06-13-11 CC WS Mtg MinCITY OF SHOREWOOD
CITY COUNCIL WORK SESSION
MONDAY, JUNE 13, 2011
MINUTES
1. CONVENE CITY COUNCIL WORK SESSION
Acting Mayor Zerby called the meeting to order at 5:31 P.M
A. Roll Call
5755 COUNTRY CLUB ROAD
COUNCIL CHAMBERS
6:00 P.M.
Present. Acting Mayor Zerby; Councilmembers Hotvet, Siakel, and Woodruff; Attorney Keane
(arrived at 5:48 P.M.) Administrator Heck; Finance Director De7ong (arrived at 6:06
P.M.); Planning Director Nielsen; Director of Public Works Brown; and Engineer
Landini
Absent: Mayor Lizee
B. Review Agenda
Siakel moved, Hotvet seconded, approving the agenda as presented. Motion passed 4/0.
2. SOLID WASTE
Administrator Heck stated the purpose of this meeting is to discuss a comprehensive approach to solid
waste management. He reviewed various components of waste collection in the City.
Garbage waste (things other than organic waste, yard waste, recyclable waste, hazardous waste and so
forth) — The City currently operates under an open collection system for garbage. Under this type of
system residents and businesses contract with a refuse hauler licensed by the City to collect their garbage
and they are billed directly from the hauler for that service. The City determines which days the
collection can occur on.
Recyclable waste (e.g., paper, certain types of plastics, cardboard, aluminum cans) — The City operates
under an organized collection system for recyclable materials. Under an open system the City bids out for
the service and then contracts with a single hauler for collection of recyclables. It manages the service.
The City bills residents for the service on their quarterly utility bill and pays the hauler from the funds
received for providing the service.
Yard waste (e.g., grass clippings, leaves, branches, brush) — Currently, if residents want their yard waste
collected they must contract directly with a service provider.
Organic waste (e.g., paper towels, lint from a clothes dryer, pizza boxes, frozen food boxes, etc.) — The
City has been awarded a grant from Hennepin County to help fund a pilot organic waste collection
program. Residents are able to directly contract for such services.
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June 13,2011
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The City conducts a drop -off spring clean -up program where residents can bring household items. It also
sponsors a household hazardous waste collection program in coordination with Hennepin County in the
fall.
Heck stated the meeting packet contains the results of a survey staff conducted of what other cities in the
metropolitan area have for solid waste management programs. Some of the information gathered in the
survey includes: type of garbage collection system (open or organized) and if there is there a limit on the
number of haulers; what the license fee is; the type of recycling waste collection program; if there's yard
waste collection; if the city provides a drop -off site for yard waste and if so what the fee is; and is
organic waste collection provided and if so how.
Heck explained that in addition to the open and the organized garbage collection systems there are also a
franchise collection system and a municipal collection system. A franchised system is somewhat similar
to an organized system with the difference being the City is divided into service areas. Each area is
competitively bid out and a single hauler provides services to each specific area. A hauler could provide
service to more than one area. Under a municipal system the City collects the garbage. He recommend
against going to a municipal system.
In response to a question from Councilmember Woodruff, Administrator Heck reiterated the City has
been awarded a grant from Hennepin County to help fund a pilot organic waste collection program. Staff
is working through the details for the pilot program.
Councilmember Hotvet stated Council has discussed that the number of collection trucks that traverse the
City roadways cause a great deal of wear and tear on the roadways which ends up costing the taxpayers
money. She suggested the City research the feasibility of partnering with the Cities of Excelsior and
Tonka Bay for organized collection services in order to get better pricing. She stated it would be
beneficial to be provided with pricing options for a multi -city contract. She then stated based on her
experience in dealing with large companies cost /benefit reports could be customized and they could be
used to help educate the residents on the prose and cons of an organized system.
Councilmember Siakel thanked Staff for conducting the survey and providing Council with the results.
She stated she found it helpful. She asked how to quantify the costs for repairing the roadways because of
the wear and tear from by collection trucks. Director Brown responded studies have been done but he's
not sure they identify costs. Brown stated Staff will look into that.
Siakel asked if there is a way to make garbage waste collection more efficient while keeping it cost
effective for the residents. She noted she is not in favor of changing something just for the sake of
change. If the change would result in it being more efficient for the City and at least as cost effective for
residents as what the residents currently have then she supports a change. She stated she did want to
consider waste collection from a comprehensive view point.
Siakel then asked for more information about the pilot organic waste collection program.
Administrator Heck explained staff member Julie Moore is coordinating the grant. The City is going to
offer a certain number of residents the opportunity to participate in the pilot program. The City will
select a single hauler to provide that type of service. There are a few who have expressed interest in
doing that. The cost for the program will in part be funded by the grant and the program participants will
pay a fee for the service. The outcome at the end of the one -year pilot program period will be used to
help the City decide whether or not it wants to continue with organic waste collection for the entire City.
That will in part be determined by assessing if organic waste collection reduces the amount of material
going into waste stream.
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June 13, 2011
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Councilmember Siakel asked how the City will know if organic waste collection reduces the impact on
the waste footprint. Administrator Heck explained the State and Hennepin County have statistics on
average waste production by household of a certain size. The City would estimate, based on those
statistics, the amount of waste a household would generate and compare that to the amount of organic
waste collected. It may not be an exact science but it will be in the ballpark.
Councilmember Siakel asked if participants will have another trash container to put their organic waste in
similar to recyclable waste. Administrator Heck stated he assumes there will be a separate container of
some sort that will be placed curbside. Heck commented that there are a few communities that are
considering making organic waste collection a requirement for their recycling collection program.
Administrator Heck explained Ms. Moore attended a session where she received a PowerPoint
presentation prepared by the Minnesota Pollution Control Agency (MPCA) that compares collection
rates for different municipalities with regard to open collection and organized collection systems. The
comparison data indicated that organized collection systems charge $3 — $4 per month less than the
average open systems. It's difficult to get pricing information from haulers about open collection systems
for competitive reasons.
Attorney Deane arrived at 5:48 P.M.
Councilmember Woodruff stated he thought the information from the MPCA was pretty good. He then
stated the MPCA information about what the cost impact is on roadways with open systems shows the
results to be very broad. He then stated Council needs to make a list of things it's interested in exploring
with regard to waste collection. He noted that a number of cities proscribe the size of trucks haulers can
use in order to reduce the wear and tear on roadways. He agreed that data supports that open collection is
more expensive then organized collection in general.
Woodruff then stated he has heard that the last time the City was considering an organized collection
system for garbage residents came to a meeting with torches and pitchforks. Residents wanted to be able
to select what service provider collects their garbage. He thought the residents deserve to be able to have
input about what type of collection system there should be. He noted the City changed providers for
recyclable collections effective 2010. The recyclable hauler uses large trucks.
Acting Mayor Zerby stated Council has made a decision to be a GreenStep Cities participant. The
GreenStep Cities program has a good list of best practices for reducing solid waste and he suggested the
City use that as a guideline for reducing solid waste for the City. He recommended adopting them and
also making a decision as to whether or not the City should have open or organized waste collection. He
then stated it would be a compelling argument for residents if they understand there will be a savings
from going to an organized system from both the actual collection fee and the reduced wear and tear on
City roadways. Councilmember Siakel concurred with that statement.
Councilmember Siakel stated for residents there is weekly garbage collection, bi- weekly recyclable
collection, and then there may be yard waste collection. Bringing that many different waste collection
devices to the curbside can be difficult for residents. She recommended common sense be factored into
making sure it's efficient for residents and easy to do.
Administrator Heck asked Council for its thoughts on organize versus open collection for garbage.
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June 13, 2011
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Councilmember Hotvet stated she supported adopting the GreenStep Cities best practices for reducing
solid waste. She then stated she would like to know how much a service provider would want to have a
contract with the City.
Councilmember Siakel commented that the only time her household has changed garbage haulers is when
they offered her a better price. She stated what's important to her is efficiency, good service and ease of
use for the residents. She then stated based on the discussion an organized system will help save money
in repairs to the City's roadways. If it meets the residents' needs then saw no reason not to entertain an
organized system.
Councilmember Woodruff stated he thought there is some merit to having an organized collection
system. He then stated the MPCA document indicates the city has a responsibility to make sure the level
of service is contractually defined. Under an open system residents define their expected level of service
somewhat with a personal relationship with their waste collection hauler. Residents want some assurance
that if their waste wasn't picked up the hauler will make a special trip to come out and do that at no cost.
He expressed his support for adopting the GreenStep Cities best practices. He commented he did not
think that program would support one system over another. Acting Mayor Zerby noted that is why he had
stated that's a separate decision.
Acting Mayor Zerby suggested the City start having some time of dialogue with residents about
organized systems versus open systems. Councilmember Woodruff stated he thought that would be a
good idea but before the City does that it has to have something that describes to them what the City is
considering doing and what the impact would be on the cost and service.
Acting Mayor Zerby asked Administrator Heck if Staff can prepare some type of document that would
describe what an organized system would look like for the City from a financial and customer service
perspective. Administrator Heck stated cost information would be difficult to provide without issuing a
request for proposals. Zerby responded other cities nearby have switched to an organized system and
maybe the savings they realized could be used on a percentage basis. Heck stated something could be
prepared and it would include the expected service level.
Administrator Heck commented that independent of the type of collection system for garbage residents
would still have to have separate containers for the various types of waste.
Councilmember Woodruff stated the Cities of Deephaven, Excelsior and Tonka Bay have organized
systems. He suggested Staff take the information about one city's organized collection program and use it
to help explain to residents what an organized program could look like for the City. He stated he
suspected there would be savings.
Administrator Heck stated the City of Greenwood decided to stay with an open collection system two
years ago but it does require haulers to use small trucks for residential waste pickup. Councilmember
Woodruff stated Deephaven has an organized system and it requires haulers to use small trucks.
Councilmember Woodruff asked Council and Staff to consider what will work on the islands. There are
haulers that collect waste on the islands that don't do that in the rest of the City and vice versa.
Administrator Heck stated Staff will prepare a document describing what an organized system could be
like for the City. Projected costs will be based on cost information from neighboring cities.
Councilmember Woodruff suggested including service level information which could be based on other
cities' service requirements in their contracts. Acting Mayor Zerby stated the City has some service level
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June 13, 2011
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information of its own because it has an organized collection system for recycling, and that service is
provided by a hauler that also offers garbage collection services.
Councilmember Siakel stated today a resident's fee for garbage collection is based on the size of their
waste container. She asked if any garbage haulers charge based on weight. Administrator Heck stated
most haulers charge by the size of the can. Acting Mayor Zerby noted haulers are charged by weight
when the dispose of the waste they collect.
Administrator Heck suggested either Director Brown or Director Nielsen highlight the key concerns
residents had the last time the City considered an organized system.
Director Nielsen stated it was very clear that residents were very attached to their haulers mainly because
of the level of service the haulers provided. Residents also thought waste collection was a service they
could manage themselves; they didn't need government doing that. They had concerns that if the City
became involved the level of service they received would go down.
Director DeJong arrived at 6:06 P.M.
Director Nielsen then stated the last time organized collection was discussed there wasn't a hauler that
could cover the entire City. The City therefore proposed a four - district franchise system. A franchise
system would allow some level of choice in haulers. He then stated he thought the City did a good job of
explaining the merits of a franchise collection system. He commented that at one point the City only had
four licensed haulers, but that's no longer the case. He stated it's difficult to quantify the damage caused
to the roadways, but he didn't think it could be illustrated. He explained refuse haulers' trucks are the
toughest vehicles on the roadways because of their size, the fact they are double axel vehicles, and they
drive on the edge of the roadway surface. That is the most vulnerable part of the roadway. He stated if
the City were to decide to go to an organized collection system it would be prudent to first explain why to
the residents. IIe noted roadway improvements are one of the most costly expenditures in the City's
budget.
Director Brown stated Staff was amazed by how attached residents were to their haulers. He then stated
based on what Staff learned the last time it will take an extended education process that could potentially
be six months long before ever converting to an organized collection system, if a decision is made to do
that. When this was considered the last time the economy was much better. Today people may be more
willing to have the City manage garbage collection if that can get them a better value. If residents can be
convinced that having one hauler in an area for garbage collection will reduce the wear and tear on
roadways which ultimately equates to fewer roadway repairs (a benefit to them) they may be more
willing to entertain such a system.
Director Nielsen stated the last time haulers universally told the City it would cost more to use smaller
trucks because the waste would have to be handled a second time in order to get it into a larger truck and
they would have to buy new equipment. The residents picked up on that.
Acting Mayor Zerby noted he was on the Council the last time organized collection was considered and
he thought it was 8 — 9 years ago. He stated today there are separate trucks; one for garbage waste and
recycling waste. That warrants reducing the number of garbage trucks on the roadways. He then stated
the City has many cul -de -sacs in it and some haulers use the cul -de -sac on his street just to turn around;
they don't provide service down that street.
Councilmember Woodruff stated from his perspective what ever the City decides to do for garbage
collection he would like the contract for services to remain between the hauler and the customer. He
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June 13, 2011
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commented that some residents who go to a warmer climate in the winter have asked if there is a way
they can suspend paying for recycling when they are gone. Today those residents cancel their garbage
collection service when they are gone.
Administrator Fleck asked Directors Brown and Nielsen what type of billing approach was being
considered the last time this was discussed. Director Nielsen stated back then it was quickly decided the
billing would be done by the hauler. Heck expressed his preference would be to have the hauler bill the
customer and the customer would contact the hauler to change the size of their waste container. Heck
stated the City would get involved if there are service issues.
Heck explained the City's recycling collection provider may have to spread the collection over a two day
period, not including the islands, because it's difficult for a hauler to cover the entire City in one day.
That could be a reason to consider garbage collection by areas. Councilmember Woodruff stated all
garbage collection in an area should be done the same day.
Acting Mayor Zerby summarized that he understands Council to be interested in getting information
about what an organized garbage collection system would be like for the City. Based on what it looks
like, an educational campaign could be started with the residents and their feedback solicited. He also
understands Council to be interested in Staff determining how the GreenStep Cities best practices would
be applicable for the City.
Councilmember Woodruff asked Staff to bring back information on how the City is doing when
compared to the GreenStep Cities best for reducing solid waste.
Administrator Heck stated Staff will prepare a description of what organized garbage collection would
look like in the City including cost projections, service levels and so forth. Staff will also assess what the
City is already doing to reduce solid waste when compared to the GreenStep Cities best practices and
what additional things could be done.
Councilmember Hotvet expressed interest in having Staff research a weight -based pricing model for
garbage waste. She stated she wants to know what the term length options for a contract would be. She
also wants to know how smaller trucks fit in.
Administrator Heck stated he thought Staff could have the information requested by Council available in
July.
3. ADJOURN
Woodruff moved, Siakel seconded, Adjourning the City Council Work Session of June 13, 2011, at
6:18 P.M. Motion passed 4/0.
RESPECTFULLY SUBMITTED
Christine Freeman, Recorder
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Christine Lizee, Mayor