City Council

CITY OF LACONIA - CITY COUNCIL SUBCOMMITTEE MEETING Public Works Subcommittee May 6, 2021 4:00 P.M. 5/6/2021 - Minutes 1. CALL TO ORDER Chairman Haynes called the meeting to order at the above date and time. 2. SALUTE TO THE FLAG 3. RECORDING SECRETARY Cheryl Hebert, City Clerk 4. ROLL CALL City Clerk Hebert took a roll call vote with the following Councilors in attendance: Councilor Soucy, Councilor Haynes, Councilor Felch. Chairman Haynes noted all three members were present and a quorum has been established. 5. STAFF IN ATTENDANCE Scott Myers, City Manager Glenn Smith, Finance Director 6. PUBLIC WORKS (Haynes (Chair), Felch, Soucy) 6.A. Discussion for converting from a manual to an automated solid waste curbside collection service Department of Public Works Director Anderson outlined some of the options that the City has. The contract with Casella expires on September 30, 2022. The Concord Coop's contract with the incinerator expires on December 31, 2022. Director Anderson explained the City should expect a significant increase in costs if it chooses to maintain the status quo on curbside collection. He also explained for both manual and automated collection, the fee is based on the number of stops. Bids were received on the City's request for Proposals for automated curbside collection on March 5, 2021. Only two firms submitted bids, Casella and Waste Management. Casella was the lower bidder. After a review of Casella's proposal, it was determined the City will not generate any savings to pay for purchasing solid waste containers if the City converts to an automated collection system. The lack of savings is due to: amortization of the new automated trucks over the 5-year term of the contract negates any savings from converting from manual to automated, the continued need to provide manual collection for City streetscape and parks containers, continued need to provide manual collection for some City streets (because of size), and the impact of the number of multiple can stops associated with businesses and larger apartment/condo complexes. (each trash can counts as a stop) The current monthly collection costs for manual trash is $35,750 and effective October 1, 2022 the automated collection contract would be $45,500. Recycling is $15,834 currently and will be $17,834. Casella and the City must agree to the fees for the first extension year by May 1, 2021, if the two parties cannot agree the City has two options: Accept Casella's bid for automated collection, or advertise for bids for manual collection to determine if it will be less expensive to continue manual collection. $17,834. Casella and the City must agree to the fees for the first extension year by May 1, 2021, if the two parties cannot agree the City has two options: Accept Casella's bid for automated collection, or advertise for bids for manual collection to determine if it will be less expensive to continue manual collection. Discussion was had in regards to the twice a week pick up in the Weirs, collection of businesses trash, and the recycling costs. Discussion was also had about a pay-as-you throw system, the increase in stops, and the cost of providing bins to all residents. City Manager Myers also explained that year's ago recycling was cost effective. Now, China is not taking it, and it costs more to recycle. He also explained that there is nowhere in the State that takes glass and that is why the City Manager started using the "Glass is Trash" phrase. Conversations happened if recycling should stop, but City Manager Myers does not think that is a good idea or a good look for the City. DPW Director Anderson stated the City is paying $60 per ton to dispose of recycling. DPW Director Anderson explained the timeline for decisions needed from the Council. He would need a firm decision no later than January of 2022. Councilor Haynes thinks the biggest challenge they will face from residents is that they will say "I pay taxes." City Manager Myers explained that is where the pay-as-you throw would come into play as trash collection could be considered a utility like water and sewer. The more you use the more you pay. City Manager Myers explained one item that has seemed to work pretty well is the bulky item stickers. Residents can purchase a $6.00 sticker and place a larger sized item curbside to be picked up with their weekly trash. This is why some communities utilize the pay-as-you throw program. Councilor Soucy thinks commercial properties should be disposing of their own trash and he also does not agree with the Weirs getting pick up twice a week. DPW Director Anderson is trying to finalize the incinerator details within seven or eight months in order to be ready before the next fiscal year. City Manager Myers explained with the incinerator, there needs to be a guaranteed amount going to the incinerator regionally in order for it to be worth it for them. DPW Director Anderson explained to the Committee, there are two major decisions that need to be made: Which system does the City want to use to collect? What will help reduce costs? (limit the number of pickups, who gets the service, etc.) Councilor Haynes has an issue with the automated system because of the initial start up costs and the streets that can't use that system. Director Anderson stated after having a conversation with Casella, they could have a fully automated truck and a partial automated truck, which could also support other local communities. Director Anderson also explained if the City pays for the barrels for each resident, it would cost around $600,000. Councilor Haynes questioned why trash is being picked up for people that live on private roads. City Manager Myers explained some of those residents are choosing to bring their trash out to the public road for us to pick up. Councilor's Soucy and Haynes do not agree with that. Councilor Felch understands that they are a private road and they are responsible for their own maintenance but they are paying taxes for trash removal. Discussion was had about the businesses and residences in the downtown area. Councilor Haynes asked if there was consensus from the Committee to look at both services? Councilor Soucy and Councilor Haynes are not in favor with automation. Councilor Felch could go either way. City Manager Myers would like too see a discussion happen with Belmont and a joint bid be put out. Maybe there could be some cost savings there.  Councilor Haynes asked if there was consensus from the Committee to look at both services? Councilor Soucy and Councilor Haynes are not in favor with automation. Councilor Felch could go either way. City Manager Myers would like too see a discussion happen with Belmont and a joint bid be put out. Maybe there could be some cost savings there. A meeting date will be announced once more information is put together. 7. Any other business that may come before the Committee 8. ADJOURNMENT With no further business to come before the Committee and hearing no objection Chairman Haynes adjourned the meeting at 5:05 pm. Respectfully submitted Cheryl Hebert, City Clerk