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HomeMy WebLinkAboutMinutes - 20011001APPROVED 1 11 612 0 0 2 MINUTES ORANGE COUNTY BOARD OF COMMISSIONERS WORK SESSION OCTOBER 1, 2001 The Orange County Board of Commissioners met for a Work Session on Monday, October 1, 2001 at 7:30 p.m. in the Government Services Center in Hillsborough, North Carolina. COUNTY COMMISSIONERS PRESENT: Chair Stephen H. Halkiotis and Commissioners Margaret W. Brown, Moses Carey, Jr., Alice M. Gordon, and Barry Jacobs COUNTY ATTORNEY PRESENT: Geoffrey Gledhill COUNTY STAFF PRESENT: County Manager John M. Link, Jr., Assistant County Manager Rod Visser and Clerk to the Board Beverly A. Blythe (all other staff members will be identified appropriately below) NOTE: ALL DOCUMENTS REFERRED TO IN THESE MINUTES ARE IN THE PERMANENT AGENDA FILE IN THE CLERK'S OFFICE. ALL RECORDINGS OF THE MEETING WILL BE KEPT FOR 5 YEARS. OPENING COMMENTS This meeting was to be held on September 11 but because of the terrorist attack it was postponed to tonight. John Link noted that those items, which are not addressed tonight, can be addressed tomorrow evening. Rod Visser said that many of the solid waste staff worked on these agenda items. Namely, Mike Meagher, Paul Spire, Shawn Edmonson, David Ghirardelli, Muriel Willimon, Joe Clayton, Blair Pollock, Rebecca Holway, Robert Taylor and Teri Campbell. 1. Rogers Road Neighborhood Public Water Supply Project This was the major topic for the Solid Waste Advisory Board (SWAB} to address. At the County Commissioners request the SWAB considered many options before coming up with the recommendations. OWASA is projecting that the project will be completed within the next 6-8 weeks. The Solid Waste Advisory Board's recommendation is that public funds, primarily from the Solid Waste Management Department reserves, be used to pay for all costs except the interior plumbing and payment of monthly water bills. Also, that the County should consider some type of low-interest loan to help citizens pay far interior plumbing. This would be for citizens who meet a means test. The current date of completion for the Rogers Road waterline is mid November. They broke ground in early September. In answer to a question from Commissioner Brown about the number of homes, which will be connected to the watermain, Paul Thames said 130 dwellings were habitable. It is possible that all 130 dwellings will tap on but it may be less than that. It will depend on who actually decides to sign up. In answer to a question from Commissioner Jacobs about a time limit, Rad Visser said that citizens have until December 31, 2002 to hook onto the lateral line. Geoffrey Gledhill said that while it is possible to put a time limit on the project it might not be worth trying to do. If a decision is made to fund from landfill money then that fund needs to be available and a time limit cannot be set until the risk of leachate is gone. Geoffrey Gledhill said that the County could create a community development project and fund the project from the general fund and set a time limit. Commissioner Gordon asked what would be the recommendation of the staff of the best way to proceed. Is the $350,000 the maximum amount and Rod Visser said that it is hard to determined because of property that is undeveloped that may be developed in future years. John Link asked Geoffrey Gledhill if it would be possible to offer low-interest loans from the Enterprise fund. Geoffrey Gledhill said that he does not see a problem with that. You can stop right now with just putting the mains in the ground. You could put the money up for everyone ar make available a no-interest loan. This would be nondiscriminatory and allow everyone to hook up to the line. John Link said that since the County has gone this far to provide assurance to the public about the leachate problem, it seems that funding should be provided to those who need it. If the County Commissioners like the idea or concept of setting up a loan program where anyone can apply, everyone would pay back over same period of time at no interest. There are two issues to address -one is discrimination among the landowners and users over their availability to pay far the laterals and which funding source to use. Commissioner Gordon supports helping the people who live in this area who are low income and cannot really afford to pay. She supports using County money and setting a time limit for repayment. Geoffrey Gledhill said that the County could do a Community Development project for low-income citizens and set whatever conditions they want to impose. The County could also do the means test project anyway the County Commissioners determine. Commissioner Gordon would be interested in using County funds to help the people who are there and have low income by figuring out the means. Geoffrey Gledhill said that the details would need to be worked out as well as the scope of the project. Housing and Community Development Director Tara Fikes should be involved since she is familiar with community development projects. John Link said that at some paint the County needs to end their assurance and they need to become customers of OWASA. Commissioner Brown said that she has always seen this as a project to assist citizens who live in the Rogers Road area who have a low income and not able to upgrade some of their water systems. She would like to see the County set up a community development project that will target and support the people in this area. She asked staff to come back with some very specific proposals. Her choice would be to set up a community development project. Commissioner Carey supports the idea of using County funds to make available some grants or law- interest or no-interest loans to low income families. This should continue as long as the risk is present. Both of these options would require an administrator. He feels we should stop our support short of the interior plumbing and the usage fees by OWASA. Chair Halkiotis asked that the staff keep the County Commissioners posted on the progress of the Rogers Road project. He wants to know if the project does not proceed as scheduled. Commissioner Jacobs clarified that as a group we are saying that the availability fee and laterals will be paid for by the Enterprise Fund. He suggested that the new position just added to Housing and Community Development to handle urgent repairs may be able to help on this project. John Link proposed that staff come back in November with a timeframe for beginning the program. He feels we should allow 18-24 months beginning January 1, 2002 far the means test. Commissioner Brown made reference to the inclusion or not of owner occupied or non-owner occupied property. She feels that the same means test should be applied sa that there is a standard consistent across the board. Geoffrey Gledhill said that there would be two funds - a County fund that would use a means test anc a loan fund from the Landfill fund that would not use a means test. 2. Solid Waste Facilities Master Plan Rod Visser said that in February, the County Commissioners discussed how various solid waste facilities would fit in various locations. The County is fast approaching the expiration of the capacity of the existing construction and demolition {C&D) landfill on Eubanks Road. While the County Commissioners adopted a resolution for pursuing a small construction and demolition landfill in February, the County Commissioners asked that before making any other decisions a master plan be developed and approved. Gayle Wilson said that the master plan drawings are based on a variety of key assumptions and he listed the twelve (12) assumptions as listed in the agenda. He showed a map of the existing conditions and uses. Staff believes it critical far the Board of Commissioners to make decisions soon regarding the proposed facilities plan because of the need to: • Proceed to develop the C&D landfill and recycling facilities • Relocate the administrative offices, and t Proceed with implementation of the electronics and dry cell battery recycling program Gayle Wilson described the different areas and functions of these areas. This information is in the agenda. He emphasized that there would be 200-foot buffers. The construction and demolition landfill has received site suitability from the state and staff is preparing construction drawings to obtain a permit from the state. This is only possible with the purchase of additional property and the easement from Duke University. In answer to a question from Commissioner Gordon about the closed landfill and if it could be used in the future, Gayle Wilson said that it could be used with conditions because the landfill will continue to settle for many many years. It would be very expensive to develop structures on this property. We could piggyback on the landfill but it expires in 2003. That would extend the life of this facility an additional 4 or 5 years. If that rule is extended beyond 2003, it appears that it would be fairly simple to get this permitted for additional use. Chair Halkiotis made reference to the 200-foot buffer with Duke and the negotiations on reaching an agreement. Geoffrey Gledhill said that Judson Edeburn is putting together the Duke people who will make this decision. He has not notified us with a date. Judson Edeburn has been provided with drawings to bring the Duke people up to speed. There were discussions a year ago that conceptually Duke is okay with providing the buffer but they have not seen anything specific in the plan. He hopes to get that resolved late October or early November. Commissioner Brown asked about the difference in the final layout and this drawing. Gayle Wilson said that the last sheet shows all four of the phases. Commissioner Brawn asked about the timeframe for the four phases and Gayle Wilson said that phase I is tied to the County Commissioners adoption of the Regulated Recycling Ordinance. The construction and demolition landfill development is contingent upon the acquisition of the additional three properties and negotiations with Duke. Rod Visser said that the decision on the property and the ordinance are key to moving ahead. Gayle Wilson said that once they get approval from the County Commissioners they can move ahead expeditiously. He showed the conceptual landscape plan that would be used to buffer the landfill. He has incorporated the vegetation, which is reestablishing itself, and taken advantage of what is growing back. The large trees along the front would also be maintained. His plan will block the site of the landfill at its greatest height. Commissioner Jacobs asked when the existing landfill would be full and Gayle Wilson said that it would be full the end of June, 2002. Once they are able to proceed to conclude the permitting and construction it would take up to nine months to prepare the area. There may be a gap of a few weeks or months if we cannot proceed for another 3-4 months. John Link said that in the interim the mixed solid waste landfill could be used. Gayle Wilson described phase I I. They are proposing that part of the Deng property be used for a permanent solid waste administration office. These could be temporary maybe lasting 6-8 years. If the County Commissioners in the future want to consider a construction and demolition resale facility then it could be built in the second 100 foot buffer and leased to anon-profit organization like Habitat for Humanity or something similar. A parking lot adjacent to this facility would need to be constructed. Once a decision is made an this properly, they are ready and have money in the current budget to obtain the services of an architect to move forward on the offices and moving their staff. It would not take long to develop this. It would allow the Solid Waste Department to consolidate all landfill staff in a single building with a single phone system . Rod Visser said that he and Purchasing Director Pam Jones have talked with Habitat for Humanity who are interested in the concept of a construction and demolition resale facility. Commissioner Jacobs asked about the buffer and asked whose buffer it is and if we can use it. Gayle Wilson said that 200 feet is a state requirement as a buffer around the landfill. There are certain things you can do in the buffer. He believes that this facility could be permitted in the second 200 feet. Commissioner Jacobs asked if it could exist on the same site as the administration office and Gayle Wilson said that so much of this property is not usable that he does not feel there is enough roam for bath. Commissioner Jacobs said that if we are going to proceed and do things in this neighborhood, he wants to be careful about making any decisions. Gayle Wilson said that once Habitat for Humanity knows with some degree of certainty in which direction they want to go, he would be glad to show them two other sites that could work for this facility. Commissioner Gordon made reference to the future construction and demolition resale facility and the second 100 feet and said that she feels it would need to be buffered from the landfill and not the road. Gayle Wilson made reference to phase III and the building of a transfer station and a new entrance. He said that the transfer station would be adjacent to the construction and demolition landfill and would need to be ready to come on line in January, 2007. As soon as a decision can be made on the general area of the transfer station, he can do other cost analysis and additional sail tests. The Special Use Permit would need to be amended, which could take several months. In answer to a question from Chair Halkiatis about the number of transfer stations in North Carolina, Gayle Wilson said around 35. The distance the solid waste must travel would determine how many trucks would be needed. In answer to a question from Commissioner Brawn about leachate in the transfer station, Gayle Wilson said that they would clean the floor but they don't expect leachate from this process. It would be captured in some way. Commissioner Brawn asked about the timeframe for the relocated County drop-off site. Gayle Wilson said that it would be 5-6 years. He would recommend that the transfer station be completed sometime in January 2006. Commissioner Brown asked if this would be a County owned shop or if the process will be contracted out. Rod Visser said that these are some of the questions which need to be answered in the coming year by the County Commissioners. Gayle Wilson presented phase IU which is the southeast portion of the property. He showed the current household hazardous waste facility. If and when the battery and electronic recycling is initiated, it would be located in this area. The recycling processing pad would be relocated to this area. This 5-6 acre area would be large enough for a Material Recovery Facility (MRF} or other recycling efforts. They suggest as part of this phase, that a storm debris management area be identified. The Neville tract will be essentially cleared and seeded and erasion control put into place. As currently configured, in the event of another storm like Hurricane Fran, this tract could be a place where debris could be ground and moved within six months. Commissioner Gordon asked about the route from the road back to the Neville tract and Gayle Wilson showed this on the map noting that a new entrance could be built. Commissioner Jacobs said that obviously before we discuss this a whole lot further, we would need to determine our Commitment to the Neville tract. He feels we need to be very careful and consistent with our commitments to the neighbors. John Link said that if a storm does happen, the County would need a place far storm debris. Gayle Wilson showed the final site layout. Commissioner Brown asked that a map be prepared showing the streams on the property and how they are being maintained. She made reference to a trail system going through the Greene Tract, and asked Gayle Wilson to work with Environment and Resource Conservation Director David Stancil on a proposal for the location of the trail system an the master plan. Gayle Wilson said that in conclusion there is a resolution in the agenda endorsing implementation of the master plan for the County Commissioners' approval. Gayle Wilson said that the construction and demolition landfill is a high priority. If the County Commissioners approve the dry cell battery and electronics-recycling program, they would like to proceed and if the County Commissioners proceed with the ordinance, they can proceed with the construction of the administration building. The transfer station can be decided at a later date. Commissioner Brown asked if anyone could look at the methane at the landfill to see if it can be used to produce heat or cooling. Gayle Wilson said that the only use they could identify for using methane would be to use it in large boilers like the University has. Methane can only be piped 4-5 miles. Gayle Wilson said that they would be glad to look at this possibility. Commissioner Brown asked if the methane could be used to heat or cool the solid waste administration office ar a transfer station. Gayle Wilson said that there would be excess produced. Commissioner Brown would like to see the economics by using the methane that comes out of the landfill. Gayle Wilson said that if you had a user that would use the steam or raw methane, it would reduce the cost rather than turning it into electricity and then selling it. He will bring back some information on the economics of using methane and the possibilities. John Link made reference to the resolution and urged the County Commissioners to go ahead and adopt the segments of the resolution, especially #1 and 2. Commissioner Brown asked that the fifth whereas include protection of the streams and extension of the County trail system so that it is noted in the document. Commissioner Jacobs changed the designation to future resale to proposed. A motion was made by Commissioner Carey, seconded by Barry Jacobs to approve the resolution to include Phase I, Phase II, Phase III and #6 as stated below. VOTE: UNANIMOUS 3. Regulated Recyclable Materials Ordinance Rod Visser introduced this ordinance. He said that this Regulated Recyclable Materials Ordinance has been through several drafts. Gayle Wilson summarized the ordinance. He said that this ordinance has the potential to regulate both recyclable C&D materials and other materials with a goal of keeping those materials from being landfilled and requiring that they be separated for recycling instead. The proposed ordinance regulates on- site separation, requires submission of materials management plans for large construction projects, and licensing of waste haulers to haul the separated regulated materials. Passage of the ordinance would significantly alter the ways in which construction and demolition waste is managed in Orange County and has the potential to reduce the amount of material landfilled if properly implemented and administered. In answer to a question from Commissioner Brown about the Bay Scouts' recycling, Rod Visser said that County staff will be meeting with them to determine what role they will play in recycling in Orange County. With reference to open burning, he listed the acceptable burning items and those not acceptable. Gayle Wilson said that they had several meetings with citizen groups which, on the most part, approved of what the ordinance says. As far as the timeline, he is ready as soon as the County Commissioners are ready. The next step is to hold a public hearing. They have recommended an 8-month grace period which would provide the time needed to put in place the staff to support this ordinance. Commissioner Brawn made reference to agricultural burning and Geoffrey Gledhill said that it is set up so that anyone can burn leaves or brush. It is a major cultural undertaking to stop people from burning brush. Commissioner Brown feels that people need to be mulching and not creating all the air pollution. It could be a complaint-based ordinance. People could be shown alternatives to burning. Chair Halkiotis asked about the possibility of using the trucks that suck up all the leaves. John Link will look into these ideas. He said that one of the most dangerous practices is where people rake leaves in the ditch and burn them. Gayle Wilson will look into this and check with DOT to see if they monitor this practice. Commissioner Brown made reference to the quality of air and said that perhaps people don't realize that burning debris adds to the air quality problem, which is very serious. Geoffrey Gledhill said that prohibiting all leaf burning in Orange County would depend on having adequate resources and an alternative to burning. Commissioner Gordon said that the County could be more stringent on code red and code orange days. Commissioner Jacobs said that he would propose an educational effort to educate people an why they should not burn an code red or code orange days. We would work with people and set a framework far why this ordinance is important. Chair Halkiotis asked about pallets and if the landfill still mulches the pallets and Gayle Wilsan said that they had a pilot project. Chair Halkiotis made reference to his trip to Athens Georgia and asked about recycling pizza boxes, orange juice boxes, etc. Gayle Wilson said that economics prevents them from extending the market to include these items. Chair Halkiotis said that he heard some good news last week about schools in that they are using less carpet in school buildings. He asked what is happening with batteries right now and Gayle Wilson said that they have been collecting these and staring them far about four weeks. Commissioner Jacobs made reference to the draft ordinance -page 13 at the top and 2 at the bottom - footnote, which indicates that other materials could be amended to this ordinance. He said that he is not sure what craft paper is but drywall is not mentioned as a possible material that could be recycled in the future. Gayle Wilson will add this to the ordinance in appropriate places. He feels it is a great step forward in having this ordinance. John Link asked if the County Commissioners are ready to set a public hearing date far the ordinance. The County Commissioners agreed to have a public hearing the first meeting in November. Chair Halkiotis asked for an update on volume at the landfill compared with last year. 4. Governmental BuildinglDry Cell BatterylElectronics Recyclina Proposal Rod Visser said that in the recommended budget this year there was a position that would deal with these three programs and bring inhouse some of the projects, which are presently contracted out. Funding for these three programs was included in the 2001-02 operating budget approved by the Board of County Commissioners, but program implementation and the creation of a recommended new permanent position were delayed pending further Board of County Commissioners discussion at a solid waste work session. These programs are assembled into a single proposal because of the recommended-shared staffing arrangement. A single Recycling Materials Handler position would provide the labor far all three components of the recycling proposal. The three programs proposed are: • Governmental Building Recycling Program :• Dry Cell Battery Recycling • Electronics Commissioner Brown asked about the mixed paper and if this will change how mixed paper is now picked up. Joe Clayton said that mixed paper will be picked up in all governmental facilities. Everything will be collected. Commissioner Brown said that she has a problem with signage. She asked if we could get some reminders out to employees that it is against the law to throw away cans and that they have to be recycled. Commissioner Jacobs made reference to Orange Recycling Services and asked if we have asked them to bid on any of these services. Gayle Wilson said that it would significantly increase the cost. Joe Clayton said that the lowest cast was $52.00 per site per visit. The County is currently paying $38.00. Chair Halkiotis asked that staff brainstorm and bring back to the County Commissioners any opportunity to bring things to the legislators like paying a recycling fee of $5.00 per computer monitor. A motion was made by Commissioner Brown, seconded by Barry Jacobs to endorse the implementation of the three programs and authorize creation of a full-time, permanent Recycling Materials Handler position. VOTE: UNANIMOUS Commissioner Brown asked to include signage in the master plan. 5. Other Solid Waste Matters -Informational Reports a} SWAB Subcommittee on Solid Waste Financing Alternatives (Includes one decision item) b) SWAB Future Priorities cj Carrboro Plaza Recycling Center d) Hillsborough Commercial Solid Waste Collection e) Recurring Solid Waste Contracts f) Toxicity Reduction Improvement Program Proposal g) Preliminary Concept Analysis - Co-operation of Transfer Station and current Mixed Solid Waste Landfill; Landclearing and Inert Debris Recycling Center h) Composting NOTE: There was not enough time to address item "5" above. The discussion on this item was postponed to the next evening, October 2, 2001. 6. Adjournment A motion was made by Commissioner Carey, seconded by Commissioner Gordon to adjourn the meeting at 10:10 p.m. VOTE: UNANIMOUS The next Board of County Commissioners meeting is scheduled for Tuesday, October 2, 2001 at 7:30 p.m. at the F. Gordon Battle Courtroom in Hillsborough, North Carolina. Stephen H. Halkiotis, Chair Beverly A. Blythe, CMC