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HomeMy WebLinkAbout100812 CC MinThe City of West University Place A Neighborhood City CITY COUNCIL Bob Fry, Mayor Susan Sample, Mayor Pro Tem Ed Heathcott, Councilmember Joan Johnson, Councilmember Dick Yehle, Councilmember STAFF Michael Ross, City Manager Alan Petrov, City Attorney Thelma Lenz, City Secretary CITY COUNCIL MEETING MINUTES The City Council of the City of West University Place, Texas, met in workshop and regular sessions on Monday, October 8, 2012, in the Municipal Building, 3800 University, West University Place, Texas beginning at 6:10 p.m. SPECIAL WORKSHOP (BEGINNING AT 5:45 IN THE CONFERENCE ROOM) Call to Order. Mayor Fry called the workshop to order at 5:45 p.m. Council and staff in attendance were: Mayor Pro Tern Sample, Councilmembers Heathcott, Johnson and Yehle, City Manager Ross, Assistant City Manager /Public Works Director Peifer, City Secretary Lenz, Fire Chief Walker, and Assistant Public Works Director Beach. Also present were Scott Pasternak, Associate Vice President of SAIC and Jan Kellogg, Chair of the Recycling and Solid Waste Reduction Board (RSWRB). Workshop agenda items were as follows: 1. Solid Waste Survey Matters related to the Solid Waste Survey. Assistant Public Works Director began by stating that two years ago, the Recycling Solid Waste and Reduction Board began looking at the feasibility of automation of solid waste and recycling services. He said in the 2012 Budget, Council approved and authorized a feasibility study via a consultant to vet what the RSWRB had already done and to apply industry knowledge and professional expertise. He then introduced Scott Pasternak, Associate Vice President of SAIC. Mr. Pasternak presented the final draft of the report and said the primary focus of this study was to look at two aspects of the existing operations: (1) evaluation of the feasibility and costs of implementing automatic collections; and (2) comparison of the current system to an automated system. Some of the highlights from his presentation included: • Changing to automation would mean moving from the current twice -a -week system where refuse is set out in bags and recycling in 18- gallon bins, to a once -a -week collection system for both refuse and recycling using larger rolling carts for both types of materials. • There are two main drivers for a City to want to consider a change to automation: (1) to reduce the costs; and (2) to increase recycling rates. City Council Minutes, October 08, 2012 • One of the primary financial benefits of a fully automated program would be derived from going to once -a -week collection. He said from an operational perspective, it would be most beneficial to run the program as a 4- day- a- week/10- hours - per -day operation, which is based on the efficiency minimizing trips to the transfer station by getting two full loads per truck per day. • Most of the savings for an automated system will be from reduced personnel, because under the current system, 6 laborers and three drivers are needed and under the automated system, only 3 drivers would be needed. • From a recycling perspective, the City already has a relatively high percentage participation so it is difficult to estimate the increase, though he does believe there would be an increase if yard waste is included. • From an aesthetics standpoint, uniform carts would significantly reduce the potential for animals to get into bags of trash, but the carts would remain on the streets until they are retrieved by the residents, which is how it is now with recycling bins. • If the City goes to automation, it is estimated that it would see approximately a $62,000, savings per year which is equal to 3.6 percent of current costs. • If the City closes RecyclExpress, which is used primarily by nonresidents, it will save an additional $137,000 annually, for a total savings of approximately 11.5 percent. • RecyclExpress is expected to see a decrease in recycled volumes as Houston expands its curbside recycling program. In response to Councilmember Heathcott's question, Mr. Pasternak confirmed that the amount of fuel and time it takes to make two passes per block was calculated into their study. In response to Councilmember Yehle's question as to how the cost to run RecyclExpress is determined, Mr. Beach explained that there are two full -time staff members, equipment for maintenance and operation, the equipment replacement charge, and technology (video cameras). He said the budget is approximately $250,000 to operate the facility and the offset revenue results in the City being upside down by $137,000. In summary: Key Findings: • Automation is operationally feasible to be able to provide fully automated collection using carts in the City. He said there are some areas that would be challenging, but it can be done. • Some cost savings, though not very significant • Potential to increase recycling rate, but because the City is already doing a significant volume of recycling, it won't see the "bump" that other cities see • Allows the City to evaluate its need for RecyclExpress Survey of Residents: • Residents are very satisfied with the current program • Public opinion is divided over the proposal to move to automation collection • Public favors adding yard waste at no increase in cost • Frequency of collection, cart storage, and cart size are among residents' primary concerns • If residents' bills did not change, 2 out of 3 said they would be supportive or neutral to automation and 9 out of 10 residents said the would be supportive or neutral to adding a separate yard waste service. 2of5 City Council Minutes, October 08, 2012 Recommendations: • Consider closing RecyclExpress • Utilize a 4/10 collection schedule Automation Advantages and Risks: • Opportunity to achieve a 3.6% reduction in costs (potentially more with the closure of RecyclExpress) • Opportunity to increase diversion rate from 25% to 30 %+ • Decreased emissions, and wear and tear on city streets from trucks Less risk concerning access to labor and employer's risk for workers compensation claims Risks: • Change • Possible perception of reduction in service level • Public concern over loss of laborers After the presentation, Councilmember Heathcott made the suggestion that the City get out of the garbage business and outsource the service. He said it would be beneficial in that the City would not have to purchase equipment or have the operational maintenance costs. He said the level of service might not be as high, but if the City thinks in terms of automation, once a week pickup, and going to carts, which might cause a lot of pushback, this might be a good time to look at outsourcing to see if there are potential savings. Mr. Ross said the City did a study on outsourcing this service a few years ago and the Council at that time decided to keep it the same, especially when there wasn't a big financial savings. He also noted that some contractors only offer automated services and would not provide services in support of the current system. Mr. Beach acknowledged that while staff thinks automation is efficient, it doesn't believe there is an overwhelming financial savings to undertake the automation program at this time. Mr. Ross said unless there is a passion to move towards automation at this time, staff will plan on purchasing a standard truck to continue services as usual. Mayor Fry asked staff to proceed with the purchase of the standard truck. 2. Recycling Board Presentation Matters related to a presentation by the Recycling Board regarding findings of a recent feasibility study. Recycling Board representative, Jan Kellogg, wa s which included recycling. She reported on behalf disruption to the community for not a lot of gain. 3. Adjourn Workshop At 6:29 p.m., Mayor Fry adjourned the workshop. on hand during the solid waste discussion, of the Board that it thinks automation is a big 3of5 City Council Minutes, October 08, 2012 REGULAR MEETING (beginning at 6:30 p.m. in the Council Chambers) Agenda items were as follows: Call to Order. Mayor Fry called the meeting to order at 6:35 p.m. Council and staff in attendance were: Mayor Pro Tern Sample, Councilmembers Heathcott, Johnson, Yehle, City Manager Ross, City Secretary Lenz, Attorney Eversole, ACM /Public Works Director Peifer, Police Chief Walker, and Chief Building Official Brown. Building and Standards Commission Vice -Chair Frank Griffin and BSC member Denny Powers were also present. The Pledge of Allegiance was led by Sean and Cameron, Boy Scouts. Secretary Lenz confirmed that the Notice of the special and regular meetings was duly posted in accordance with the Texas Government Code, Chapter 551. 4. Public Comments There were no public comments. 5. Resolution Public Hearina on Tax Increase Matters related to a public hearing on tax increase. Mayor Fry opened the public hearing at 6:37 p.m., and with no comments from the public, closed the public hearing at 6:37 p.m. 6. Ordinance Amending International Building Codes Matters related to an ordinance amending the International Building Codes. Building Official Brown presented and said Council is being asked to approve the ordinance adopting the 2012 International Codes and the 2011 National Electric Code. Regarding Article 1865 relating to demolition, where it states `if the entire structure is to be deconstructed" etc., Councilmember Yehle asked would the language work if only a portion of the structure is going to be deconstructed. Mr. Brown responded, yes. Regarding Section 26 -27 relating to window and air conditioning units, Councilmember Yehle said an individual can easily insert a 110 unit in a window and asked how staff would ensure that someone wouldn't do that. Mr. Brown said it would be difficult to enforce, but the wiring for the unit can usually be noticed when construction is in the review process. Councilmember Johnson moved to accept the recommendation of the Building and Standards Commission Chairman and the Commission members along with staff to adopt the Codes and local amendments as presented for approval of the ordinance on the first of two readings. Councilmember Heathcott seconded the motion. MOTION PASSED. Ayes: Fry, Sample, Heathcott, Johnson, Yehle Noes: None Absent: None 4of5 City Council Minutes, October 08, 2012 7. Consent Agenda All Consent Agenda items listed are considered to be routine by the City Council and will be enacted by one motion. There will be no separate discussion of these items unless a Council member requests in which event the item will be removed from the Consent Agenda and considered in its normal sequence on the agenda. A. City Council Minutes Approve City Council Minutes of September 24, 2012. Councilmember Johnson moved to approve the Consent Agenda as presented. Councilmember Heathcott seconded the motion. MOTION PASSED. Ayes: Fry, Sample, Heathcott, Johnson, Yehle Noes: None Absent: None 8. Reports by Council /Staff City Manager Ross reported that the Fathers and Flashlights event was very successful and that Direct Energy has renewed its very generous 2012 contribution to the Friends of West U Parks Fund for 2013. Councilmember Heathcott recognized and thanked the West U Fire Department/EMS for their prompt and professional service in the way they handled his wife's emergency situation. He said they are committed to their expertise and training and asked Chief Ralls to pass along his sincere appreciation to his personnel and that he owes them a great debt of gratitude. 9. Adjourn Meeting With further business, Councilmember Yehle moved to adjourn the meeting 6:45 p.m. Mayor Pro Tern Sample seconded the motion. MOTION PASSED. Ayes: Noes: 5of5 m, Yehle Date App oved