurry
Center
Page 2 of 5 Solid Waste Convenience Centers Info to BOCC 5 09 submittec
AVERAGE # OF USERS PER HOUR PER DAY PER CENTER (July -April)
BRADSHAW QUARRY
Monda Tuesda Thursda Frida Saturda Sunda
7-8 4 5 6 5 5
8-9 7 8 8 8 10
9-10 11 11 10 10 15
10-11 10 12 10 12 19
11-12 12 11 10 11 18
12-1 6 7 7 9 16
1-2 11 12 11 12 18 30
2-3 11 12 11 12 17 24
3-4 11 13 10 11 16 22
4-5 11 12 10 10 15 17
5-6 9 9 9 8
6-7 5 6 6 5
TOTAL AVG
# OF
USERS PER
DAY
10
17
08
16
49
3
HIGH ROC K ROAD
Monda Tuesda Thursda Frida Saturda Sunda
7-8 14 12 12 10 9
8-9 12 12 13 12 18
9-10 14 14 16 16 26
10-11 16 17 18 18 33
11-12 16 17 17 18 35
12-1 10 10 11 12 28 .
1-2 16 17 17 21 33 57
2-3 17 17 17 20 28 41
3-4 16 18 16 18 27 37
4-5 19 21 17 18 24 34
5-6 17 20 18 15
6-7 14 19 12 11
TOTAL AVG #
OF USERS
PER DAY
182
193
184
190
261
168
FERGUSON ROAD
Monda Tuesda Thursda Frida Saturda Sunda
7-8 14 14 14 11 6
8-9 19 21 20 19 16
9-10 21 22 22 21 28
10-11 23 25 23 23 34
11-12 23 24 24 24 39
12-1 13 12 13 14 32
1-2 22 24 23 24 40 67
2-3 23 25 24 24 39 55
3-4 23 25 22 25 38 50
4-5 24 27 22 23 36 42
5-6 23 27 21 21
6-7 17 22 17 16
TOTAL AVG
#OF
USERS PER
DAY
45
68
44
45
08
14
EUBANKS
Monda Tuesda Thursda Frida Saturda Sunda
7-8 21 21 14 18 14 I ~
8-9 25 26 20 24 26
9-10 27 36 22 30 47
10-11 29 35 23 34 66 ; I
11-12 35 34 24 39 78 1
12-1 25 24 13 31 61
1-2 36 34 23 39 64 94
2-3 38 35 24 36 55 69
3-4 33 35 22 36 52 64
4-5 32 32 28 32 43 48
5-6 23 28 21 21
6-7 17 20 16 12
TOTAL AVG #
OF USERS
PER DAY
341
359
249
352
505
277
Page 3 of 5 Solid Waste Convenience Centers Info to BOCC 5 09 submitted
AVERAGE # OF USERS PER HOUR PER DAY PER CENTER (July -April) cont.
WALNUT GROVE CHURCH ROAD
Monda Tuesda Thursda Frida Saturda Sunda
7-8 29 26 28 25 21
8-9 33 30 32 34 39
9-10 37 34 39 41 60
10-11 41 40 40 46 72
11-12 40 36 39 44 79
12-1 25 30 25 32 64
1-2 41 39 38 45 73 124
2-3 42 42 39 44 64 101
3-4 40 40 38 39 64 84
4-5 38 41 35 37 52 68
5-6 38 37 34 31
6-7 29 28 25 22
TOTAL AVG # OF
USERS PER DAY
432
422
413
438
588
377
SUMMARY: AVERAGE # OF USERS PER HOUR PER DAY FOR ALL CENTERS (July -April)
SUMMARY: AVERAGE # OF USERS PER HOUR PER DAY
FOR ALL CENTERS
Monda Tuesda Thursda Frida Saturda Sunda
7-8 82 77 73 69 55
8-9 97 96 92 97 108
9-10 110 118 109 119 175
10-11
119
129
114
133 _
225
11-12 125 121 114 137 248
12-1 80 82 69 98 201 '
1-2 126 127 112 141 228 372
2-3 131 131 115 136 203 290
3-4 124 131 108 130 197 257
4-5 124 133 113 120 170 209
5-6 110 120 102 95
6-7 82 95 77 66
TOTAL AVG
PER DAY
1310
1359
1198
1341 _
1811
1128
• Thursday is the least utilized weekday of operation
• Sunday is the lowest volume day but is the highest per
hour average
Page 4 of 5 Solid Waste Convenience Centers Info to BOCC 5 09 submitted
Time Period Average # of Users
For All Centers
7-8 71
8-9 98
9-10 126
10-11 144
11-12 149
12-1 8g
1-2 277
2-3 168
3-4 158
4-5 174
5-6 106
6-7 72
Average # of Users Per Hour ForAll Centers
300 - -- _. _ _ - -._ ---- - -- - - -
~ 250 _
v°i 200 -_ _ _ _ - - _ '' _ . _
~ _ _ __ - - _
o :150 ~ __ _ _ _
-_ _ _ _
~ 100 ,. ' ' ., a _ _
a ~.
:.
'` - :%
0 ~ i
7-8 8-9 9-10 10-11 11-12 12-1 1-2 2-3 3-4 4-5 5-6 6-7
Time Period
Average # of Users For All Centers
Page 5 of 5 Solid Waste Convenience Centers Info to BOCC 5 09 submitted
Memorandum
To: Donna Coffey, Budget Director
From: Paul Spire, Solid Waste Operations Manager
Copy: Laura Blackmon, County Manager
Subject: BOCC Budget Work Session Follow-up
Date: June 10, 2009
At its June 9th meeting, the BOCC requested further information regarding the potential revision of Solid Waste
Convenience hours. Presently, the centers are closed only on Wednesdays. An analysis for two scenarios (1)
closing on Tuesday and Thursday and opening on Wednesday (2) closing on Wednesday and Thursday follows.
The analysis assumes the continuation of Sunday hours (1 - 5 pm) at a cost of $ 34,401. Any revision of
operational hours would be effective Monday, September 28, 2009.
Current Scenario 1
~ M-W-F-Sat-Sun Scenario 2
M-T-F-Sat-Sun
Monday { 7 am to 7 m 7 am to 6 pm 7 am to 6 m
Tuesday ~ 7 am to 7 pm ~ Closed 7 am to 6 m
Wednesday Closed ~ 1 7 am to 6 m i Closed
Thursday 7 am to 7 pm Closed Closed
Frida 7 am to 7 m 7 am to 6 m 7 am to 6 m
Saturda I 7 am to S m 7 am to S m 7 am to S m
Sunda l m to S m 1 pm to S m l m to 5 pm
Total Weekl Hours 62 hours _ 47 hours ~ 47 hours
Impacts to Operations:
• Required Everv Weekend Work by Staff versus Current Alternate Weekends•
- Scenario 1: M-W-F-Sat-Sun
Employees would be required to work every Saturday and alternate Sundays in comparison to the present
alternate weekends (Saturday and Sunday) off to maintain a 40-hour week. Therefore, they would not
receive two consecutive days off weekly. Schedules would be adjusted alternate weeks to allow one 7 hour
work day followed by a day off when scheduled to work Sunday. Employees would be consulted in regards
to the adjusted schedule to reduce its impact to them.
- Scenario 2: M-T-F-Sat Sun
Employees would be required to work every Saturday and alternate Sundays in comparison to the present
alternate weekends (Saturday and Sunday) off to maintain a 40-hour week. However, employees would
receive two consecutive days off weekly (Wednesday and Thursday) as well as one 7 hour day when
scheduled to work Sunday. Employees would be consulted in regards to the adjusted schedule to reduce its
impact to them.
• Employee morale.
With either scenario, employee morale is expected to be impacted negatively. Scenario 1 (M-W-F-Sat-Sun)
may have a larger negative impact since employees would not have two consecutive scheduled days off
weekly. Employees would be consulted in regards to the adjusted schedule to reduce its impact to them. SW
Center Operators are categorized in the lowest salary grade, grade 8.
• Orange County School Collections•
The Sanitation Division performs collections at Orange County schools (including Durham Technical
Community College) on Tuesdays, Thursdays, and Fridays. With either scenario, these collections may
require adjustments in service days and/or Solid Waste Collector schedules. OC Schools have been contacted
regarding a potential schedule change. Revenues are received for these school collections
• Orange County Jail Collection:
The Jail is collected daily with the exception of Wednesday. With either scenario, Jail collections may require
adjustments in service days. Jail Administration has been contacted and an acceptable schedule developed if
this scenario is approved.
• Other Government Facilities:
These facilities are predominantly collected on Tuesdays and Thursdays, currently the lowest waste collection
days from the convenience centers. With either scenario, the facilities being collected twice a week may need
to be revised to once a week service. Public Works Administration has been contacted regarding a potential
change.
• Re-education of Users:
Since the transition to staffed solid waste convenience centers in 1993, only two revisions in operational
hours have occurred. The first being the increase of Saturday and Sunday hours by two (2) hours; closing at 5
pm versus 3 pm. The most recent revision was September 2008 with the elimination of the lunch time closure
(12 noon to 1 pm). Any change of days of operation would have a significant impact in regards to re-
education. Re-education would include but not be limited to newspaper advertisements, mailings, banners and
new operational hour signs.
- Scenario 1: M-W-F-Sat-Sun
More adaptation would be required by residents since centers are currently only closed on Wednesdays. The
current 2617 Tuesday and Thursday residents would have 4.5 other days (Monday, Wednesday, Friday,
Saturday, and 4 hours on Sunday) or a total of 47 hours to dispose of their waste.
2
- Scenario 2: M-T-F-Sat Sun
Less adaptation would be required by residents since the change would be only one additional day of closure
(Thursday). The 1,298 Thursday users would have 4.5 other days (Monday, Tuesday, Friday, Saturday, and 4
hours on Sunday) or a total of 47 hours to dispose of their waste.
• Ille ag limping
With either scenario, the risk of illegal dumping increases (usually temporarily) whenever hours are revised.
• Adaptation to new operational hours
With either scenario, the affected users would have 4.5 other days either Monday, Wednesday, Friday,
Saturday, and 4 hours on Sunday or Monday, Tuesday, Friday, Saturday and 4 hours on Sunday to
dispose of their waste
• Holiday's Observed:
With either scenario, there would be some increased disruption when County holidays observed are on either
Monday and/or Friday.
3
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Memorandum
To: Frank Clifton, County Manager
From: Gayle Wilson, Solid Waste Director
Subject: Update on Solid Waste Convenience Center Usage
Date: July 20, 2009
Given the planned closing of Bradshaw Quarry Solid Waste Convenience Center
(SWCC) I wanted to update you now that complete FY-8/09 usage data are available.
Bradshaw Quarry visits are substantially lower that the other four centers.
Center Mon Tues Wed Thurs Fri Sat Sun Total
Bradshaw
uar 5,660 6,172 0 5,827 5,983 7,455 4,936 36,033
Hi h Rock 9,234 10,345 0 9,883 9,784 13,833 8,816 61,895
Ferguson 13,090 14,364 0 13,038 12,930 16,129 11,120 80,671
Eubanks 17,846 19,306 0 18,200 18,932 27,063 14,796 116,143
Walnut Grove 22,031 21,979 0 22,215 22,642 30,591 19,505 138,963
Dail Total
Annual Total 67,861 72,166 0 69,163 70,271 95,071 59,173
433,705
Please let me know if you require additional information.
The Bradshaw Quarry Solid Waste Convenience Center will
permanently close Sunday, September 20 at 5:00 pm.
County residents may use any of the other four centers for collection of
household waste, bulky items, vegetative waste and recyclables.
See map on reverse side.
• 1514 Eubanks Road, Chapel Hill
• 1616 Ferguson Road, Chapel Hill
• 7001 High Rock Road, Efland
• 3695 Walnut Grove Church Road, Hillsborough
Monday, September 21St the HOURS OF OPERATION
of Solid Waste Convenience Centers will change.
They will be closing one hour earlier during the week, and additionally
will no longer be open Thursday and Sunday.
NEW Solid Waste Convenience Center hours will be:
OPEN Monday, Tuesday, Friday 7 a.m. to 6 p.m.
OPEN Saturday 7 a.m. to 5 p.m.
CLOSED Wednesday, Thursday, and Sunday
You can Recycle 24 hours a day, 7 days a week.
There are five 24-Hour Recycling Drop-Off Sites in Orange County.
Recyclables only please; absolutely no garbage.
See map on reverse side.
^ Cedar Falls Park, Weaver Dairy Rd., Chapel Hill
^ University Mall, Estes Drive, Chapel Hill
^ Meadowmont, Highway 54 East, behind Harris Teeter,
Chapel Hill
^ Carrboro Plaza, Highway 54 West, Carrboro
^ Hampton Pointe Shopping Center, Hwy 86,
behind Home Depot, Hillsborough
Orange County Solid Waste Management Department ~~~~~
(919) 968-2788 ~
email: recycling@co.orange.nc.us ~.:.
www.co.orange. nc. us/recycling