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HomeMy WebLinkAboutAgenda - 10-21-2008 - e 7 early ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: October 14, 2008 Action Agenda Item No. ~_ SUBJECT: Public Participation in Future Phases of Transfer Station Siting Process DEPARTMENT: PUBLIC HEARING: (YIN) No County Manager's Office Solid Waste Department ATTACHMENT(S): A. Original Proposal b Olver, Inc. on Public Participation (September 16, 2008) B. Project Flowchart (September 16, 2008) C. Draft Alternate Proposals for Public Participation with Impacts on Project Milestones D. Draft Agenda & Procedures for Public Participation Meetings by Olver, Inc. INFORMATION CONTACT: Laura Blackmon, County Manager, 245- 2306 Gwen Harvey, Assistant Manager, 245- 2307 Gayle Wilson, Solid Waste Director, 968-2285 PURPOSE: To allow opportunity for Board discussion of proposals that provide public participation in remaining phases of the process to site a Solid Waste Transfer Station in Orange County. BACKGROUND: At its work session on September 16, the Board decided to wait until Olver, Inc., consultants to the process, returned on October 21, 2008 with its professional assessment of the Community- SpecificCriteria applied to the ten candidate sites before authorizing public meetings to gather response and reaction. The Board also chose not to approve a draft Public Input Form that had been proposed by Olver, Inc. to solicit and record comments as part of the public meetings. County management and Olver, Inc. have sought to develop alternative strategies for moving forward with meaningful public participation in the remaining phases of the Transfer Station Siting process. Attachment A is a narrative of the original proposal contained within Olver, Inc. project flowchart as revised on September 16, 2008. Attachment B is the actual project flowchart from September 16, 2008. Attachment C shows the draft suggested alternate proposals and how they relate to the original project milestones. Staff intends the Board to have a general discussion of its wishes and desires for the structure and shape of future public participation. The Board will have the opportunity to make its determination and give final direction to County management and the consultants at the next Transfer Station Siting work 2 session on October 21. Attachment D is a draft detail of how Olver, Inc. would conduct a public input session under authority of the BOCC. FINANCIAL IMPACT: There is no direct financial impact associated with the Board discussion of public participation strategies in anticipation of the next Transfer Station Siting work session. There will likely be substantial costs, at the end of the process, to the County (Solid Waste Enterprise Fund) in the overall design and development of a specific site and the permitting and construction of the actual facility and any ancillary features. RECOMMENDATIONS): The Manager recommends the Board discuss proposals for public participation in the process and provide feedback and direction to County Management in preparation for the Transfer Station work session on October 21, 2008. The Board would decide at that time what process it would authorize for implementation by Olver, Inc. J ORIGINAL PROPOSAL FOR PUBLIC PARTICIPATION - OLVER,INC. Outlined below is the original process proposal and timeline for public participation envisioned by Olver, Inc. for BOCC approval at the Transfer Station Work Session held on September 16: September 16, 2008: ^ BOCC selects final candidate sites for Waste Transfer Station site based upon Technical Criteria evaluation ^ BOCC approves Public Input/Participation Meeting format proposal and Public Input Form to be used by Olver, Inc to record public comment September 17 -October 14, 2008: ^ Olver, Inc. conducts Public InputlParticipation Meetings on the final candidate sites under the Community-Specific Criteria ^ Olver, Inc. prepares professional ranking of final candidate sites under Community-Specific Criteria incorporating findings elicited from the Public InputlParticipationmeetmgs October 21, 2008: ^ Olver, Inc. presents professional ranking of final candidate sites under Community-Specific Criteria ^ BOCC receives public comment on proposed ranking of final candidate sites as normal part of Transfer Station Siting work session November 18, 2008: ^ BOCC makes final decision on Waste Transfer Station site At the Transfer Station Siting Work Session on September 16, 2008, the BOCC: ^ Directed Olver, Inc. to perform an independent evaluation of the ten candidate sites presented under the Community-Specific Criteria. ^ Did not direct Olver, Inc. to conduct Public InputlParticipation Meetings in the field or use the Public Input Form that had been developed for that purpose ^ Directed Olver, Inc. to return on October 21, 2008 with both the Technical Criteria results and the Community-Specific Griteria Results ^ Agreed it would determine the process it wants to authorize for the next public participation component of the process outside of the normal work session setting at the meeting on October 21. PROJECT SCHEDULE MEETING TIMELINE Decision: ^ Technical Criteria & Weighting Factors ^ Community Specific Criteria & Weighting Factors ^ Authorization to begin site identification process PUBLIC INPUT Information: Information: ^ Technical Ranking ^ Preliminary of Potential Sites Ranking of Public Candidate Sites Decision: Input ^ Selection of Final Meetings Candidate Sites PUBLIC INPUT ~ (PUBLIC INPUT Public Comment Meetings Information: ^ Final Ranking of Candidate Sites Decision: ^ Final Site Selection PUBLIC INPUT FLOV!! SCHEMATIC Revise 0 Develop Finalize I Develop Finalize srza Identify Technical ~--- Siting Process Siting r' Exclusions Exclusiona~ 510 Ranking of Selection of j ry, ry Potential IF Evaluation of Potential (Final Candida & Schedule Process , Criteria Criteria S'rt~es Potential Sites Sites Sites 9116 Introduction of "CYC'uu Siting Process Preliminary Concepts Technical Screening Criteria Establish Preliminary Weighting I Factors i Develop Preliminary Community- Specific Criteria Public Input/ Participation Establish Preliminary Weighting Factors Finalize Technical Public Screening Criteria & In utl Weighting Factors Parti is potion ' i C ~Finalize~ Public ~ sr2a ;Community- Ranking ~9r2t Public Final BOCC In ut! {~ Community-Specific ~ -~ I Specific p ~ Screenin Criteria i of Candidate ~ In ut1 Ranking ;Perticipationi & Weighting Factors ' ;Evaluation of Sites Partici ation Selection I ,Candidate Sites p of Candidate of Site Sites Final Transfer Station Siting Process -Flow Schematic & Timeline '? BOCCApprovaUDecision 09/1fi12008 Revision 5 ALTERNATE PROPOSALS FOR PUBLIC PARTICIPATION AND IMPACT ON PROJECT TIMELINES The three proposals below are offered for illustration and discussion purposes only. The Board may modify and exchange elements as they sit fit to engage maximum and meaningful public engagement before making a final decision on a Waste Transfer Station location. Proposal 1: October 21: BOCC selects the top five candidate sites according to Technical and/or Community Specific Criteria November 5-November 13: BOCC holds one or more public hearings near the top five candidate sites to receive direct public comment Public hearings include Olver, Inc. presentation on the top five candidate sites. November 18: BOCC decides the final site, following public comment period at the meeting, and directs County management to proceed into negotiations for acquisition Proposal 2: October 21: BOCC selects manageable number of candidate sites (no more than 4) from among the ten candidate sites according to Technical and/or Community Specific Criteria, and authorizes Olver, Inc. to conduct public listening sessions at locations near the candidate sites October 22-November 6: Olver, Inc. conducts public listening sessions on the candidate sites at locations near the candidate sites November 18: Olver, Inc. reports findings, conclusions, and recommendations. BOCC decides final site, following public comment period at the meeting, and directs County management to proceed into negotiations for acquisition Proposal 3: October 21: BOCC selects one site from the ten candidate sites according to the Technical and Community Specific Criteria. BOCC agrees to hold a formal public hearing on the selected site at its next Transfer Station Siting meeting on November 18. BOCC authorizes Olver, Inc. to conduct a public information and education session on the selected site at a location near the site prior to the public hearing/meeting on November 18. October 22 -November 6; Olver, Inc. conducts public information and education meeting at location near the selected site November 18: BOCC holds formal public hearing on selected site, and (A) Confirms and Approves the site selection, or (B) Directs County Management and Olver, Inc. to provide additional information on the site selected, or (C) Directs County Management and Olver, Inc. to return on December 11 with information pertaining to one or more of the remaining nine candidate sites. L~ ~ (This meeting is followed by a one hour "walk around" session, where maps, other graphics and materials pertinent to the project are displayed for viewing by the general public) DRAFT Orange County Transfer Station Siting Process Public Comment Meeting (Place) (Date) (Time) AGENDA I. Introductions 1.0 mins II. Statement of the Purpose and Procedure of the Meeting 3.0 mins III. Solid Waste Transfer Station Review of What it is and How it Functions 10.0 mins IV. Summary of the Transfer Station Siting Process V. Public Comment Period VI. Summary of Schedule and Next Steps VIII. Questions 6.0 mins 90.0 mins 10.0 mins 30.0 mins VIII. Adjourn DAFT DRAFT Public Participation/Public Meeting Procedure Orange County, NC Transfer Station Siting Olver, Inc. The purpose of these public meeting procedures is to increase the efficiency of meetings at which the public appears, and to attempt to avoid unnecessary confusion, length and dissension at such meetings. This procedure document will be provided to or read aloud to participants prior to the start of the meeting. Notice of the Meeting Sufficient notice will be provided to the general public, via newspaper advertisement, as to the nature, purpose and scope of the meeting. The date, time, duration, and place will be clearly identified. The meeting place will be a location in reasonably close proximity of the subject site or sites. Notices will be mailed directly to residence and property owners within 1000 ft of the site or sites identified in the meeting notice. Meeting Information Information pertinent to the meeting will be included in the notification to property owners and residents living within 1000 ft of the property. A "walk around session" will be held for one hour prior to the beginning of the meeting. In this session maps and other informational materials will be prominently displayed for observation and study. Included in the materials will be communication piece clearly stating the purpose and scope of the meeting. County staff and siting consultants will be available for discussion regarding the displayed materials. Conduct of the Meeting Olver Incorporated personnel will conduct the meeting. Agenda and other pertinent information will be available at the door. A sign-up sheet will be placed at the entrance for participants that want to speak. Only those that sign up will be allowed to speak. Speakers must present their comments at the podium/microphone and will be called to speak in the order on the sign-up sheet. Accommodations will be made for those who are unable to stand at the podium/microphone. The list of speakers and the order that they will be called will be read.aloud prior to the start of the public comment portion of the meeting. The speaker sign-in sheet must include the name and address of the person desiring to speak. p~Afi ~ Each speaker will begin their comments by stating their name and address. Speakers will be limited to 3 minutes. Individuals that represent groups of five or more, which are present at the meeting, will be allowed S minutes. Comments maybe submitted in writing but must be received within five business days of the date of the meeting. All statements will be directed to the person conducting the meeting, not to the audience. Soliciting comments from the audience is prohibited and citizens in the audience should respect each speaker's right to state his or her views without interference. Those refusing to accord due respect to the meeting facilitators, the speakers, or others in the audience will be asked to leave the meeting. The meeting will begin promptly and end promptly. Meeting times and duration will be included in the notice. If there is not enough time to hear all speakers. Comment may be submitted in writing or an additional meeting will be scheduled. The meeting will be audio recorded and a summary of the comments will be prepared and made available to the public as soon as possible after the meeting. Security A member of the County Sheriffs department will be present at the meeting. Individuals causing disruptions or other actions that are not contusive to the order and good conduct of the meeting will be removed from the meeting.