City Commission Workshop Meeting

APPROVED: 11/20/2014 City Hall City of Eustis, Florida 10 North Grove Street Post Office Drawer 68 Eustis, FL 32727-0068 Meeting Minutes - Final* City Commission Workshop Thursday, November 6, 2014 6:30PM City Hall CALL TO ORDER: Mayor Bob ACKNOWLEDGEMENT OF QUORUM AND PROPER NOTICE Present: 5- Linda Bob; Albert Eckian ; Michael Holland; Karen LeHeup-Smith; and Kress Muenzmay I. Workshop Item 14250 Waste Management Workshop Jim Myers, Finance Director, explained the City had previously been informed by WMI they were seeking an RRI adjustment of 2.34%. He introduced Doug McCoy, District Manager, and Janie Coleman, Marketing Manager for Public Sector Solutions. Ms. Coleman noted Chris Beck and Larry Delebetto were also in attendance. She provided a review of the status of the City's solid waste and Recyclebank programs. She explained the possible changes that could be made to reduce costs including combining the yard trash pickup with household garage which would reduce the monthly rate to $14.85. She reported that continuing the Recyclebank program would increase the cost by $0.37 per month per household. She emphasized that combining the yard waste and garbage in the same truck would not affect the residents in any way. She explained that the cost free Recyclebank program had ended but the City could continue the program at a cost. II. Commission Discussion The Commission asked for an explanation of "dollars saved" and "co-spend". Ms. Coleman explained that the dollars saved reflects goods and services purchased with recycling points by the residents and the co-spend is additional money spent by the residents when redeeming their coupons. The Commission then asked if they have comparative figures with Ms. Coleman noting other local cities are Umatilla, Tavares and Mount Dora with some having higher and some lower results. They then asked the number of residents participating in the program with Mr. Myers indicating 22.2% of the 1300 homes have participated. The Commission then questioned what percentage of their operating cost is related to fuel and noting the recent reduction in gas prices. They asked that, if the low gas rates continue if there a way to get an adjustment for that. Mr. Myers explained that if the gas rates stay low it will affect next year's RRI. He further explained the adjustment is based on the previous year's costs and noted that the contract provides for it to be adjusted annually. The Commission discussed the following issues: 1) the need for cans to be picked up from beside homes; 2) participation in the recycle bank and the ability for participants to still be able to cash in accumulated points; 3) the need to keep the garbage cost as low as possible; 4) the high cost to continue the recycle bank program; 5) the amount of time necessary to measure stacks of yard trash, mark them and then not pick them up; 6) the need for fuel savings to be passed on to the City; and 7) the promised use of compressed natural gas vehicles. City of Eustis, Florida Page 1 Printed on 1111412014 City Commission Workshop Meeting Minutes - Final November 6, 2014 Doug McCoy responded first about the Recyclebank program stating that most communities experience higher participation if they have Recyclebank; however, Waste Management is fine if the City does not choose to continue the program. He promised that City participants will have a year to use any accumulated points and indicated they would undertake an education program regarding the end of the program. He indicated that omitting the program should not affect the City's recycling volume. He then explained the RRI adjustment and stated that fuel costs comprise approximately 12% of their total operating costs. Regarding the compressed natural gas vehicles, he explained that the area is a secondary market. He stated they are in line to get the CNG vehicles but it may be 201512016 before they are received. He indicated that he would discuss the City's comments with his superiors. Mayor Bob left the room at 7:45p.m. and returned at 7:46p.m. III. Public Input -None IV. Commission Direction Mr Myers asked for a consensus from the Commission regarding the combining of the yard waste and garbage and continuation or not of the Recyclebank. CONSENSUS: It was a consensus of the Commission for the yard trash and household garbage to be combined and to discontinue the Recyclebank program. Mr Myers confirmed that a revised agreement and resolution would be brought back for consideration, probably at the first meeting in December Mr McCoy explained the tagging of large items and yard waste. He stated the sign is posted to tag the item or yard waste for the claw truck to pick up. He further explained the related safety issues and stated that the tag is to let the customer know they will be back with the claw truck. He agreed if the yard waste is close to the parameters and not overly heavy it should be picked up. V. Adjournment-7:53p.m. City C lerk Mayor/Commissioner *These minutes reflect the actions taken and portions of the discussion during the meeting. To review the entire discussion concerning any agenda item, go to www.eustis.org and click on the video for the meeting in question. A DVD of the entire meeting or CD of the entire audio recording or verbatim transcript of the meeting can be obtained from the office of the City Clerk for a fee. City of Eustis, Florida Page2 Printed on 1111412014