HomeMy WebLinkAboutAgenda - 05-21-1997 - 8h 4
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ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: May 21, 1997
Action Agenda
Item No. 19—k
SUBJECT: Renewal of Interlocal Agreement on Household Hazardous Waste Disposal
DEPARTMENT: Public Works PUBLIC HEARING: (Y/1S)
BUDGET AMENDMENT: (Y/1)
ATTACHMENT(S): INFORMATION CONTACT:
Amendment to Interlocal Agreement Wilbert McAdoo, ext 2625
TJCOG Household Hazardous Waste Program
Annual Report
TELEPHONE NUMBERS:
Hillsborough 732-8181
Chapel Hill 9684501
Durham 688-7331
Mebane 227-2031
PURPOSE: To consider renewing an interlocal agreement for the disposal of household
hazardous waste.
BACKGROUND: In August 1994, Orange County entered into an interlocal agreement for the
disposal of household hazardous waste(HHW). The other parties to this agreement were Chatham,
Durham, and Wake Counties,the City of Durham, and the Towns of Carrboro and Chapel Hill. The
program underlying the agreement is administered by the Triangle J Council of Governments. The
Landfill Owners' Group in 1996-97 has paid its share, $9,324, of the program cost out of the
Landfill Fund administered by the Town of Chapel Hill on behalf of the LOG member
governments. The cost for 1997-98 is to remain at the same level.
The interlocal agreement is set to expire as of June 30, 1997. Approval of the attached amendment
to the current interlocal agreement would extend the term of the agreement through June 30, 1998.
The amendment would also provide that in future years,the agreement would be self-renewing
unless a member government signals the intent to withdraw from the agreement at least 30 days
prior to the start of a new fiscal year. The provision for automatic renewal in future years is the
only change from the current interlocal agreement.
The current agreement requires TJCOG to report on HHW program activities by May each year. A
copy of that report for 1996-97 is included as background information.
RECOMMENDATION(S): The Manager recommends that the Board approve the amendment to
the interlocal agreement, and authorize the Chair to sign.
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STATE OF NORTH CAROLINA AMENDMENT TO
INTERLOCAL COOPERATIVE
AGREEMENT FOR DISPOSAL OF
COUNTY OF WAKE HOUSEHOLD HAZARDOUS WASTE
THIS AMENDMENT, agreed to this the day of , 1997, by,
between, and among the Counties of Chatham,Durham, Orange, and Wake; the City of
Durham; and the Towns of Carrboro and Chapel Hill.
WITNESSETH:
WHEREAS,the governing bodies of the units of local government referenced above
entered into an Interlocal Agreement For Disposal of Household Hazardous Waste on the 8th day
of August, 1994; and
WHEREAS,the aforemention Interlocal Agreement has been successful in establishing
and maintaining a regionally-coordinated program for the collection of household hazardous
waste and the education of the public concerning household hazardous waste; and
WHEREAS,these same governing bodies wish to amend the aforementioned Interlocal
Agreement so as to provide for automatic renewal of this Interlocal Agreement unless a
governing body wishes to withdraw;
NOW,THEREFORE, in consideration of the mutual goals and covenants contained
herein, and the mutual benefits to result therefrom, the parties agree that the INTERLOCAL
COOPERATIVE AGREEMENT FOR DISPOSAL OF HOUSEHOLD HAZARDOUS WASTE
dated August 8, 1994 is hereby amended as follows:
Paragraph 2 is deleted and the following new Paragraph 2 is substituted:
2. Unless terminated earlier pursuant to Paragraph 10, this INTERLOCAL
AGREEMENT shall be in effect until June 30, 1998, with automatically extended one-year
renewal terms beginning July 1, 1998 and at the end of each successive one-year term unless any
party notifies the other parties in writing thirty (30) days prior to the expiration of a one-year
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term of its desire to terminate this INTERLOCAL AGREEMENT, in which case the term shall
end as scheduled on that year's June 30.
IN WITNESS WHEREOF, the Board of Commissioners of the respective Counties have
approved and caused these presents to be signed by the Chairman of each Board and attested to
by the Clerk of that Board, and the municipalities have approved and caused these presents to be
signed by their respective Mayors or City Managers and attested to by their Clerks, all in accord
with resolutions of the governing Board of each party spread upon their respective minutes, the
day and year first above written.
COUNTY OF CHATHAM
By:
Margaret Pollard, Chairman,Board of Commissioners Attest
This instrument has been reviewed and approved as to legal form and adequacy.
By:
Attorney
This contract has been pre-audited as required by the local Government Budget and Fiscal
Control Act.
By:
Finance Officer
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COUNTY OF DURHAM
By:
Mary Ann Black, Chairman, Board of Commissioners Attest
This instrument has been reviewed and approved as to legal form and adequacy.
By:
Attorney
This contract has been pre-audited as required by the local Government Budget and Fiscal
Control Act.
By:
Finance Officer
COUNTY OF ORANGE
By:
William Crowther, Chairman,Board of Commissioners Attest
This instrument has been reviewed and approved as to legal form and adequacy.
By:
Attorney
This contract has been pre-audited as required by the local Government Budget and Fiscal
Control Act.
By:
Finance Officer
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COUNTY OF WAKE
By:
Stewart Adcock, Chairman, Board of Commissioners Attest
This instrument has been reviewed and approved as to legal form and adequacy.
By:
Attorney
This contract has been pre-audited as required by the local Government Budget and Fiscal
Control Act.
By:
Finance Officer
TOWN OF CARRBORO
By:
Michael Nelson,Mayor Attest
This instrument has been reviewed and approved as to legal form and adequacy.
By:
Attorney
This contract has been pre-audited as required by the local Government Budget and Fiscal
Control Act.
By:
Finance Officer
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TOWN OF CHAPEL HILL
By:
Rosemary Waldorf, Mayor Attest
This instrument has been reviewed and approved as to legal form and adequacy.
By:
Attorney
This contract has been pre-audited as required by the local Government Budget and Fiscal
Control Act.
By:
Finance Officer
CITY OF DURHAM
By:
Cecil Brown, City Manager Attest
This contract has been pre-audited as required by the local Government Budget and Fiscal
Control Act.
By:
Finance Officer
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Report on TJCOG's Household Hazardous Waste Program Work
for Orange County's Collection Program During FY 96-97'
During FY 96-97,the Town of Chapel Hill,on behalf of itself,Orange County,and the Town of Carrboro,paid
TJCOG$9,324 to provide public education and administrative assistance for the household hazardous waste
collection program.This work was performed pursuant to an interlocal agreement between TJCOG,Orange
County,Durham County,Chatham County,Wake County, the City of Durham,the Town of Chapel Hill,and the
Town of Carrboro. This interlocal agreement requires TJCOG to provide each of these local governments by May 1
a report on the work it has performed during the fiscal year. This report has been prepared for the foregoing local
governments within Orange County pursuant to that requirement.
Part One: Work Performed
The following list of work done during FY 96-97 for the Orange program appears under headings corresponding to
the scope of work in the current contract with TJCOG.
A. Coordinate disposal contractor pick-ug
✓TJCOG is prepared to coordinate this;the local programs have so far chosen to handle their pick-up schedules
on their own.
B. Coordinate communication between parties and arrange meetings
✓TJCOG sends out regular informal update memos to keep the HHW facility managers informed of program
issues and developments. At least 14 such memos were sent out between July 1 and March 31.
✓TJCOG arranged and facilitated meetings of all HHW facility managers in July,October,and February. The
purpose of these meetings was to discuss program progress,identify possible improvements,and encourage
communication and cooperation.
✓TJCOG arranged and facilitated several meetings between the Orange HHW facility manager and personnel
from the disposal contractor. The purpose of these meetings was to resolve outstanding issues regarding
construction of the HHW storage building. TJCOG also sent at least eight letters concerning this subject to the
contractor on behalf of the Orange HHW facility manager.
✓TJCOG hired and paid an engineering consulting firm to conduct an independent evaluation of building
modification plans suggested by the disposal contractor.
✓TJCOG arranged and facilitated several meetings of the solid waste education specialists from each county. The
purpose of these meetings was to reach agreement on the text for the program's video and for four new educational
flyers.
C. Communicate with state permitting agencies
✓TJCOG produced a written request for a permit amendment to incorporate revised training plans for Orange.
✓ TJCOG provided Orange's HHW facility manager with a written summary of permit requirements.
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✓TJCOG sent a letter to inform permit officials about building modifications that have been completed or are
being considered for the Orange facility.
D. Maintain the HHW information line
✓TJCOG maintained up-to-date recorded messages on the information line(phone 549-5100,category 2735).
Between July 1 and March 31,989 calls were received on the information line. TJCOG responded to the 38 callers
(five from Orange)who left messages requesting more information.
✓TJCOG inserted special messages on the information line to announce the winter closure of the Orange facility
and to provide information on how to interpret product labels and reduce HHW.
E. Provide educational pro rg ams
✓TJCOG sent flyers to Orange area teachers announcing the availability of HHW educational programs. TJCOG
also provided information on HHW educational programs to the Scientist-in-the-Classroom office,which acts as a
speakers bureau to link teachers and available speakers in the Triangle area. These efforts have recently begun to
take effect,and demand for our programs is starting to grow.
✓TJCOG presented an educational program at the Vh Annual Expanding Your Horizons,a science conference for
7'grade girls from Orange and surrounding counties.
✓TJCOG will assist the Orange recycling educator with this year's Earthwalk,which is a three-day educational
program for 7th grade students from Orange County schools.
F. Distribute educational materials
✓TJCOG provided flyers,brochures,posters,and magnets for distribution through the Orange recycling office.
✓TJCOG distributed flyers and brochures through the following three libraries in Orange County: the Chapel
Hill Public Library,the Carrboro Branch Library,and the Orange County Library.
✓TJCOG produced 4 new educational flyers targeting specific wastes: paint,pesticides,auto products,and
household cleaners. These flyers will be distributed at the Orange HHW collection center,at festivals and fairs,and
possibly also at retail stores.
G. Maintain table-top display
✓TJCOG designed and maintains a 3x6 foot tabletop display on household hazardous waste for use at fairs and
other events. TJCOG also obtained various types of promotional items(pencils,fly swatters,litter bags,and kids'
activity books)that can be given out when the exhibit is used.
H. Generate media coverage
✓TJCOG produced and ran 4 ads in the Chapel Hill News,4 ads in the full-run News&Observer,and 8 ads in the
Independent Weekly during the summer and fall months of 1996. For the spring and summer months of 1997,TJCOG
has placed the following ads: 6 ads in the Chapel Hill News and Village Advocate,2 ads in the Chapel Hill Herald,5 ads
in the full-run News&Observer,and 7 ads in the Independent Weekly.
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✓TJCOG sent out a press release in December containing information on the program's success to date and also
providing tips on how to reduce paint waste. An article subsequently ran in the Chapel Hill News.
✓TJCOG planned a special Spring Cleaning/Earth Day event for the Orange collection center. TJCOG sent out
press releases,designed a special ad,and issued invitations to elected officials and agency staff members.
✓TJCOG has recently finished the filming of a 13-minute video(both educational and entertaining)that gives
general information about HHW and specific information concerning the Triangle region collection program. This
videotape will be used for educational programs and will also be part of a 30-minute video presentation on the
regional collection program which TJCOG filmed. The 30-minute video will be shown on area cablevision channels
during May.
I. Provide information to local businesses
✓ TJCOG wrote letters to several local electronics businesses,encouraging them to sign up for a free national
battery recycling program. Large retail chains with stores in this area are already participating in this program for
collection of Ni-Cd batteries.
J. Maintain contacts with programs elsewhere
✓ TJCOG staff attends meetings of the N.C.Recycling Association's Household Hazardous Waste Council for the
purpose of networking with other Household Hazardous Waste program managers.
✓TJCOG staff presented a paper on our regional program at the N.C.Solid Waste Association of North America
annual business meeting and technical seminar in July.
✓TJCOG staff attended the 11'h Annual Hazardous Materials Conference in St.Petersburg in November. TJCOG
provided a written trip report to the HHW collection center managers.
✓TJCOG submitted an abstract concerning the regional HHW collection program for the upcoming SWANA
Carolinas Solid Waste Conference'97.
✓TJCOG provided program information to the following agencies and corporations: Buncombe County General
Services,AT&T(Greensboro branch),Southern States Energy Board,Alamance County Public Works,Catawba
County Extension Office,and Land-of-Sky Regional Council.
✓TJCOG continues to provide quarterly program reports for publication in the national HHW Management News.
K. Provide technical assistance
✓TJCOG reviewed and provided written comments on the state government Solid Waste Section's proposed
household hazardous waste rules. TJCOG also encouraged managers of household hazardous waste programs
outside the Triangle to comment on these proposed rules.
✓TJCOG analyzed cost savings obtainable by using different methods of handling paint waste. As part of this
analysis,TJCOG conducted a nationwide survey of users of paint can crushers in HHW collection programs in
other states. A written report on this analysis was given to the Orange program in March.
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✓TJCOG investigated and reported on additional cost savings available by different methods of handling ,
pesticides and batteries.
✓TJCOG analyzed cost savings obtainable by using a propane cylinder venting device at our facilities,then
purchased such a device to be shared by all four HHW collection centers.
✓TJCOG has made arrangements for the annual training refresher course,to be presented by a qualified local
trainer during May.
L. Gather information and produce reports
✓TJCOG produced a report in October for the state Office of Waste Reduction(now the Division of Pollution
Prevention and Environmental Assistance)regarding our regional program. This report summarized project
accomplishments to date,types and amounts of wastes collected,educational efforts,and program costs.
✓TJCOG produced reports in December and February regarding the volume of waste collected at each of the four
regional collection facilities.
✓TJCOG produced a nine-month report on the regional program in April.
M. Provide general staff suRvort
✓TJCOG provided regular assistance on issues as they arose.
Part Twoa' TJEOG Expenses
Expenses incurred by TJCOG in connection with the foregoing work are detailed in Table 1. This table provides an
overview of expenses and revenue for this contract period,the two previous contract periods,and the next budget
year. The following points should be kept in mind in reviewing these figures:
Revenue
Note that,in addition to the$77,700 received each year pursuant to the joint contract with TJCOG,the program
received a total of$49,520 from the state Office of Waste Reduction(now the Division of Pollution Prevention and
Environmental Assistance)to assist us in developing this regional program.This extra funding will no longer be
available after this fiscal year.
The$77,700 regional contract revenue is paid by each of the contract parties according to a schedule established in
the contract based on their relative populations. The contractual amounts are as follows: Chatham County$3,885;
Durham County$4,662;City of Durham$13,986;Wake County$45,843;Chapel Hill(also on behalf of the Town of
Carrboro and Orange County)$9,324.
Salaries
Note that the salary expenses(and corresponding fringes and indirect expenses)have been decreasing each contract
period. As the program becomes more stable,less administrative time is necessary.
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Indirect Costs
Included in indirect costs are rent,utilities,phone/fax/internet,postage,office supplies,salaries and fringes of
administrative personnel(president,finance office,reception and secretarial),board meeting expenses,car
maintenance,insurance,and legal and audit expenses. These indirect costs are determined pursuant to principles
established by the federal government in OMB Circular A-87 and are audited annually. Since the TJCOG overall
budget is far smaller than the budgets of local governments,its indirect costs can't be spread so thinly.
Nevertheless,TJCOG has succeeded in reducing indirect costs by 33%since 1991.
TJCOG membership dues do not cover the indirect costs of this project because these dues have been significantly
reduced over the last two years. This dues restructuring was desired by the member governments and involved
removing from the per capita dues all of the TJCOG programs targeted to specific jurisdictions. These targeted
programs,including the household hazardous waste program, are required to pay for themselves.
Next year's expenses
The only line items that show an increase in next year's budget are equipment and travel. This is because the
program is planning to invest in some equipment which will allow us to bulk paint more efficiently and thereby
significantly reduce paint disposal costs. The extra travel is to allow for visiting other household hazardous waste
collection sites to evaluate this equipment while it is in use.
-Part Three: Attachments
Attached you will find samples of the four new flyers addressing household hazardous wastes associated with
gardening,painting,automobile maintenance,and general home cleaning.
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Table 1
Four-Year Financial Overview
Contract period#1 Contract period#2 Contract period#3 Contract period#4
8/1/94-8/31/95 9/1/95-6/30/96 7/1/96-6/30/97 7/1/97-6/30/98
(Projected) (projected)
EXPENSES
Salary 31,029.93 28,444.40 26,947.52 22,386.00
Fringes 6,296.27 5,683.11 5,524.57 5,149.00
Indirect 25,411.99 24595.61 22,905.80 18,357.00
Public Ed.-Design 1,150.00 4,499.94 1500.00 1,500.00
Public Ed.-Printing 2,709.98 7,122.96 16,400.71 12,000.06
Public Ed.-Phone 1,200 0 1,200.00 1,200.00
Public Ed.-Newspapers 5,700.66 622.68 13,849.72 8520.00
Public Ed.-Other 54.75 6,868.35 10538.95 500.00
Copying 200.86 58.93 180.57 180.00
Travel,Profl Develop. 1,328.52 1,725.21 1,800.00 2,400.00
Equipment 1,729.00 4,620.18 800.00 15,195.16
Other Contractual 911.55 120.00 2,700.00 570.00
Total expenses 77,723.51 84,361.37 104,347.84 87,957.16
REVENUE
Regional Contract 77,700.00 77,700.00 77,700.00 77,700.00
State Grant 23,203.07 16,879.71 9,437.22 0.00
Previous Yr.Carryover 0 23,179.56 27,467.84 10,257.16
Total revenue 100,903.07 117,759.27 114,605.06 87,957.16
TJCOG
April 30, 1997
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