10-22-2019 - Workshop (2) COUNCIL WORKSHOP
Councilwoman Power
Councilwoman Yaney
Councilwoman O'Keefe
Councilman Conroy
Mayor Thomas
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Also Present - City Manager Glenn Irby JK
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City Clerk/Paralegal Robin Matusick
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Tuesday, October 22, 2019 � IN
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City of Edgewater
Agenda
Workshop - SOLID WASTE COLLECTION & DISPOSAL
Tuesday, October 22,2019 2:30 pm Council Chambers
We respectfully request that all electronic devices are set for no audible notification.
1. CALL TO ORDER, ROLL CALL
2. PRESENTATIONS -
a.
RESENTATIONS -a. Workshop Presentation regarding Solid Waste Collection& Disposal by Brenda Dewees,
Director of Environmental Services and Tim Hunt, Contract Consultant with Public Resources
Management Group now part of Raftelis
3. ADJOURN
Drive
iCit of Edgewater EdWwatar,FL 321V
Meeting Agenda
ED9 9GEWATER
City Council - Workshop
Mike Thomas,Mayor 5
Christine Power,District l
Kimberly Yaney,District2 b�J
Megan O'Keefe,District 3
Gary T.Conroy,District4
Tuesday,October 22, 2019 2:30 PM Council Chambers
Solid Waste(DiscussiordDirection)
We respectfully request that all electronic devices are set for no audible notification.
1. CALL TO ORDER and ROLL CALL,PLEDGE OF ALLEGIANCE,INVOCATION
2. PRESENTATIONS -
a. Workshop Presentation Regarding Solid Waste Collection and Disposal
Anaehmenta: City of Edgewater Final 2018-09-06
3. CITIZEN COMAIENTS (IF REQUESTED)
4. ADJOURN
Pursuant to Chapter 286, F.S., if an individual decides to appeal any decision made with respect to any
matter considered at a meeting or hearing, that individual will need a record of the proceedings and
will need to ensure that a verbatim record of the proceedings is made. The City does not prepare or
provide such record.
In accordance with the Americans with Disabilities Act,persons needing assistance to participate in any
of these proceedings should contact City Clerk/Paralegal Robin L. Matusick CMC, 104 N. Riverside
Drive, Edgewater, Florida, telephone number 386-424-2400 x 1102, 5 days prior to the meeting date.
If you are hearing or voice impaired, contact the relay operator at 1-800-955-8771.
Gty of Etl9eaarer Papa 1 Pnn1e4 on 1WI12019
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(IIY of
EDGEWATER
AUTOMATED SOLID WASTE COLLECTION SYSTEM
IMPLEMENTATION PLAN
Prepared by
Timothy F. Hunt Jr.
Contract Consultant
October 22, 2019
Implementation Plan for Automated Solid Waste Collection
Pre-implementation Planning
- Activities are largely done by staff prior to developing a final
implementation plan and schedule. Some activities will be on going
and evolving until final full implementation.
- For the City of Edgewater this period began in October 2018 and
the activities are mostly complete as of October 2019 with
exceptions for an ordinance and public information program.
• Visits and calls with municipalities already operating automated
collection service
— Staff visited Titusville and spoke with Lakeland and
Zephyrhills. Consultant also provided reference information
from Wellington and Kissimmee.
• Increased citizen's calls during initial startups may require
temporary telephone support.
• Staff has detailed expected savings and a rate reduction that
would be competitive in the area.
• Identify routing / reporting software. Staff has identified with
GIS compatible software that would meet projected needs.
• Revised collection schedules for a 1.1.1 service level. Staff
has determined that 4 - 10 hour days are best service option.
It leaves Wednesday for Fleet maintenance or make-up day for
Holidays.
• Capital financing has been researched by staff including
Finance Director and financial Consultant. Bond funding will
be sought with leasing as an interim method. Carts have 15
year warranties and should not require full replacement.
Whereas trucks, on average, are replaced every 10 years.
2
• Public Information input has been sought from Titusville and
other municipalities. Samples have been requested and
websites reviewed with more to be done in the schedule.
• Human Resources - pay schedules for drivers as well as job
descriptions and qualifications will need to be researched.
Expect that all employees will be trained as drivers and required
to have CDLs. Drivers are key to the success of automated
collection systems as they are "responsible" for their trucks, their
routes, and their customers.
• Carts have been researched by staff via visits to other operations
and calls to others as well as having vendors bring samples to
demonstrate. Also the City has a fenced area that can serve as
the initial cart storage, assembly, and distribution center. Will require
the vendors to supply people for this effort.
• New equipment. Staff has researched this with other users and has
had vendors bring ASLs for demonstrations and driver familiarity. Best
equipment options for the City has been determined by staff and state
contracts are available. Delivery schedules are a concern.
Implementation Plan Activities
Actual plan implementation begins with final "approval to proceed".
Critical path items such as ordering equipment and carts that have long
lead time requirements along with financing can delay a program if
decision making is not timely. There may be additional approvals
required during implementation such as financing, documents,
equipment and cart purchases, contracts, and a revised or new solid
waste ordinance.
Financial Approach
• Once the authorization to award purchase is granted confirm pricing
for carts (with assembly and distribution) and trucks,
3
• Evaluate options such as short term bonds, leasing, lease-
purchase and short term rental,
• Assess budget impacts,
• Present best options for approval.
Equipment
• Orders should be placed as quickly as possible as delivery
schedules average 6 plus months to potentially a year,
• Track orders every month to 6 weeks,
• Once equipment is received vendors should do a maintenance
shakedown with City mechanics especially with the gripper
hydraulics,
• Driver training especially with cart pick up and return critical,
• Practice route driving should be last training step.
Carts
• Place order as soon as possible as delivery is 6 - 10 weeks, depending
on where the order falls in production sequence,
• The order must specify the preferred delivery schedule and
include assembly and distribution. (There will be an extra charge
for this as it is done by a sub-contractor)
• The order should also include cart color and stencils such as City logo
(sides), white type "Garbage only" and "front street side" on lid,
serial number, if desired. This number can include month/year of
production (052020001, 0520200002, etc.) number should be on
front of cart if possible, traffic flow side otherwise.
4
• Most importantly under City logo "Property of City of Edgewater"
• Cart costs to citizens - there are two issues: one residents receive one
(1) cart (cost in the service rate). If they want another cart there
should be a one time, non-refundable fee to pay for cart use and for
the additional waste that must be collected and disposed of at the
landfill. This cart remains "Property of the City" and stays with the
property. A new owner can keep the cart but must pay the one-time
fee. Two there also should be an "exchange fee" for an exchange with
the exception of a damaged cart which would be free.
Cart Assembly and Distribution
• Should be done by crews retained through the vendor. These crews
will need street maps for delivery and they will also need the
instructions for use brochure, bag and zip tie to attach to each cart.
• An employee(s) should follow these crews to ensure proper cart
delivery with information packets
• There needs to be a small utility shed available to store, repair parts,
and tools for the carts (wheels, axels, lift bars, and lids)
Training
• Cart vendor needs to show employees how to repair wheels, lids, and
lift bars and recommend a reasonable quantity of each to purchase
with initial cart order. Also vendor should recommend a tool kit for
repairs.
• Discuss with cart vendor or options for recycling severely damaged
carts,
• Driver training previously discussed under equipment has a final step
of on-street route driving. This should involve all residential streets
and commercial customers including cul-de-sacs, backing and turning.
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• Drivers must get very familiar with the new equipment as it is bigger,
heavier and has a different turning radius than their small trucks. Once
drivers can pick up and set down carts without breaking the wheels off
or removing mail boxes they should be ready.
Data Acquisition / Analysis
• Acquire public information samples of ads, flyers, magnets, etc.
• Review online municipal ordinances for material useful for revisions to
existing City ordinance or new one.
• Continue calls to municipalities with similar collection operations as
questions arise - develop a go-to network
• Order routing software
Human Resources
• Along with other issues mentioned in pre-planning considerations must
be given to the following: "A small number of employees (10 - 12) will
be responsible for operating expensive equipment on the City's
streets, in its neighborhoods, providing a quality of service to City
customers every week. This can only be successful if they work as a
team held to high standards individually and as a group. These people
are the only City employees in contact with customers four days a
week, every week of every month throughout the year.
Solid Waste Ordinance (revised or new)
• There are ordinances available usually on-line, from most
municipalities that operate automated waste collection systems.
Titusville, Kissimmee and Lakeland have different but useful
ordinances on-line. The City should use these resources to revise or
replace the present ordinance.
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• Specific fees or rates should not be included in this ordinance if it is
expected that they might change often.
Public Information / Education
• After looking at PR materials from other municipalities, some are on-
line, one question must be answered, "How to best reach all of our
customers?" Then ask "How best to answer their questions".
• In order to inform everyone so that Q and A is mostly knowledge
based answers to the above questions, are important.
• Always keep in mind that a few public hearings, even if heavily
attended, will only reach less than 1% of your customers and likely will
not represent a reasonable cross section of the whole customer base.
None-the-less they are valuable opportunities to exchange
information.
• Once a decision is made on best methods (flyers, mailers, door-to-
door, newspapers, etc., then determine frequency, who will actually
draft the content, where to print and develop a budget.
• If public forums are to be used who will take the lead, what will be the
content, Power Point, boards, props, and again a budget.
• The final piece is the instruction brochure / flyer to be attached to each
delivered cart.
• Identify staff for a speaker's bureau if one is to be used.
• Develop a production and delivery schedule that anticipates actual
start of automated collection say by June 2020 but is flexible enough
to be months later.
An inadequate public information / education program will cause a great deal
of uncertainty and circulation of misinformation throughout the customer
base. Not all people will be satisfied no matter what is done.
Implementation Schedule
Any schedule will be subject to modification and change and many activities
will overlap. Equipment deliveries are the most unpredictable of all the
activities.
Activity Duration(Months) Estimated Completion
Council presentations As scheduled Sept—Startup 2020
Site visits/calls 2 months Sept 2019
Final Pre Plan 2 months Nov2019
Go/No Go decision Nov 2019
Capital Funding confirmed :months Nov/Dec 2019
Dec 2019 May/June 2020 or later
Equipment ordered
Carts ordered Dec 2019 By Feb 2020
Initial Routing Staff 2 months Dec 2019
Software selection and order 2—3 months Dec 2019
Software install&training 5—7-months When equipment arrives
Human Resources 2-3 months lar—Mar 2020
Public Irdormation Development 4 months By Feb 2020
Public Information Campaign Continuing Feb to start 2020
Equipment training 1-2 months May/June 2020
rt Assembly/Delivery 1 month April or May 2020
Ca
Development of Ordinance 4 months Feb 2020
Public Hearings :months April—May 2020
Start of Auto Collection - When trucks received, training complete and
carts distributed.
B