Special City Commission Meeting

City of Deltona 2345 Providence Blvd. Deltona, FL 32725 Minutes Special City Commission Meeting Monday, July 23, 2018 6:30 PM Deltona Commission Chambers 1. CALL TO ORDER: The Meeting was called to order at 6:30 p.m. by Vice Mayor Herzberg and Mayor Masiarczyk entered the meeting at 6:30 p.m. 2. ROLL CALL – CITY CLERK: Present: 9 - Commissioner Bradford Commissioner Honaker Commissioner McFall Commissioner Nabicht Commissioner Ramos Vice Mayor Herzberg Mayor Masiarczyk City Manager Shang City Attorney 3. INVOCATION AND PLEDGE TO THE FLAG: Mayor Masiarczyk asked everyone to stand for a silent invocation and led everyone in the pledge to the flag. 4. BUSINESS: A. Discussion and action regarding solid waste collection services - Dale Baker, Building and Enforcement Services Director (386) 878-8702. Strategic Goal: Strengthen Code Enforcement and focus on the City’s Beautification Program City Attorney Segal-George stated when this started the City held a couple workshops to discuss the services and the direction that the Commission wanted. That ultimately culminated into what is attached to the contract that is being presented as Exhibit I. The exhibit lists all the services the Commission was looking for in a solid waste contract. In the workshops each page was discussed point by point as to what the Commission wanted with regards to garbage, recycling, yard waste, the type of service, the kind of trucks and the services to be delivered to the residents based on comments and concerns received by the Commission. The Commission retained the Redman Consulting Group and the City of Deltona Page 1 Printed on 7/15/2019 Special City Commission Meeting Minutes July 23, 2018 Commission directed that the item go to bid or RFP (Request For Proposal). Staff prepared a draft contract and RFP which was advertised and put out on the street. Also, in the process the City followed all the appropriate procedures of the City with regards to purchasing and RFPs. There was a pre-proposal conference that many different firms attended, there was a deadline for the proposals and there was a deadline that governed the City because the City puts its garbage on the tax rolls through TRIM (Truth-in-Millage) which imposed on the City a much earlier deadline with regards to getting all the documents to the Commission. The City received two RFPs, one from Waste Pro and one from Advanced Disposal Services (ADS). There was a three member panel, the RFP ranking scores, the negotiation process and she stated that the only thing that has changed since discussing the contract is the recycling because many places will not accept United States recycling. Residents will keep the bins and there will be a cardboard truck that picks up cardboard so that residents will not have to break it down. The tentative cost approved by the Commission was $226.68 a year and that the actual cost of $202.80 equates to an extra $2.40 a month. There has not been a solid waste increase in seven years and everything the Commission requested has been incorporated in the contract to include $10,000 for education and claw trucks. Commissioner Bradford commended the City Attorney for her work and she asked about the monthly cost of the Electronic Tracking System on Page 12. Bill Redman, Sr. Vice President with Redman Consulting Group, explained that the City currently uses Tracez and that under the presented contract the hauler will pay for the program. Commission Bradford asked on Page 13, Section 4, paragraph C, how the hauler would determine what to charge the resident or the City for a replacement cart. Mr. Baker explained that if the City states they want the cart replaced then they would charge the City, but he reminded the Commission that residents can use any trash can. Commissioner Bradford asked in Section 4 - Refuse Collection and Disposal, F.(1)(B)(iii), will WastePro be tracking and documenting trash that is not picked up, extra garbage and move outs. Mr. Baker gave an example of a special pickup for Construction and Demolition materials (C and D) and he explained that the garbage will be tagged, documented and recorded by cameras that are now on the trucks. Commissioner Ramos commended staff and the City Attorney for the solid waste program. He spoke about the $2.40 difference in cost and the cost differences between Deltona and neighboring cities due to franchise fees. He asked the City Attorney to explain franchise fees and how the other cities are able to work out their rates. City Attorney Segal-George explained franchise fees, the difference between residential and commercial solid waste collection and about recycling being an unknown. The contract now includes picking up bulk waste at residents' homes, allowing for an unlimited number of garbage cans and there is a provision in the contract for move outs and abatements. Commissioner Ramos asked if it is a seven year contract and if so, would the price would be locked for the next seven years. City Attorney Segal-George clarified that the Consumer City of Deltona Page 2 Printed on 7/15/2019 Special City Commission Meeting Minutes July 23, 2018 Price Index (CPI) and that fuel adjustments allow for adjustments to the collection component of the contract. The contract goes every fiscal year instead of calendar year and that it would start on October 1st, 2018. Mayor Masiarczyk asked if the City still retains tipping charges. City Attorney Segal-George stated the City does still retain the tipping charges. Mayor Masiarczyk stated that one city has stopped recycling totally because of the cost of tipping fees. He clarified that residents will still be required to place the garbage in bags before it goes in the bin (Section 4 - Refuse Collection and Disposal E. and F.) and that individuals can recycle as much as they would like as long as it is not in plastic bags. He asked about first aid kits not being listed in Section 12 - Equipment, A. (4) (d) and that the following typographical error needs correcting on Page 57, "CITY HALL E." Mr. Baker stated that a complete list of roll off containers could be found on Page 56. Commissioner Honaker stated there had been no solid waste increase in seven years and the contract includes more than it did previously. Mayor Masiarczyk clarified that the contract price includes a committment by the City to include commercial solid waste collection and that the cost would have been $1 extra per month had the City not agreed to include commercial collection in the contract. Commissioner Bradford spoke about staff negotiating the price down to $202.80 and gave kudos to the City Attorney, staff and Redman Consulting Group. Mayor Masiarczyk read Item 4-B and City Attorney Segal-George stated that the contract must be voted on and approved before the Commission could move forward with Resolution No. 2018-47 or else the rate does not exist. Finance Director Camille Hooper stated that the assessed rate is intended to keep the fund viable so if the contract and the contracted rates are not approved, but a lower assessment rate is approved, the City is at risk for not sustaining the cost for solid waste collections. Mayor Masiarczyk opened the meeting for public comments. Mark Donely, 2091 Nedra Avenue, Deltona, spoke about the length of the contract and he asked what the increase to his taxes would be. Mayor Masiarczyk replied the cost is going up to $202.80 and Commissioner Bradford responded that it is an increase of $28.60. Mr. Donley stated that WastePro has done a lousy job this year and that residents do not need a special truck for cardboard items. Debbie Mize, 3032 Parma Drive, Deltona, spoke about seniors not receiving a 16% increase in social security, WastePro's level of service, how WastePro has yet to pick up City of Deltona Page 3 Printed on 7/15/2019 Special City Commission Meeting Minutes July 23, 2018 her yard waste and she asked how much of the $16.90 increase goes to WastePro. City Attorney Segal-George explained that $12.35 goes to the contractor, $0.55 goes to the administration of the program in the City, $4 goes to the cost of dumping the garbage at the dump and that the processing fee for recycling is in the $12.35. Ms. Mize stated that a lot of residents do not need the increased level of service and she asked why those residents should pay more. Carl Bowman, 1141 Barbados Street, Deltona, asked if the garbage pickup could be optional and if he could take his trash to the dump himself. City Attorney Segal-George replied it is not optional. Mr. Bowman asked if the contract can change when the new Commissioners and Mayor come in. Mayor Masiarczyk explained that everything is permanent until someone changes it and the new Commissioners could change the contract, but that would be breaking the contract. Richard Bellach, 1165 South Acadian Drive, Deltona, spoke about holding off on approving the contract and the resolution until after the election, two of the Commissioners on the dais have been appointed and not elected, and the Commissioners who have not been elected should not be allowed to vote on this item. Mayor Masiarczyk closed the meeting for public comments. Motion by Commissioner Nabicht, seconded by Commissioner Bradford, to approve the solid waste contract as negotiated for solid waste collection by WastePro for a term of seven (7) years. The motion carried by the following vote: For: 7 - Commissioner Bradford, Commissioner Honaker, Commissioner McFall, Commissioner Nabicht, Commissioner Ramos, Vice Mayor Herzberg, and Mayor Masiarczyk B. Public Hearing- Resolution No. 2018-47, Establishing the Annual Rate Resolution- Solid Waste Services for FY 2018/2019, Marsha Segal-George, Assistant City Attorney, (386) 878-8872. Strategic Goal: Fiscal Issues Mayor Masiarczyk read the title of Resolution No. 2018-47 for the record. A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF DELTONA, FLORIDA, RELATING TO THE PROVISION OF SOLID WASTE SERVICES, FACILITIES AND PROGRAMS IN THE CITY OF DELTONA; ESTABLISHING THE RATE OF ASSESSMENT TO BE IMPOSED IN FISCAL YEAR 2018-2018; APPROVING THE ASSESSMENT ROLL FOR FISCAL YEAR 2018-2019; DIRECTING THAT THE ASSESSMENT ROLL BE CERTIFIED AND DELIVERED TO THE TAX COLLECTOR; AND PROVIDING AN EFFECTIVE DATE. City of Deltona Page 4 Printed on 7/15/2019 Special City Commission Meeting Minutes July 23, 2018 Mayor Masiarczyk explained that the contract allows the service to begin October 1, 2018 and the previous contract will become null and void as of the signing of this new contract. Motion by Commissioner Nabicht, seconded by Commissioner Honaker, to approve Resolution No. 2018-47, Establishing the Annual Rate Resolution for Solid Waste Assessment for FY 2018/2019 at the rate of $202.80 per Equivalent Residential Unit (ERU). Mayor Masiarczyk opened and closed the meeting to public comment. The motion carried by the following vote: For: 7 - Commissioner Bradford, Commissioner Honaker, Commissioner McFall, Commissioner Nabicht, Commissioner Ramos, Vice Mayor Herzberg, and Mayor Masiarczyk Resolution No. 2018-47 was adopted at 7:13 p.m. 5. PUBLIC FORUM: Time permitted, public comments shall be limited to items on the agenda and shall not exceed four minutes. Please be courteous and respectful of the views of others. Personal attacks on Commission members, City staff or members of the public are not allowed, and will be ruled out of order by the Mayor. Mayor Masiarczyk opened and closed the meeting for public comments. 6. CITY MANAGER COMMENTS: None. 7. ADJOURNMENT: There being no further business, the meeting adjourned at 7:13 p.m. ______________________________ John C. Masiarczyk, Sr., MAYOR ATTEST: _____________________________________ Karissa Green, ADMINISTRATIVE ASSISTANT City of Deltona Page 5 Printed on 7/15/2019