HomeMy WebLinkAboutAgenda - 08-22-1995 - VIII-N f
1
ORANGE COUNTY
BOARD OF COMMISSIONERS
Action Agenda
Item No._ .l=-/'V
ACTION AGENDA ITEM ABSTRACT
Meeting Date:August 22, 1995
SUBJECT: Regional Household Hazardous Waste Agreement With Triangle J Council Of
Governments
DEPARTMENT:Public Works PUBLIC HEARING: YES: NO:X
--------------------------------------------------------------------------- --------------------
ATTACHMENT(S): INFORMATION CONTACT:
- Agreement with Triangle J Council Wilbert McAdoo, Ext 2627
of Governments Concerning
Regional Administration of TELEPHONE NUMBER -
Household Hazardous Waste Hillsborough -732-8181
Collection Chapel Hill -968-4501
- Status Report Mebane -227-2031
- Progress Reports Durham -688-7331
-----------------------------------------------------------------------------------------------
PURPOSE: To consider renewal of agreement between Triangle J Council of Governments and
the County of Chatham, the County of Durham, the County of Orange, the County of Wake, the
Town of Carrboro, the Town of Chapel Hill and the City of Durham concerning Regional
Administration of Household Hazardous Waste Collection.
BACKGROUND: The original agreement with Triangle J Concerning Regional Administration
of Household Hazardous Waste Collection was executed for the period July 1, 1994 through
August 31, 1995 is set to expire. The agreement with Triangle J provides for administrative,
educational and publicity functions involving the Regional Household Hazardous Waste
Program. During the initial agreement period much of the preliminary design work and program
start up work has been completed including phamplets,posters, newspaper ads, public service
announcements, schedules and telephone information line. The attachment titled Status Report
on work done by Triangle J Council of Governments pursuant to Household Hazardous Waste
Contract outlines initial agreement period accomplishments. The 1995-96 Landfill Owners
Group Budget includes funding for the Household Hazardous Waste Program including this
agreement. The Landfill Owners Group's share of Regional Administration and Education Cost
for the initial agreement was $9,324.00 and the cost for the 1995-96 fiscal year is $9,324.00. The
$50,000 grant from the State Office of Waste Reduction will be used for printing of Educational
Materials, Household Hazardous Waste Hotline and other Public Information Efforts. The major
revisions to the contract includes amending contract period to coincide with governmental entities
fiscal year and development of a new scope of work.
2
RECOMMENDATION(S): The Manager recommends that the Board authorize the chair to sign the
renewal agreement with Triangle J and participating Governments to provide administrative,educational
and publicity functions involving the Regional Household Hazardous Waste Program.
f
AGREEMENT 3
BETWEEN
TRIANGLE J COUNCIL OF GOVERNMENTS
AND
THE COUNTY OF CHATHAM, THE COUNTY OF DURHAM, THE COUNTY OF
ORANGE, THE COUNTY OF WAKE, THE TOWN OF CARRBORO,
THE TOWN OF CHAPEL HILL, AND THE CITY OF DURHAM
CONCERNING
REGIONAL ADMINISTRATION OF HOUSEHOLD HAZARDOUS WASTE
COLLECTION
This AGREEMENT is entered into this 1st day of September, 1995 by and between Triangle J
Council of Governments (herein referred to as 'TJCOG") and the County of Chatham, the County of
Durham, the County of Orange, the County of Wake, the Town of Carrboro, the Town of Chapel Hill,
and the City of Durham(herein referred to as "the Local Government Parties").
-_. WITNESSETH:
WHEREAS, the Local Government Parties have, pursuant to the provisions of Article 20,
Chapter 160A of the General Statutes of North Carolina,entered into an Interlocal Agreement dated
August 8, 1994 for the purpose of arranging regional coordination of collection and disposal of
household hazardous waste; and
WHEREAS, the Local Government Parties engaged TJCOG for the period August 1, 1994 to
August 30, 1995 to provide certain administrative and public education services regarding regional
collection and disposal of household hazardous waste pursuant to the foregoing Interlocal Agreement;
and
WHEREAS, the Local Government Parties desire to continue to engage TJCOG for the
foregoing purpose;
NOW,THEREFORE, in consideration of the mutual goals and covenants contained herein, and
the mutual benefits to result therefrom, the parties agree as follows:
Section 1. Pumose
The purpose of this Agreement is to provide for regional administration and regional public
education for collection and disposal of household hazardous waste within the jurisdictions governed by
the Local Government Parties.
Section 2. Scope of Work
TJCOG agrees to provide the following services:
(A) Design and implement a system for scheduling disposal contractor pickup of household
hazardous waste stored by Local Government Parties.
(B) Design a uniform system for reporting materials and amounts of household hazardous waste
collected from each Local Government Party. _
1
Page 1 of 7
4
(C) Design and implement a uniform system for billing each Local Government Party for �
household hazardous waste dropped off by its citizens in the jurisdiction of other Local Government
Parties.
(D) Design and implement a system for reporting to each Local Government Party the total cost
of household hazardous waste collection and disposal for fiscal year 1995-96.
(E) Coordinate communication among the Local Government Parties and between these parties
and Laidlaw Environmental Services,including arranging meetings as necessary.
(F) Maintain communication with the North Carolina Department of Environment, Health, and
Natural Resources Solid Waste Section and respond to any permit-related issues that may arise.
(G) Maintain contact with managers of similar programs in other areas. Actively seek out
information that could be used to improve the effectiveness or efficiency of the program.
(H) Provide information to local businesses seeking assistance with disposal of their hazardous
wastes.
(I) Maintain up-to-date recorded information on the regional household hazardous waste hotline
established by TJCOG. Respond to messages left by callers.
(J) Provide educational programs for schools, civic clubs, and other groups.
(K) Distribute printed educational materials as follows: 103,000 brochures; 2,000 posters; trash
can hangers, postcards, and flyers in adequate amounts to be determined. Continue seeking ways to
reach targeted audiences.
(L) Place newspaper ads, write press releases, and encourage media coverage of the program.
(M) ,Pri:pare a portable, table-top display to be used for educational outreach at area festivals,
fairs, and other events.
(� Produce and release radio public service announcements regarding the program.
(0)- An-ange for appropriate revision of the video about the Cumberland County Household
Hazardous Waste Collection program to address the Triangle program.
(P) Gather information and provide reports to each Local Government Party regarding
(a) the total cost of household hazardous waste collection and disposal for FY 95-96; (b) the types of
materials and amounts of household hazardous waste collected; (c) the effectiveness of program elements
and reporting systems; and (d) resident opinion regarding the collection program and the educational
effort.
(Q) Provide the Triangle Region Household Hazardous Waste Committee with staff support,
including meeting room facilities, notices, minutes,progress reports, and technical assistance.
Section 3. Time of performance
The scope of work to be performed by TJCOG under this AGREEMENT shall commence on
September 1, 1995 or on the date this AGREEMENT is signed, whichever is later, and shall be
completed by June 30, 1996.
Page 2 of 7
Section 4. Co iRentation 5
(A) For the services described in Section 2 above, the Local Government Parties agree to pay to
TJCOG the sum of$77,700. _
(B) Payment will be made to TJCOG according to the following schedule through the following
sources:
I2= Chatham Co. Durham Co. Durham City. Chapel Hill Wake Co.
By September 30, 1995 $ 971.25 $1,165.50 $ 3,496.50 $2,331.00 $11,460.75
By December,;1, 1995 $ 971.25 $1,165.50 $ 3,496.50 $2,331.00 $11,460.75
By March 31, 1996 $ 971.25 $1,165.50 $ 3,496.50 $2,331.00 $11,460.75
By June 30, 1996 1 971.25 $1.165.50 $ 3.496.50 $2.331.00 $11,460.75
Total $3,885.00 $4,662.00 $13,986.00 $9,324.00 $45,843.00
(C) The above payment from the Town of Chapel Hill will be on behalf of the Town of Chapel
Hill, the Town of Carrboro, and Orange County.
Section 5. Liability
The parties agree that it is not within the scope of work of TJCOG to ensure compliance of either
the Local Government Parties or the Local Government Parties'private disposal contractor with
applicable federal, state, or local statutes, ordinances, or common law or with private contracts between
the Local Government Parties and private disposal contractors regarding household hazardous waste
collection, storage, or disposal. The Local Government Parties agree to hold TJCOG harmless to the
extent permitted by applicable law for any liability arising out of collection, storage, and/or disposal of
household hazardous waste by the Local Government.Parties and/or their private disposal contractors.
Section 6. Suspension or termination
(A) Either party may suspend or terminate this AGREEMENT in whole or in part upon sixty
(60) days written notice for cause. Cause shall include the following:
(1) ineffective or improper use of funds;
(2) failure to comply with the terms and conditions of this AGREEMENT;
(3) impossibility or unfeasibility of performance.
(B) Should the separate agreement entitled "Interlocal Cooperative Agreement for Disposal of
Household Hazardous Waste" be terminated pursuant to paragraph 10 of that Agreement, then this
AGREEMENT may be terminated upon.consent of all the government parties hereto after thirty (30)days
written notice to the parties to this AGREEMENT.
Section 7. Amendment and Renewal
(A) This AGREEMENT may be amended upon consent of all parties hereto after thirty (30)days
written notice; provided, however, that Section 2, Scope of Work, may, upon unanimous consent of the
Triangle Region Household Hazardous Waste Committee and TJCOG after thirty (30) days written
Page 3 of 7
6
notice,be amended in a manner which does not increase the compensation paid under the AGREEMENT
or the general purposes and intent of the AGREEMENT.
(B) This AGREEMENT is renewable for additional terms at the discretion of the parties.
IN WTINESS WHEREOF, the Board of Delegates of TJCOG has approved and caused these
presents to be signed by its Acting Executive Director, and the Board of Commissioners of the Local
Government Parties which are 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 Local Government Parties
which are 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 Local Government Party spread upon their minutes, the day and year first above written.
TRIANGLE J COUNCIL OF GOVERNMENTS
By:
Charles Krauder, President Attest
This instrument has been reviewed and approved as to legal form and adequacy.
By:
David H. Permar, Attorney
COUNTY OF CHATHAM
By:
Uva Holland, 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
Page 4 of 7
7
COUNTY OF DURHAM
By:
Becky Heron, Chairman, Board of Commissioners Attest
This instrument has been reviewed and approved as to legal form and adequacy.
By:
Attorney
This contract h,Ls been pre-audited as required by the local Government Budget and Fiscal Control Act.
By:
Finance Officer
COUNTY OF ORANGE
By:
Moses Canty, Chairman, Board of Commissioners Attest
This instrument has been reviewed and approved as to legal form and adequacy.
By:
Attorney
This contract h.Ls been pre-audited as required by the local Government Budget and Fiscal Control Act.
By:
Finance Officer
Page 5 of 7
8
COUNTY OF WAKE
By:
Gary Pendleton, Chairman, Board of Commissioners Attest
This instrument has been reviewed and approved as to legal form and adequacy.
By:
Attorney
This contract hsis been pre-audited as required by the local Government Budget and Fiscal Control Act
By:
Finance Officer
TOWN OF CARRBORO
By:
Robert W. Morgan, Town Manager Attest
Sarah Williamson,Town Clerk
Page 6 of 7
i
TOWN OF CHAPEL HILL 9
By:
W. Calvin Horton,Town Manager Attest
Gayle Wilson, Solid Waste Management Director
Town Clerk
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 Director
CITY OF DURHAM
By:
Orville W. Powell,City Manager Attest
This contract has been pre-audited as required by the local Government Budget and Fiscal Control Act.
By:
Finance Officer
Page 7 of 7
10
Status Report on Work Done by Triangle J Council of Governments
Pursuant to Household Hazardous Waste Contract
FY 94-95
FY 94-95 Scope of Work Items: Work completed as of 7/31/95:
(A) Design and implement system for • Initiated talks with Laidlaw concerning this;
scheduling disposal contractor pick-up. will finalize by the time facilities open.
(B) Design uniform system for reporting • Initiated talks with Laidlaw concerning this;
materials and amounts collected. will finalize by the time facilities open.
(C) Design and implement uniform system • Initiated talks with Laidlaw concerning this;
for billing for waste from other gov'ts. will finalize by the time facilities open.
(D) Design and implement system for • Initiated talks with Laidlaw concerning this;
reporting cost of collection and disposal. will finalize by the time facilities open.
(E) Design,produce,and help distribute • Designed pamphlets and posters, which
educational pamphlets and posters. will be produced by September and distributed
when facilities open.
(F) Design and place newspaper ads. • Designed and purchased newspaper ads,which
will be placed once facilities scheduled to open.
(G) Design,produce,and release radio • Began design;will finish by the time facilities
public service announcements. open.
(H) Create news releases and media • Will do this when facilities open.
events regarding opening of facilities.
(I) Establish and keep updated a • Contracted to have information on News&Observer
regional telephone information line. CityLine,with voice mail for messages to be
answered by TJCOG staff.
(continued)
L lr
F
(J) Conduct and produce a report on a • Will conduct once facilities have been open
survey of solid waste directors on several months.
program effectiveness.
(K) Design and produce a report on a • Began design;will implement once facilities
survey of users of facilities. open.
(L) Provide staff support,meeting room, • Did this on a regular basis throughout the year.
notices,minutes,progress reports,and
technical assistance.
• Not in scope of work. • Coordinated and provided significant technical
assistance in the drafting of a regional contract
with Laidlaw Environmental Services.
• Not in scope of work. • Coordinated and provided significant technical
assistance in the drafting and revision of permit
applications.
• Not in scope of work. • Set up first safety training for local government
staff on hazardous waste management.
• Not in scope of work. • Coordinated the detailed engineering work
needed for each site.
• Not in scope of work. • Conducted a cost/benefit analysis on several
aerosol can recycling systems and obtained funding
assistance for their purchase.
• Not in scope of work. • Began coordinating purchase of equipment for
facilities in order to achieve cost savings.
• Not in scope of work. • Designed trash can hangers,flyers,and postcards.
• Not in scope of work. • Maintained communication concerning permit-
related issues with DEHNR's Solid Waste Section.
1
AUG-03-1995 00:04 FROM ORANGE CTY PUBLIC WKS TO 3004 Ppp.144 R
12
" "
3M
M TRIANGLE J COUNCIL OF GOVERNM S
t l d PUBLIC WORKS
C h a s 5 100 Park Drove,P.O.Box 12 276
Researth Triangle Park,NC 27709
R e ` l o n 919.549_OSSt iAx-,9t9.549.9390
Date: July 31, 1995
To: Distribution
From: Leigh Scott-Prat , HW Program Administrator
Here's the July progress report for the Triangle Region HHW Collection Program.
Facility Design and Construction Planning. Most of this month was spent reviewing and
revising the drawings and.specifigtions for the Chatham,Orange, and Wake facilities. We are
now starting our final review,and soon we will place advertisements inviting construction bids.
Durham Collection Events. Durham ran two successful Collection events this month on the
second and fourth Saturdays. Publicity was minimal to avoid being initially overwhelmed;how-
ever,the events still drew a reasonable number of participants(60 on July 8 and 96 on July 22)_
The Cost of these events has been higher than expected,so plans are again underway to
establish a permanent facility for Durham. One possibility might be to use an empty building at
the wastewater treatment plant,provided that the necessary modifications can be made.
Publicity and Education, We recently made arrangements to run our program advertisements
in six Triangle-area newspapers, Our plan is to wait until the collection facilities are open and
then run a series of ads_ This advance planning and purchase of our ad space has enabled our
graphic designer to develop the ad designs now and have them ready to run.
Our other five publicity pieces(i.e.,brochure,poster,trash can hanger,postcard,and
flyer)are still in the design phase but are nearing completion. They will soon be ready to go to
print,so bids on this project have been solicited from three printers_ We plan to select a printer
and run the job now,although distribution of these publicity pieces will not occur until later.
As a supplement to the program-specific materials that we are producing ourselves,we
have ordered a large quantity of commercially-available brochures that will give readers more
information concerning common types of HHW and less toxic alternatives. These brochures will
be imprinted with our program logo and with the phone number for the information line.
Concerning other media besides print,we have been working on development of two
other publicity items, specifically: 1)the telephone information line,and 2)an educational
videotape. We have finished writing the script for the information line and have sent it to the
CityLine staff for review;they wig do the necessary recording and programming so that the One
will be ready when facility constwion is finished. Regarding the educational videotape,we
recently placed a contract with Moonlight Communications to modify the Cumberland County
HHW piece. This arrangement will enable us to get a video for a fraction of the usual price. It
wig be a short, 12-minute educational piece for use in for school or civic group programs.
HHW Training. The basic training session has been scheduled for Septenber 6. This one-day
class is now completely full,with 35 registrants. A second,more advanced training session wig
be held later,after the facilities have opened and we have gained some operating experience.
nistribution:
Phil Caner Bob Morgan Bill Rentrow
Judy Kincaid Nancy Newell Mace Turner
Wilbert McAdoo Blair Pollock Matt Young
TOTAL P.14
AUG-03-1995 00:03 FROM ORANGE CTY PUBLIC WKS TO 3004 P.12
f i — 41995
TRIANGLE J COUNCIL OF GOVERNMENTS___-.-.-..
V o s I d
C l a s s 100 Park Drive.P.O.Box 12276
Research 7rianRie Paris,ivC 27709
R t j f o n 919.549.0551 rnx:919.549.9390
Date: April 3, 1995
To: DWrbution
From: Leigh Scott-Prater,H m Administrator
Here's a piagress report for the Triangle region HHW collection program_ This letter summarizes
our work on the fdkawing_items: 1)facility design and construction planning:2)mfi k-ram program
for small businesses:3)aerosol Can systems:4)permit application materials:5)publicity and
education.and 6)NlvU rechargeable batteries.
Facility Design and Constm Lion Planning. Officials in the Solid Waste Section of DEHNR
have now verbally indicated general aooWance of the conceptual designs submitted with our
permit applications(although they did rote that the comment period is not yet dosed). Based on
this general acceptance,we took the next steps toward design and construction by asking our
04neerirg consultants to generate cost estimates for the detailed engineering work. We are
currently negotiating with these consultants conc eming cost,and we expect to be ready to pro-
ceed with this work as soon as the State issues our permits.
Milk-Run Program for Smail Businesses. Having recently received a call from a local busi-
nessman seeking a means to dispose of his waste,we began working to facilitate a milk-run
program. We have now compiled a fist of contacts at three waste companies(Laidlaw,AETC,
and ECOFLO)that are interested in serving Conditionally Exempt Small Quantity Generators by
picking up wastes from these businesses. We will distnbute this list to business owners upon
request and thus two them make arrangements to have their waste picked up. We wig also and
this fist to the companies that brought wastes to the Raleigh/Wake County collection events.
This milk-run program is presumably going to be more expensive for small businesses than their
previous participation in community collection events,but d is probably the best option we can
offer at this time.
Aerosol Can Systems. Ka tec Inc. has granted our request for discount coupons that can be
used to reduce the cost of purchasing their awasol can recycling systems. These coupohe are
worth$400,them reducing our ooh to$300 Per system. At ttft per,our budget would abow us
to purchase one system for each of the tour facilities(plus maintenance kits and spare parts).
The Katec system is the type that threads directly to the bung of a drum;the can'is punchi ed by
a hand-operated device,and the residtref liquids are collected in the drum. The.VOC's are cap-
tured via a carbon f$er threaded on the other bung. The•"y aerosol cans are then reedy for
recycing with other scrap steel. This system appears to be a flood option for us(especially at
the reduced pri *a Before making the fr'iaf decision,we are ched*V to ensure that scrap metal
dealers will take that empty saris. We are also contacting cunrert users of the Kalec system to
W old if they are pleased with how it operates. i
i
PWm t Application MaUftls. As requested by DEHMa Sold Waste Section;we have been I
working to finalize our poNcies regarding"unsocaptable"wastes(primarily explosives and radio-
active materials). This month,governmental officials is for each*f are four faca'ties Contacted Total
1 authorities to make arrwrgemerft for handrng any such wastes brought to the facility. These
PUG-03-1995 00:04 FROM ORANGE CTY PUBLIC WKS TO 3004 14 {
f
arrangements are now being summarized and vAH soon be submitted to the Solid Waste Section.
As far as we know,this last submittal should finish satisfying all of the issues previously raised
corceming our permit appliCOone.
Publicity and Education. The graphic artist we've hired has been working this month to refine a
boo design for us and has also begun preparing a proposal for conceptualizing and Wnplementing
our entire campaign(rocking brochure,poster,trash can hangers,etc.).
Our recent efforts to arrange for utility-bill inserts have not been very successful,but a
number of different organizations have now agreed to inckide an article an our taciiities in their
newsletters. We have also succmfuly solicited help in reaching certain target audiences,as
follows, 1) Welcome Wagon representatives,local realty boards,and apartment associations
have agreed to help reach new residents and people who are moving;2) the county public health
departments have agreed to help reach parents of young children;3)envirorurwntal groups have
agreed to help reach active recycers and environmentalists;and 4)science coordinators for the
school systems have agreed to help us reach teachers and students. We are stil working to
define effective avenues for reaching some of the other target groups we've identi6ed-
lNiCd Rechargeable Batteries. We have recently discovered that the Portable Rechargeable
Battery Association will provide free recycling of the NlwCd batteries for oommunityy collection pro-
grams. The cast is being covered by battery manufacturers. AN we have to do is collect the re-
charrgeable.batteries,package them for transportation,and take care of the required paperwork.
We are currently conducting further research into this program. -
Diaft1kM.
Phil carter Blear Potiock
Judy Kirxaid Bill Renfrow
Wibert McAdoo'V Mike Turner
Bob Morgan Matt Young
Nancy Newell