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05/24/1993 - Packet AGENDA SOLID WASTE ADVISORY COMMITTEE MAY 24, 1993, 7:00 PM TIGARD CIVIC CENTER - TOWN HALL CONFERENCE ROOM 13125 SW HALL BLVD. TIGARD, OR 1. CALL TO ORDER 2. ROLL CALL: Wogen_ Dispenza_ Irwin_ Jacobs_ McReynolds_ Sullivan VACANT 3. CALL TO AUDIENCE FOR NON AGENDA ITEMS 4. APPROVE MINUTES. March 15 and April 26, 1993 5. METRO YEAR 4 GOAL REVIEW 6. JUNE 19TH COLLECTION DAY UPDATE AND WORK SCHEDULE 7. PUBLIC INFORMATION/EDUCATION PLAN FOR CITIZEN INVOLVEMENT TEAMS (CITs) 8. OTHER BUSINESS A. Last Meeting in May or June ??? 9. ADJOURNMENT NOTE: TO ENSURE A QUORUM TO CONDUCT BUSINESS, PLEASE CALL UZ NEWTON AT 639-4171, EXTENSION 308 IF YOU ARE UNABLE TO ATTEND. le/swacagen SOLID WASTE ADVISORY COMMITTEE MINUTES March 15, 1993 1. The meeting was called to order at 7:03 PM. 2. ROLL CALL: Present: Gerry McReynolds, Acting Chair Don Jacobs Tom Sullivan (arrived at 7:10 PM) Mark Irwin Cece Zispenza Mike Leichner, Pride Disposal Larry Schmidt,< Schmidt's Sanitary Service Bill Martin, Wash. County Haulers' Assn. Dir. Loreen Edin, Staff Liaison 3. CALL TO AUDIENCE FOR NON-AGENDA ITEMS - No one appeared before the Committee to speak. 4. APPROVE MINUTES: 1/23 & 2/17/93 - Motion by Committee Member Jacobs, seconded by Committee Member Dispenza to approve. Approved by unanimous vote of Committee present. 5. REVIEW OF 1992 ANNUAL REPORTS FROM HAULERS - Loreen Edin synopsized the results of staff's financial review of toe haulers reports for 1992 noting that the rate of return on gross revenues were 11.65% She advised the Committee that for the first time the City required the implementation of limits on the amount of related party compensation which would be reported. The limits applied in 1992 iresulted in the disallowance of nearly $92,000 in compensation expense. If this limit had not been applied, the overall rate of return would have been 9.86% or 1.79% lower, but still within the allowable rate spread. Currently, Council's rate spread policy is 8% to 128 in the aggregate. Staff's recommendation was that no rate increase be recommended. COMMITTEE MEMBER SULLIVAN ARRIVED: 7:10 PM K Larry Schmidt questioned whether the Commercial subsidy of the Residential service line would continue. Loreen Edin stated that this is still the Council policy direction. Gerry McReynolds stated that the Council should continue to revisit this issue and eventually correct the rate disparity. Loreen suggested that when the City changes the rate structure to a weight-based system it would be a logical time to review the subsidy policy issue. 6. EXECUTIVE SESSION - The Solid Waste Advisory Committee went into Executive Session from 7:20 PM to 7:45 PM under the provisions of ORS 192.660 (1) (f) to consider records that are exempt from public inspection. 7. RATE ADJUSTMENT RECOMMENDATION TO COUNCIL - Acting Chair McReynolds stated that under the current Council policy there would be no rate change recommended for the haulers, however, he did wish to point out to the Council again the disparity between comm rcial and residential rates. He suggested placing the Metro pass throughlTIP fee on residential customers only to help reduce the subsidy. Motion by Committee Member Dispenza, seconded by Committee Member Jacobs to recommend no rate change for haulers based on the 1992 annual report and to place any Metro pass through TIP fee in the residential service rates only. Approved by a 3-1 majority vote of Committee present. Committee Member Sullivan abstaining. PAGE 2 OF 2 SWAC MINUTES MARCH 15, 1993 8. STATUS OF AUTOMATION PILOT PROGRAM - FUTURE OF MECHANICAL ASSISTED GARBAGE COLLECTION - Mike Leichner reported that he had been running the pilot program now since last spring. He had found that collection was 30% to 40% faster when mechanically assisted and the drivers do not experience as many workers comp claims since they were not handling the cans. The only real complaint he heard was some people felt the 60 gallon cart was too large to store in their garages. After the first couple of weeks on the program, customers were very happy with the cart service and did not oppose taking it to the curb. Lengthy discussion followed asking more specific questions about the service. Loreen Edin noted that since it had been difficult for the haulers to present financial analysis to the City in time to adequately review for the 1993 rate hearing process, that City staff recommended the City honor the haulers' suggestion to allow mechanically assisted service to be provided upon the citizen's request no later than July 1, 1993. This would allow haulers who are ready to implement the authority to do so now without further delay. Those haulers who needed more time to implement could proceed by responding to customer requests only. Loreen noted that since this didn't constitute a new or altered service, only a change in the method by which service was provided that there would be no rate increase since retrofitting equipment and cart costs would not require any of the three haulers to spend more than their company's financial statements would allow. After review the 1992 financial reports, staff believed the carts and minor retrofit costs could be accomplished in 1993 for all companies and not require a rate increase. 9. OTHER BUSINESS: Consensus of Committee was to hold the next meeting on Monday, 4/19/93 at 7:00 PM. 10. ADJOURNMENT: Consensus of Committee to adjourn at 8:03 PM. le:swacmin I SOLID WASTE ADVISORY COMMITTEE MINUTES April 26, 1993 1. The meeting was called to order at 7:00 PM. 2. ROLL CALL: Present: Eldon Wogen, Chair Don Jacobs Tom Sullivan (arrived at 7:10 PM) Cece Dispenza Mark Irwin (arrived at 7:09 PM) Gerry McReynolds Paul Hunt, City Councilor Tom Miller, Miller's Sanitary Service Mike Leichner, Pride Disposal Larry Schmidt, Schmidt's Sanitary Service Bill Martin, Wash. County Haulers' Assn. Dir. Loreen Edin, Staff Liaison Liz Newton, Staff 3. CALL TO AUDIENCE FOR NON-AGENDA ITEMS - Committee Member Dispenza requested that SWAC schedule a Yard Debris Collection Day within the next month or so. After lengthy discussion, Loreen Edin stated she would work with Committee Member Dispenza to try and schedule a place for June 5, 1993. She noted that there would be a Bulky Waste Collection Day in June in Tigard also. Mr. Russ Iwanchuk, 11710 SW Fairview Lane, Tigard, appeared to speak before the Committee. Mr. Iwanchuk's concern was the vacation credit policy noting that he did not believe it was right to allow the hauler to charge when Mr. Iwanchuk did not place garbage out for collection. Lengthy discussion followed between SWAC members and Mr. Iwanchuk. SWAC members noted that the policy allows for four vacation credits each year as long as the customer notifies the hauler of no pickup at least by noon the last business day prior to the scheduled collection date. Committee Member Irwin suggested Mr. Iwanchuk look at using the "on-call" service where he would call only when he wants service if he were out of town a lot. Committee Member McReynolds stated that solid waste service is a utility and provided under rules that benefit the "system" service delivery. He noted that many cities don't allow for any vacation credits and he felt Tigard's policy was more than fair. Committee Member Sullivan stated that solid waste, regionally, was not a market driven system but a franchise system for both garbage and recycling. Loreen Edin stated that other utility companies (i.e., phone, electric, water) do not stop charging for service when a customer is out of town. Solid waste does have the opportunity to stop charging for vacations but only with prior notice by the customer. Chairman Wogen thanked Mr. Iwanchuk for taking the time to come to the meeting and share his concerns with the Committee. 4. APPROVE MINUTES - March 15th minutes will be presented for approval at the next SWAC meeting. 5. CITIZEN INVOLVEMENT TEAM (CIT) UPDATE - Councilor Paul Hunt stated that the Council believed that specialized committees were not as effective in getting a broad range of citizen input as CIT's could be. Therefore, effective 6/30/93, service by SWAC, Park Board and other specialized committees would be concluded and CITs would begin 7/1/93. Councilor Hunt suggested that the CIT format would allow for 4 areas in the City to have meetings where the agendas could be developed by the citizens in the area. He requested SWAC members consider if they would be interested in working in the CIT process. Committee Member McReynolds asked how a citizen complaint would be heard in the CIT process. Liz Newton stated that at each CIT meeting there would be various staff members present as well as Councilors. Any complaint heard at a meeting would be forwarded to the appropriate staff person or Councilor for response. She also noted that the CIT meetings • • ISI PAGE 2 OF 2 SWAC MINUTES APRIL 26, 1993 would be held in locations within the 4 City areas. This was anticipated to encourage attendance by more citizens. Committee Members McReynolds and Sullivan stated they did not feel the CIT process would be successful and they did not support the CIT process nor the conclusion of SWAG as a specialized Committee. committee Member Irwin stated he felt it could be successful. Loreen Edin reminded the Committee that it was not just SWAG that would be concluded in June, but Park Board, Economic Development Committee, Transportation Committee, and all NPOs. 6. UPDATES - Loreen reported that Metro has determined there will be no TIP fee pass through this year. She also reported that administrative rules should be issued by the May meeting based on SWAC's comments from the March meeting. 7. OTHER BUSINESS - Next meeting was suggested to be held on May 24th. Committee Members McReynolds and Sullivan stated they did not feel a need for any more SWAG meetings since the Committee was going to be discontinued in June. Chairman Wogen asked what was planned for the agenda. Loreen Edin noted that the Yard Debris Collection process would need to be discussed as well as developing a public information outline of material and issues to be shared with the CITs over the next year. Consensus of a majority of the Committee was to hold the next meeting on 5/24/93 at 7:00 PM and make this their last meeting as SWAG. 8. ADJOURNMENT - Motion by Committee Member McReynolds, seconded by Committee Sullivan to adjourn. Approved by unanimous vote of Committee present at 8:17 PM. 19/swacmin r i MEMORANDUM CITY OF TIGARD, OREGON TO: SWAC FROM. Loreen Edin DATE. May 12, 1993 SUBJECT. Public Information Plan for CIT's Following is a list of ideas that you may want to consider in preparing your thoughts for our discussion about information that could be shared with CITs over the next several months. • Explain roles of State, Metro, County Wasteshed, City, and Haulers in solid waste service delivery • Explain what the solid waste program elements are • Explain cost of programs • How to properly prepare recyclables • Have markets present why preparation is necessary • Yard debris at curbside by 7/1/94 - education early • Composting • Explain precycle - buying wisely a � 1 A,,,,ftWASHINGTON COUNTY, OREGON April 13 , 1993 TO: Councilor Rod Monroe, Chair Members of the Budget Committee FROM: Delyn Kies 3��- Solid Waste Management Coordinator RE: Household Hazardous Waste Program and Budget Last December the attached testimony was offered to the Council Solid Waste Committee during their consideration of a budget increase for household hazardous waste program staff. We did not oppose the increase. It was for the purpose of fully staffing the two permanment facilities at Metro South Station and Metro Central Station and it was approved. However, because of Metro's desire to complete the two fixed facilities and limited funds from DEQ for household hazardous waste collection events, service to east Multnomah County and Washington County was limited to two one-day events in each area. The service we anticipated was a mobile collection facility, an education program and recommendations for long-term funding. These were components of the Household Hazardous Waste Management System Chapter of the Regional Solid Waste Management Plan adopted by the Metro Council in June, 1992. The mobile collection facility was to be initiated by January, 1993. A mobile collection facility is similar in nature to a fixed facility except it moves from location to location. This was recommended as an alternative that would provide a convenient and effective level of service for certain areas of the region at less cost than another fixed facility. It is estimated that 8-10 two-week collection periods would cost between $500,000 to $600,000. We understood then, and understand now, the fiscal constraints and decisions that Metro faces. However, we continue to have the same concerns in the long-term and wish to reiterate them for your consideration: 1. Household hazardous waste service levels need to be consistent throughout the region. No dollars were included in the Proposed Budget for a mobile collection facility or other comparable household hazardous waste collection service for east Multnomah County or Washington County even before the current budget cutting process. We continue to be committed to the approved Regional Household Hazardous Waste Management Plan and expect Metro to implement and fund the plan as adopted. Department of Health & Human Services 155 North First Avenue Hillsboro, Oregon 97124 1AIV( Ahdrilinn Dl­ mni% QAn nrrr Ar4minictrnfinn £ Dhnninn• mnii nwi-AAn9 Tnn• 15031 648-8601 Page Two 2 . Local governments and communities need to be involved in planning and implementing household hazardous waste programs. In Washington County, a number of people and agencies have been looking forward to participating in the implementation of a program. For example, Unified Sewerage Agency has been under orders from the state to improve the quality of the Tualatin River Basin. A key component of their strategy is disposal of household hazardous waste by means other than storm drains. Most importantly, our residents are anxious for opportunities to properly dispose of such wastes other than in the garbage can or the sewer system. This is evidenced by the fact that over 20% of calls from Washington County to Metro Recycling Information in March, 1993 were about household hazardous waste, more than for any other of the twenty-five categories. Such calls are consistently in the top three categories each month. Many governments, businesses and professionals in the field were involved over a two year period to develop the Plan and represent the needs of their communities. We recognize that new situations and new technologies may necessitate changes in the Regional Plan. However, the process for change should include as much involvement and effort as the development of the original plan. 3. Resources need to be increased for public education and promotion of household hazardous waste_programs. Again, we are mindful of both Metro's and local governments' fiscal constraints. However, the Washington County Cooperative Recycling Program, which includes the thirteen cities and the unincorporated area, has prepared plans and budgeted resources to comply with both our Year Three and Year Four Waste Reduction Program requirements. These include promoting Metro's fixed and planned mobile collection facilities and participating in the development of a regional strategic plan for household hazardous waste education and promotion. We encourage Metro's continued committment to the adopted Plan which calls for an education program about purchasing choices and alternative products. Thank you for your consideration of these concerns. c: Metro Council John Houser, Council Analyst Rena Cusma, Executive Officer Bob Martin, Department Director Lynda Kotta, City of Gresham Cities of Washington County Cooperative Recycling Program WASHINGTON COUNTY, OREGON December 15, 1992 TO: Judy Wyers, Chair Members of the Metro Council Solid Waste Committee FROM: Delyn Kies Solid Waste Management Coordinator, Washington County Lynda Kotta Solid Waste Program Manager, City of Gresham SUBJECT: Testimony on Budget Increase for Household Hazardous Program Staff This testimony is offered on behalf of the Cities and County of Washington County and the Cities of east Multnomah County. We are not opposing the budget ordinance amendment before you that would increase staff and expenditures for Household Hazardous Waste (HHW) programs. However, we do have three concerns for your consideration in the long-term: 1. HHW service levels need to be consistent throughout the region. The Household Hazardous Waste Management System Chapter of the Regional Solid Waste Managment Plan was approved earlier--this year by the Hazardous Waste Subcommittee, the Technical and Policy Committees, this committe and the Metro Council. It requires Metro to secure financial assistance from DEQ and initiate procurement of a mobile collection facility before January, 1993. Initially, this service is to be provided in east Multnomah County and Washington County. Because of limited funds from DEQ ($200,000) and Metro's desire to spend its resources to complete and fully staff the two permanent facilities in Oregon City and N.W. Portland, service to east Multnomah and Washington Counties has been reduced to two one- day limited events in each area. One event will accept only pesticides and the other event will accept only batteries, oil and paint products. While we can accept this, if necessary, for this budget year, we want to make it clear that for next fiscal year, we continue to be committed to the approved HHW Plan and expect Metro to implement and fund the plan as adopted. Part of the reason for recommending an alternative such as mobile collection facilities was a Department of Health&Human Services 155 North First Avenue I-lillchnrn Orannn Q7194 sensitivity to the costs of operating permanent fixed facilities at the transfer stations. All those involved in the planning process agreed that the mobile collection alternative would provide a convenient and effective level of service for certain areas of the region at less cost than another fixed facility. 2. Local governments and communities need to be involved in planning and implementing HHW programs. The HHW chapter and plan were developed over a two year period with the involvement of many government, business and professional advisors. While we continue to be committed to the plan and the process with which it was developed, we recognize that circumstances arise that may necessitate changes in the plan. These can be short-term, such as is occuring this year, or long- term when new technologies, the benefit of experience or unexpected opportunities become available. However, we ask that if such changes are expected, the process for change include just as much involvement and effort as the development of the original plan. We also appreciate early and continued communication and cooperation from Metro in implementing programs so that we can all meet our responsibilities in a manner that assures efficient and cost-effective services to the public. 3. Resources need to be increased for public education and promotion of HHW programs. A condition of the funding from DEQ for HHW events in east Multnomah and Washington Counties is that 25%, or $50,000, be spent on public education and promotion. Promotion will focus on the events themselves while education efforts will focus on long-term messages for reducing the use of products that result in HHW and the use of alternative products. We do not see a similaf level of effort from Metro region-wide. Again, this may be the result of funding limitations this fiscal year, but we continue to encourage committment to the adopted plan which calls for an education program about purchasing choices and alternative products as well as recommendations for long-term funding mechanisms for HHW programs. Thank you for your consideration of these concerns. c: Metro Council Rena Cusma, Executive Officer Gussie McRobert, City of Gresham Cities of Fairview, Troutdale and Wood Village Cities of Washington County Cooperative Program WASHINGTON COUNTY, OREGON TESTIMONY TO THE SENATE COMMITTEE ON AGRICULTURE AND NATURAL RESOURCES REGARDING SENATE BILL 643 April 12, 1993 Good Morning. My name is Delyn Kies and I am Solid Waste Management Coordinator for Washington County. Like most of Oregon, solid waste and recycling collection is franchised in the unincorporated areas and the cities of Washington County. Service levels are determined, rates are set and any enforcement action is taken by the local jurisdiction. Private hauling and recycling companies provide the service. We are opposed to Senate Bill 643 for three reasons: 1. It does not take into account variations in service levels, geography, densities and costs among communities. There is great variation among jurisdictions across the state in terms of solid waste and recycling collection services and costs. Even in Washington County we have very rural communities in the unincorporated areas and very populated areas such as Beaverton. All the cities and the County have joined together the last four years in a Cooperative Recycling Program for the purpose of providing uniform and consistent recycling services county-wide. Even so, some jurisdictions collect additional materials such as plastic milk jugs and yard debris. Distance from markets and transportation costs for jurisdictions in southern and eastern parts of the state result in much different recycling collection services and costs than those in the Portland metro area. In garbage collection, some haulers have automated curbside collection vehicles while others still walk to the backyard to collect the can. Such variations make a statewide cost of service study of questionable value. Decisions about service levels, cost recovery and rate policies are best made by the local jurisdiction to reflect the concerns and needs of the local community. 2. It does not recognize existing capabilities and expertise at local governments. Most cities and counties that franchise collection have been setting rates for twenty to thirty years. Although we agree there can probably always be improvements, there is no evidence of Department of Health& Human Services 155 North First Avenue Hillsboro, Oregon 97124 %AA(' Khftr'rfinn Pinn• /final RdrL.nsss Administration & Planning: (503) 693-4402 TDD: (503) 648-8601 Page Two incompetence or inattention to rate-setting. However, there are several recent actions to enhance local processes. In Washington County, the thirteen cities and the county have developed a uniform financial reporting form in the last year. The purpose was to provide haulers working in more than one neighboring jurisdiction and the local governments with a consistent and comparable method of tracking and evaluating costs. Other local governments in the Portland metro area are now meeting informally to, develop commercial recycling programs and part of this effort includes sharing rate-setting forms and discussing common problems and solutions. At the statewide level, county solid waste managers meet periodically through the Association of Oregon Counties. Consideration is now being given to developing a position at AOC to provide technical assistance to counties on a variety of solid waste and recycling program and regulatory issues, including rate- setting. Again, financial forms and procedures are shared to take advantage of solutions to common problems and others' expertise. Larger counties provide assistance to less populated counties and those with the special issues of rural collection compare successful experiences. 3. This is not the time to add another layer of government or add costs to a necessary public service. Local jurisdictions throughout the state are cutting budgets and rethinking how to provide better service at less cost. This is why governments are talking more and sharing expertise as evidenced by the examples above. We do not want to duplicate services. We do not want to waste resources of time and money. We do want to be more responsive to the public. In Washington County, for example, last year we spent almost $25,000 for professional accounting services and many hours of local staff time to review cost and revenue data from collectors, analyze a variety of service and rate structure revisions and prepare recommendations for rate adjustments. This also included development of a comprehensive financial reporting form and uniform methodology to allocate costs between types of service and between jurisdictions. This form will be used by fourteen jurisdictions. We do not want to pay again for the PUC to develop a form or perform a cost study that may or may not reflect our priorities. In addition, each jurisdiction has at least one public hearing during the rate-setting process and is accountable to local constituents all year long on services and rates. We do not want to lose that accountability or local responsiveness to the ratepayers. Page Three In summary, we feel that sending resources to the PUC for rate-setting tasks at this time will duplicate efforts, add costs and ignore local variations. we urge you to drop consideration of Senate Bill 643 . Thank you for the opportunity to comment. MEMORANDUM CITY OF TIGARD, OREGON TO: SWAC Members FROM: Loreen Edin DATE: May 3, 1993 SUBJECT: Yard Debris Collection Day NO YARD DEBRIS COLLECTION DAY ON JUNE 5TH --- The deadline for coordinating the Yard Debris Collection Day is today in order to get the event advertised in the Cityscape Newsletter. I have been unsuccessful in finding a suitable site for this event since school is still in session and Cook Park will be heavily used the weekend of June 5th. While we can't schedule something this summer, the Haulers and I will continue to look for ways to hold a yard debris collection day this Fall, hopefully at Cook Park working around the soccer field use. BULKY WASTE COLLECTION DAY IS SCHEDULED FOR JUNE 19TH --- I have been working with Washington County to schedule a Bulky Waste Collection Day which will be held on Saturday June 19th at Fowler Junior High School. Funding for this will be partially from Metro grant monies. We will need to seek volunteers that can help lift and move large items such as refrigerators, couches, etc. I am working with Washington County to schedule some community service workers in on that day to help also. If you have questions about this schedule or can volunteer to help, please give me a call at 639-4171. See you on the 24th for our next SWAC meeting. M a ; • PRECISION PLASTICS APRIL 20, 1993 CITY OF TIGARD 13125 SW HALL BLVD. TIGARD, OR 97223 ATTN: LOREEN EDIN DEAR LOREEN; I HAVE BEEN NEGLIGENT IN INFORMING THE CITY THAT I HAVE MOVED RECENTLY TO YACOLT, WASHINGTON. I HAVE SOME PROPERTY THERE AND I AM IN THE PROCESS OF BUILDING A HOUSE. I'M CONCERNED THAT THIS MOVE WILL LEAVE THE SOLID WASTE ADVISORY COMMITTEE UNDERSTAFFED AND WOULD APPRECIATE SOME FEEDBACK FROM YOU AS TO WHETHER YOU WOULD LIKE ME TO CONTINUE GOING TO THE SWAC MEETINGS UNTIL CIT HAS BEGUN. PLEASE GIVE ME A CALL(206)690-0108. THANKS LOREEN. SINCERELY, ELDON WOGEN 3000 Lewis&Clark Hvvv,Vancouver,)X'A 98661 (206)695-1234 FAX:(206)693-0552