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HomeMy WebLinkAboutSWAG agenda 032317 Agenda Solid Waste Advisory Group March 23, 2017 – 5:30 p.m. Solid Waste Operations Center 1.Call to Order – Chair 2.Approve Meeting Summary January 30, 2017 – Chair, Attachment 3.Financial Plan: Solid Waste Programs Fee Options & Recommendations - Bonnie Hammersley, County Manager and Gary Donaldson, County Chief Financial Officer 4.Regional Waste Management Framework Opportunities Assessment Update and Integrated Materials Management Facility (Waste Transfer Station) Preliminary Assessment – Bob Dick, Project Manager, SCS Engineers, PC, Attachment 5.SWAG Priority Update – Gayle Wilson, County Solid Waste Director, Attachment 6.Materials Recovery Facility Tour – Muriel Williman, Education & Outreach Coordinator and Allison Lohrenz, Recycling Programs Manager 7.Information Items: a.General Staff Update Memo, Attachment a.C&D Landfill Business Practice Evaluation b.Emergency Storm Debris Management Site Search Update c.Government Building Waste Audits Update d.Telling Business Recycling Success Stories e.Long Term Recycling & Waste Reduction Planning Update f.Solid Waste Programs Fee - Public Assistance g.Eubanks Road Waste & Recycling Facilities Improvements Update h.Second Quarter FY 2016/17 Solid Waste Program Data Report i.Destination of Waste Delivered to the City of Durham Waste Transfer Station j.Difference in Interest Income Between Fee Option Scenarios 1 and 2 k.County Tax Administrator Presentation to Towns l.Landfill Gas Production and Revenue 8.Public Comment – Chair Next Meeting – There are no additional meetings scheduled. 9.Adjourn – Chair Dinner will be provided DRAFT Solid Waste Advisory Group Meeting Summary DATE: January 30, 2017 LOCATION: Solid Waste Administration Training Room ____________________________________________________________________________ MEMBERS PRESENT: Carrboro Alderman Randee Haven-O’Donnell, Carrboro Mayor Lydia Lavelle, Chapel Hill Mayor Pam Hemminger, Hillsborough Commissioner Mark Bell, Hillsborough Commissioner Brian Lowen, Orange County Commissioner Barry Jacobs, Orange County Commissioner Penny Rich, and UNC-Chapel Hill Representative Matt Fajack MEMBERS ABSENT: UNC-Chapel Hill Representative Brad Ives, Chapel Hill Councilmember Michael Parker and UNC Health Chapel Hill Representative Melvin Hurston STAFF PRESENT: County Manager Bonnie Hammersley, OC Chief Financial Officer Gary Donaldson, Carrboro Public Works Director JD Freeman, Hillsborough Public Works Director Ken Hines, Chapel Hill Public Works Director Lance Norris, Chapel Hill Solid Waste Wendy Simmons, UNC-CH Solid Waste Program Manager BJ Tipton, OC Solid Waste Management Director Gayle Wilson, OC Solid Waste Gordon Dively, OC Solid Waste Allison Lohrenz, OC Solid Waste Cheryl Young , OC Solid Waste Wanda McCain, OC Solid Waste Kate Glass, OC Solid Waste Alex Gottschalk ____________________________________________________________________________ Call to Order Meeting Summary approval x November 3, 2016 Meeting Summary approved subject to edits by Barry Jacobs Inter-local Initiatives Update – Bonnie Hammersley, County Manager a)Inter-local agreement for Solid Waste Management x Hammersley indicated she will meet with managers after receiving direction from this group based on the scenario proposals discussed in next agenda item. x The inter-local agreement will be reviewed with a goal of having an inter-local agreement in place by July 1, 2017. b)Transfer Station Planning x Jacobs stated that social justice issues should be considered at the receiving community. He asked Wilson to locate social justice statements used in the CD Task Force about 15 years ago. Jacobs indicated to Hammersley, it will be important to articulate social justice is significant to OC when considering waste disposal sites. OC might want to consider contributions beyond “tipping fee”. x Wilson indicated if OC operates the TS we control the choice in the final disposition site; could visit the area/disposition site and can include Social Justice elements in the bid package. x Wilson will confirm the current disposal site for the OC solid waste delivered to the Durham TS. x Hemminger asked if OC can look at the waste stream at the disposal site. Contractors know OC doesn’t monitor for recyclable materials in the waste stream at Durham TS. x Wilson indicated if we operate the TS we will have the ability to monitor waste stream. DRAFT Financial Plan – Fee Options & Recommendations – Bonnie Hammersley, County Manager and Gary Donaldson, County Chief Financial Officer x Hammersley presented two scenarios for solid waste funding over a 5 year period and both are multifaceted. 4.4 million dollar fund balance available with the goal to reduce structural deficit. Both scenarios assume 1.6% annual growth, 1.1% parcel growth and no new programs added. $2 million dollar solid waste fund subsidy by the general fund in both scenarios. x Scenario 1 heavier use of the fund on front end and moves toward stability; Scenario 2 just uses the 2M and breaks it down so the rate doesn’t change in years 1 and 2 because there is an increase that offsets any non-recurring items that have been projected so there is some debt service and non- recurring increases, usually capital that we don’t finance x Current program fee is $107. x Hemminger asked for confirmation that the 4.4. million fund balance is earning interest over time since we would be spending the money up front and that would reduce this fund significantly. Hammersley indicated that fund is earning interest as well as the reserve fund. Hemminger asked that the different overall interest income between the two scenarios be calculated before this is discussed. x Hammersley indicated this is a 5 year outlook and we will reevaluate every year; we hope to see changes but TS doesn’t bring in much revenue and we have to charge tipping fees. x Indicated BOCC policy for all funds, including General fund reserve, is 17% reserved. x Wilson indicated there are programs to provide relief maintained at tax office, similar to application for tax relief and included in annual tax bill. Wilson indicated it is used. x Hemminger had concerns about market stability; fee should be realistic maybe higher than indicated in either scenario. It is a big jump from 107 to 130. Tax bills will be increasing too. Are we keeping residents informed? x Hammersley indicated on 2/7/17 re-evaluation will be presented to BOCC and on 2/24/17 bills mailed. Anticipate an active response from residents due to increases. A communication plan to assist BOCC working with constituents and informing public is being developed. x Hemminger requested a formal presentation. Hammersley indicated Duane Brinson will be available for a presentation after 2/7/17 when he addresses BOCC. x Jacobs reminded the group a decision is not required tonight; scenarios will be presented to managers first for discussion. x Lavelle voiced concern with cushioning this change and tax bill. x Jacobs hope we have picked our scenario in April or May so this can be presented to constituents and demonstrate that we are working to provide a more sustainable system and that this plan works best for towns and county to take care of our waste. x Hemminger states it would be better to meet our costs with the parcels and we need to meet our true costs. Jacobs adds that we could divide annual cost and per month cost as realistic for residents. Recyclable Materials Relative Value and Marketing – Muriel Williman, County Educational & Outreach Coordinator x Hemminger indicated this would be a great presentation for the schools for the AP programs or Environmental Science programs. Williman responded she is happy to be a resource for the schools and she can reach out to the schools. Jacobs advised since all the information items are included in the packet and if there are no questions we can move forward to the last presentation. DRAFT Solid Waste Observations from Boulder, Colorado Visit – Allison Lohrenz, County Recycling Programs Manager x Group acknowledged need to encourage businesses to tell their recycling/solid waste minimization stories. x Wilson we do provide stories in our annual newsletters and we can look at other outlets. Public Comment-None Next Meeting- Next meeting date to be held in March 2017 Meeting adjourned at 8:12 pm Name of Minute Taker: Kate Glass 02216202.01 1 3/17/17 STATUS UPDATE FOR DEVELOPMENT OF REGIONAL SOLID WASTE PLANNING FRAMEWORK The objective for the assignment SCS Engineers is performing for Orange County is to develop an initial planning framework for the County and its partners, including the Towns of Carrboro, Chapel Hill, and Hillsborough (Towns) and the University of North Carolina at Chapel Hill and its associated hospital, UNC Health Care (UNC) as well as the City of Durham to explore potential solid waste management system partnerships and efficiencies at the regional level. Based on SCS’ meeting with regional stakeholder leadership and solid waste/public works staff in February 2017, the purpose of the initial planning framework is to solicit input from stakeholder leadership/staff on their current and future needs and strategies for solid waste and other discarded material management systems. This input will be compiled, analyzed, and summarized in a manner which enables the stakeholders to explore potential future partnerships and efficiencies bothlocally between in-County stakeholders (Orange County, Towns, and UNC) as well as regionally between local stakeholders and the City of Durham. SCS will accomplish this by using an individual stakeholder-by-stakeholder approach. SCS startedthe work effort required for each stakeholder by issuing a request for background information and relevant data. SCS conducted site visits and meetings with the Towns and UNC during March 8th and 9th. The meeting with the City of Durham is scheduled to occur March 22nd and SCS continues to work to schedule the meeting with UNC Health Care. The results from this task will be compiled into an Initial Regional Planning Framework Report that will outline leadership and staff feedback. The Report will summarize the needs, interests, and strategies communicated by each partner and provide analysis of potential synergies. SCS expects to makeapresentationat a meeting of the regional stakeholders and at any additional forums as directed by the Countyat the conclusion of the interview effort. Solid Waste Priorities (September 2016) I. Funding FY 15/16 4/15 - 5/15 A.Carrboro Approval B.Chapel Hill Approval C.Hillsborough Approval D.County Approval II.Interlocal Agreement (including funding) 8/14 - 4/17 A.Manager Recommendation B.Financial Study C.Present Financial Study to SWAG D.Incorporate Method for establishing Waste Goal E.Present Final Financial Study Report to BOCC F.Finalize Financial Component for Agreement G.Boards, UNC and UNC Healthcare Adoption III.Rural Curbside Expansion 4/15 – 7/16 IV.Development of Local Waste Disposal Facility 10/16 – 9/21 A. Needs Assessment B.Prepare Preliminary Concept Plan C.Preliminary Site Assessment of Government Owned Property D.Report to SWAG E.Report to Boards V.Explore/Implement Cooperative Operations with UNC and UNC- Healthcare 1/15 – 5/17 A.Collaboration Report to SWAG VI.Secure Permanent Northern Emergency Storm Debris Management Site 6/15 – 11/16 A.Evaluate Site Options VII.Develop/Implement Measuring and Tracking Methods (Ongoing) 4/15 – 6/20 A.Format B.Ongoing Quarterly and Annual Data Reports C.Addition of Cost Data VIII.Residential Organics 7/17 – 7/18 IX.Evaluate Non-Residential Programs 10/16 – 1/19 A.Waste Composition Study X.Assess Effectiveness and Compliance with RRMO 1/18 – 1/19 XI.Consider Options for Non-Municipal Operated Waste Collection Services 1/18 – 1/20 XII.Evaluate Urban Curbside 9/18 – 9/19 XIII.Evaluate Pay as You Throw 7/19 – 7/20 Distributed to SWAG September 2016 Solid Waste Priorities (March 2017) I. Funding FY 15/16 4/15 - 5/15 A.Carrboro Approval B.Chapel Hill Approval C.Hillsborough Approval D.County Approval II.Interlocal Agreement (including funding) 8/14 - 7/17 A.Manager Recommendation B.Financial Study C.Present Financial Study to SWAG D.Present Final Financial Study Report to BOCC E.SWAG Endorsement of FY 17/18 Fee Rate F.Managers Discuss & Recommended Draft Agreement to SWAG G.SWAG Endorses Interlocal Agreement H.Boards, UNC and UNC Healthcare Adopt Agreement III.Rural Curbside Expansion 4/15 – 7/16 IV.Prepare for Development of Local Waste Disposal Facility 10/16 – 10/17 A. Examine Regional Framework Considerations B. Facility Needs and Financial Assessment B.Prepare Preliminary Concept Plan C.Report to SWAG D.Preliminary Site Assessment of Government Owned Property E.Report to SWAG F.Report to Boards V.Explore/Implement Cooperative Operations with UNC and UNC- Healthcare 1/15 – 9/17 A.Staffs discuss opportunities for Cooperation B.Collaboration Report to SWAG VI.Secure Permanent Northern Emergency Storm Debris Management Site 6/15 – 9/17 A.Evaluate Site Options B.Report to SWAG C.Recommendation to BOCC VII.Develop/Implement Measuring and Tracking Methods 4/15 – 3/17 A.Format B.Ongoing Quarterly and Annual Data Reports VIII.Residential Organics/Evaluate Non-Residential Programs/Evaluate Urban Curbside/Consider Options for Non-Municipal Operated Waste Collection Services/Evaluate Pay As You Throw 7/17 – 9/18 A.Waste Composition Study B.County/Town Staffs Prepare Work Plan C.Present Work Plan to SWAG D.Proceed with Study E.Staffs Evaluate Study Results and Develop Recommendations F.Present Study Results and Recommendations to SWAG IX.Assess Effectiveness and Compliance with RRMO 1/17 – 9/17 A.C&D Landfill Business Practice Evaluation Memorandum To: Solid Waste Advisory Group From: Gayle Wilson, County Solid Waste Director Subject: General Staff Updates/Status Report Date: March 23, 2017 The following updates are provided for the SWAG’s consideration. Questions or comments are welcome. a)Construction & Demolition Waste (C&D) Landfill - Business Practice Evaluation With the implementation of the C&D Waste Recycling Task Force recommended regulated recyclable materials ordinance, the quantity of C&D waste being managed by our landfill has decreased from about 30,000 tons to a current 8,000 tons annually. The regulated recyclable materials ordinance functioned beyond our most optimistic expectations in reducing and/or diverting waste from disposal. Our enforcement of this ordinance at our landfill is stringent. However, our revenue has also fallen precipitously and in conjunction with the current financial evaluation and 5-year financial planning process staff wants to examine the landfill operation more closely to evaluate if we could enhance revenue for the landfill while at the same time maintaining significant waste diversion of the C&D waste stream. As such, County staff is undertaking a study to evaluate current Construction & Demolition landfill operations and budget and look for various alternatives or improvements to the management of C&D wastes within the County. An objective is to look for alternatives to the management of C&D waste (including regulated recyclable materials) within the County. The goal of the study will be to evaluate the current overall financial state of the landfill and C&D management/operations, and to explore several alternatives to the current system that would improve the revenue stream while continuing to prioritize waste reduction and diversion of the C&D waste stream. The study team may also make recommendations with regard to the revenue enhancing or efficiency improvement alternatives, or perhaps marginal revisions to the ordinance. The study is expected to take about eight weeks. The results will be shared with the SWAG. b)Emergency Storm Debris Management Site Search Update Twin Creeks – Staff reviewed this site offered at the last SWAG meeting as a possibility and in summary: x this site is heavily wooded and costs to clear and make useable would be prohibitive (the department no longer has equipment suitable for land clearing following the closure of the landfill) x useable area, even if cleared, is inadequate in size x streams intersect property x primary need for additional debris site is in northern Orange County x site is probably not permittable with regard to debris site permitting criteria Cedar Grove Park (behind) - – Staff reviewed this site offered at the last SWAG meeting as a possibility and in summary: x this site is wooded and would need to be cleared, although trees are not extremely large x site is very small x site is probably not permittable with regard to debris site permitting criteria Private Property Leasing/Easement County Attorney has suggested finding sample contracts from other Counties that have utilized private property for emergency debris sites. Staff is pursuing this. County Purchasing is being consulted to determine viable process options for selecting and/or identifying suitable properties in Orange County. c)Government Building Waste Audits Update This represents a summary and reports the findings of a waste audit recently conducted in the fall and winter of 2016-2017 within the government buildings of Orange County, the Town of Carrboro, the Town of Chapel Hill, and the Town of Hillsborough. Background Every few years, the Orange County Solid Waste Management Department conducts a waste audit of local government buildings within Orange County. The last waste audit of County and Town Buildings was conducted in 2008. The intent of this audit is to determine how well Orange County and Town employees are taking action to reduce individual waste output and model county-wide goals regarding protection of the environment, health, and safety of the citizens of Orange County. Findings In this audit, our key measurement was the percent of recyclable materials improperly deposited in the trash. Since the last waste audit, Orange County government departments experienced a collective 33% decline in recyclable materials improperly deposited in the trash, from 28% in 2008 to 19% in 2016- 2017. Town of Carrboro had the lowest percentage of trash deposited recyclable materials of all the governments in the County. Government Percent of Recyclable Materials in Trash Carrboro 18% Chapel Hill 18.2% Orange County 19% Hillsborough 39% As the table below shows, the majority by weight of those recyclable materials placed in the trash were paper products. Examples include printed pages, letters, newspapers, and magazines. Percent of Total Recyclables by Material Recyclable Paper Corrugated Cardboard Cans, Bottles & #2, #4, #5 containers Reusable Hazard/Electronics Carrboro 47% 0% 53% (27 units) 0% 0% Chapel Hill 55.6% 5.6% 30.8% (175 units) 2.3% 7.7% Orange County 55.8% 2.3% 18.9% (228 units) 13.9% 9% Hillsborough 78% 0.8% 19.9% (76 units) .8% .1% If the amount of bottles, cans, and other recyclable plastic containers, like dairy tubs, found in the survey is representative and that amount is projected out over the entire year, employees and visitors to the government buildings of Orange County would have contributed over 100,000 bottles, cans, and other recyclable plastics containers to landfills every year. This indicates a need for further education and motivation of government employees to ensure they are aware that much of their waste can be recycled. d)Promoting Business Waste Diversion Success At the January SWAG meeting several members expressed interest in the telling of business recycling success stories. Orange County Solid Waste Management Department (OCSWMD) promotes local businesses that participate in the County recycling program, food waste program and otherwise have shown to manage their wastes well. In the annual Waste Matters newsletter mailed to every mailbox, commercial and residential, in Orange County, the OCSWMD will prominently feature businesses in a spotlight. In the latest issue, we featured the managers of Lux Apartment and Patriots Pointe as models of best management practices, as they have expanded their recycling by adding special collections for plastic film recycling, and partner with local grocery stores Weaver St. Market and Whole Foods to recycle the material. Also on an annual basis, OCSWMD publishes a “RECYCLING THANKS!” ad in the Indy newspaper that lists the 300+ businesses that are currently on the County’s Commercial Recycling Collection Program. Copies of the ad, along with a letter of thanks and encouragement are mailed to each of the participating business managers for posting or distribution at their place of business. OCSWMD publishes a monthly “Watching Our Wasteline” article in the Chapel Hill Herald that is also reissued in the News of Orange. In the article, any new businesses that have been added to either the recycling program, or to the commercial food waste collection program will be are listed. In February 2017, Solid Waste Management staff met with an intern working with the Chapel Hill Downtown Partnership and the Town’s Sustainability office to design a business promotion focused on sustainability. Together, they toured the recycling and food waste collection sites in the Downtown area, and subsequently the intern designed a “Sustainability Survey” for Downtown Partnership members. Respondents of the survey are now eligible to be featured in the soon to be monthly “Sustainability Spotlight” in the Downtown Partnerships e-newsletter and once per month during their regularly scheduled WCHL interview. The first business will be featured on March 21, 2017. The project was recently publicized in the Daily Tarheel: http://www.dailytarheel.com/article/2017/02/all-up-in-your-business-chapel-hill-downtown- partnership-highlights-sustainable-businesses e)Long Term Recycling & Waste Reduction Planning Update As we progress toward the second phase of the waste composition study scheduled to be conducted in April, County staff has begun preliminary planning work for the waste reduction and recycling strategic planning process that is to commence once the waste sorting activity is concluded. This planning process is expected to take at least one year and will: x examine existing programs for the potential to make operational improvements x evaluate potential new programs or the expansion of existing programs x consider all waste generation sectors (residential, institutional and business) x assess regulatory and policy opportunities or impediments x consider collection methodologies and equipment x assess what additional waste reduction potential exists in Orange County wastes x perform financial analysis of new or expanded programs x assist in clarifying new waste reduction goal options x consider technological alternatives x evaluate/consider existing waste management facilities functionality and adequacy x consider private waste hauler company impacts and roles x other, as recommended by staff, SWAG or consultant x solicit substantive public input County staff will prepare a general outline of potential topics and process for discussion with Town staff. Once a consensus work plan document is developed it will be presented to the SWAG for comment and endorsement. It is expected that SCS Engineers will provide technical assistance to local government staff in the conduct of this detailed and comprehensive planning effort. Staff anticipates that the study will commence in June 2017 and be completed by summer of 2018. f)Solid Waste Programs Fee – Public Assistance The SWAG requested additional information regarding assistance available for those residents paying the Solid Waste Programs Fee. Based on the 2016 query, about 835 people are receiving assistance due to either having Homestead Exemption or having an income less than $29,500. Website information is copied below. “Solid Waste Programs Fee” Orange County offers financial assistance to qualified applicants when paying their solid waste programs fee. Eligibility Requirements are listed below. Eligibility Requirements For regular Solid Waste Programs Fee Assistance, the basic requirements are as follows: x Income is less than $29,500 x Individuals own and live in residence Complete the Application for Solid Waste Programs Fee Assistance and mail or bring it to our office. However, if you are applying for the Homestead Exclusion Program, you may qualify for Solid Waste Programs Fee Assistance, but you are required to complete a separate Solid Waste Programs Fee Application for HE Assistance. Please complete and mail or bring it to our office with your application for Homestead Exclusion. ORANGE COUNTY SOLID WASTE PROGRAMS FEE (SWPF) ASSISTANCE APPLICATION YEAR 2017 A taxpayer may submit an application provided that he or she: (1) Has an income for the preceding calendar year (2016) of not more than twenty-nine thousand dollars ($29,500). (2) Is an Orange County resident. (3) Is applying for assistance for his or her principal residence. Income is defined as all money received from every source, other than gifts or inheritances received from a spouse, lineal ancestor, or lineal descendant. For married applicants who live together; the income of both spouses must be included, whether or not the property is in both names. Income Example: If an applicant’s income for 2016 was $4,500 and his Social Security benefits were $6,000 (which were not taxable), his total income for 2016 would be $10,000. Both these figures may be found on the applicant’s 2015 individual Federal Income Tax Return. Assuming this was all the income for the year, the applicant would qualify.” g)Eubanks Road Waste & Recycling Facilities Improvements Update On March 6 the previous Eubanks Road Waste & Recycling Center was turned over to DH Griffin to begin the modernization project that will convert this center into a District W&R Center similar to the center at Walnut Grove Church Road. On March 2 the temporary center on Millhouse Road opened for business and at this time is functioning well. The contractor is currently removing trees and at the time of this writing was poised to begin grading and earth moving work. The project is schedule to be completed around Thanksgiving of 2017. h)Second Quarter FY 2016/17 Solid Waste Program Data Overview of Recycling 2nd Quarter FY 2016-17 Compared With 2nd Quarter FY 2015-16 Urban Curbside: Tons UP 2% Set Out Rate UP 20% CH ј 19% CB ј 14% H ј 30% Participation Rate UP 13% CH ј 14% CB ј 7% H ј 19% Multifamily: Tons DOWN 1% CH љ.5% CB ј 3% H ј 8% Commercial Collection: Tons DOWN 8% CH ј13% CBљ 12% H ј 41% Rural Curbside: Tons UP 22% 24 Hour Drop-Off: Tons DOWN 3% Waste and Recycling Centers Tons DOWN 23% ---------------------------------------------------------------------------- Overall Recycling Tonnage UP 12% i)Durham Waste Transfer Station – Waste Destination In response to an inquiry by the SWAG, staff confirms that the waste delivered to the City of Durham Waste Transfer Station is sent to the Sampson County Landfill for disposal. The landfill is owned and operated by Sampson County Disposal, Inc., a subsidiary of Waste Industries, Inc. j)Fund Balance Income Per Fee Scenario In response to an inquiry by the SWAG as to the difference in interest income between the two fee scenarios relative to fund balance used, the County Chief Financial Officer indicates that the Fiscal 2017/18 forecast of interest income is $35,000-$40,000. There will be negligible material difference in interest income between the two fee scenarios. k)County Tax Administrator Presentations In response to a SWAG inquiry regarding the County’s property re-evaluation, County Tax Administrator Dwane Brinson has completed formal presentations to the Towns. l)Landfill Gas Recovery Revenue In 2016, the County received $34,773.07 from the University of North Carolina Chapel Hill for landfill gas recovery payments. That amount is down $4,373.49 from FY 2015 and $28,842.55 from FY 2014. Over that span of time the cost per BTU equivalent has gone from $4.43 to $2.65 in 2015 and to $2.44 in 2016, on a monthly average unit cost. In that same time, the methane content has remained steady and there was a 2.25 percent increase in the amount of gas collected. Current year pricing is up compared to the first two months of 2016 and 2015 and indications are that the County may receive more in 2017 than in 2015 but not near what was collected in 2014.