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2018 04-25 Solid Waste Advisory Commission Meeting – April 25, 2018. Page 1 of 1 All Materials presented at public meetings shall become property of the City of Meridian. Anyone desiring accommodation for disabilities related to documents and/or hearings, please contact the City Clerk’s Office at 888-4433 at least 48 hours prior to the public meeting. A CITY OF MERIDIAN SOLID WASTE ADVISORY COMMISSION REGULAR MEETING AGENDA Wednesday, April 25, 2018 4:00 P.M. – 5:00 P.M. Meridian City Hall, Council Chambers 33 East Broadway Avenue Meridian, Idaho 208-888-4433 1. Call to Order 2. Roll-call Attendance: A. Voting Members __ Cheryl Caldwell __ Megan Larsen Mark Nelson __ Andrea Pogue Steve Cory __ J. Scott Walters Karie Glenn __ Victoriah Madrigal, youth member __ Dave Neal B. Ex Officio Members __Genesis Milam __ Rachele Klein (Republic Services) 3. Approval of the Agenda: 4. Approval of Minutes: February 28, 2018 and March 28, 2018 5. Old Business A. Community Recycling Fund (1) FY18 SWAC CRFP Catalpa Bench Project - Update (2) May 5th Recycle a Bicycle Event- Update (CC and RK) (3) DOW Chemical “Orange Bag Program” – Update (AP/SC) B. Residential Recycling Program (1) May 5th Trash or Treasure Event – Update (Brett Baranco) (2) Recycling Options – Staff Update 6. New Business A. Ada SWAC Meeting on Recycling Program Options - Update (SC) B. Ada County Open Meeting on Recycling Program Options; Survey results - Update 7. Next Meeting: May 23, 2018 8. Adjournment City of Meridian Solid Waste Advisory Commission A CITY OF MERIDIAN SOLID WASTE ADVISORY COMMISSION REGULAR MEETING MINUTES 1. Call to Order 4:02p.m. 2. Roll -call Attendance: A. Voting Members X Cheryl Caldwell X Mark Nelson X Steve Cory X Karie Glenn O Dave Neal B. Ex Officio Members X Genesis Milam Wednesday, April 25, 2018 X Megan Larsen X Andrea Pogue X J. Scott Walters X Victoriah Madrigal, youth member X Rachele Klein (Republic Services) 3. Approval of the Agenda: Motion by Commissioner Larsen to approve the agenda as published. Seconded by Commissioner Glenn. All ayes, motion carried. 4. Approval of Minutes: February 28, 2018 and March 28, 2018 Minutes for February 28"' and March 28"' require edits and were not approved at this meeting. 5. Old Business A. Community Recycling Fund (1) FY18 SWAC CRFP Catalpa Bench Project—Update Tabled to May meeting (2) May 5"' Recycle a Bicycle Event- Update (CC and RK) Cheryl and Rachele essentially have bikes selected, repairs being made, and will be getting together Friday 4/28/18 for some final details. They received 30 (+1 last minute) applications, which are mostly children. Window is now closed. All appears to be in order for the May 5"' event. (3) DOW Chemical "Orange Bag Program" — Update (AP/SC) Andrea reports that at last word Catherine with Boise states that the MOU is still in legal for review. This MOU will provide program specifics and guidelines for those municipalities that are trying to participate in the Orange Bag program under City of Boise's "umbrella." Andrea provided a tentative schedule for information sharing, citizen notification, online registration, etc. Solid Waste Advisory Commission Meeting — April 25, 2018. Page 1 of 1 All Materials presented at public meetings shall become property of the City of Meridian. Anyone desiring accommodation for disabilities related to documents and/or hearings, Please contact the City Clerk's Office at 888-4433 at least 48 hours prior to the public meeting. B. Residential Recycling Program (1) May 5"' Trash or Treasure Event — Update (Brett Baranco) Event planning, coordination, communication is well underway. HOA's have been contacted and will be receiving more reminders with the next week. Banners will be placed on May 2nd. To date 127 views of the Video that was created. Subdivisions involved: Burney Glen, Havasu Creek, Hunters Point, Bear Creek and Shepard's Creek Survey will be sent out on May 71n (2) Recycling Options — Staff Update Andrea provided update to SWAC regarding communication efforts. Staff had submitted a list of questions to Republic regarding the program and the franchise agreement; MRF operations information; glass recycling and composting. To date; responses have not been received. Therefore staff is unable to provide a recommendation to SWAC at this time. Chair Cory called Rachele to the podium. Rachele did have answers to the program questions. Some time was spent going over the responses with additional questions being asked. Rachele will provide the official response to Andrea for distribution not only to SWAC commissions but to staff as well. No action taken at this time, due to commitment for staff to review, and discuss further with Republic and come back with a recommendation to SWAC for next steps. 6. New Business A. Ada SWAC Meeting on Recycling Program Options - Update (SC) B. Ada County Open Meeting on Recycling Program Options; Survey results - Update A & B appeared to be combined in Commissioner Cory's update. Ada Co SWAC held a special meeting today. Survey for unincorporated Ada County is coming in at approximately 50% keep and just of 40% to stop recycling. While no formal decision has been made, the general consensus is to keep it for now. Dave Neal did state in the Ada SWAC meeting that with a reimbursement from the enterprise fund, there would not be a need for a rate hike. 7. Next Meeting: May 23, 2018 Event Updates — Recycle a Bicycle and Trash to Treasure Event Coordination — Public Works Week June 7d' MCRF Funds — Catalpa Bench update and other considerations 8. Adjournment 5:37 p.m. (AUDIO RECORDING OF THESE PROCEEDINGS ON FILE) APPRO D: — _p( 1r�4 „ ! �CD1i ABED AUCUSTl STEVE CORY, CH IR DA, Go �9 ATT 2 oW ~( City of C. Coles, CLERK E IDIAN�-- SFAL ti Solid Waste Advisory Commission Meeting — April 25, 20 1 All Materials presented at public meetings shall become property of the City of Meridian. Anyone desiring accommodation for disabilities related to documents and/or hearings, Please contact the City Clerk's Office at 888-4433 at least 48 hours prior to the public meeting. City of Meridian W .., E IDIAN�=:­_� Cl Solid x IL AF10 Advisory Commission d Questions in response to Republic Services' March 9, 2018 letter to Mayor DeWeerd Re: Recycling Program Modification Options Resulting from Impacts on Export Recycling Markets: 1. Please provide the contractual basis for Republic Services request to shift the processing costs of Meridian's residential recycling program, including net costs, from Republic Services to Meridian households. 2. Provide the validating data to support the dollar values in each of the options. a. What services are being covered by each value in the options? Please identify each service and the percentage share of each. 3. Republic Services notes a negative financial impact to their operation. What financial cost is Republic Services experiencing per month for Meridian's portion of the recycling effort? a. Provide the correlative data including number of recycling accounts, number of tons collected in Meridian, and the revenue and costs of processing materials (costs for both FY'18 YTD and for FY'17). 4. The dollar price values presented in the letter have changed since Republic Services mentioned this item at the February 28 Meridian SWAC meeting, a. Provide the financial data that illustrates the change in pricing options. b. To what are these price changes due? I. What percentage of the price changes are attributed to each service element? ii. Provide the history of price changes and requests that Western Recycling ("Western") has implemented with Republic Services. 5. Please explain the difference between (and details of each) options #1 and #2? a. What is the perceived advantage of either given that all material from Treasure Valley locations is commingled on the floor at the MRF? 6. Please explain how these proposed price increases would impact the Meridian Community Recycling Fund Program and related residential recycling financial agreement (Republic Services covers 100% of the net cost; returns 80% of net profit from revenue to CRFP)? 7. Why is the proposed cost savings only $1 if Meridian were to suspend the recycling program, when the cost to implement was initially $3.36/household/month? a. Provide the correlative data including # of recycling accounts, number of tons collected in Meridian, and the costs of collecting, processing, disposing, marketing, and selling materials (costs for both current quarter and for FY '17), number of tons that will now be diverted to landfill, number of required increased loads to landfill, etc. 8. Meridian requested that Republic Services reach out to Western to understand Western's current business model and potential upgrades or operational changes they can implement to improve the quantity and quality of recoverable materials. What is the status of this request? a. Has a request been made by Republic Services to Western? Please provide a copy of what was requested. b. What response has Western provided? Please provide a copy of Western's response when provided. c. Has the Republic Service -Western contract (for delivery of Meridian's residential recyclables to the MRF) ever been updated or renegotiated? If so, please provide copies and/or details. d. Has Republic Services evaluated the benefits/costs of negating the contract with Western regarding Meridian's recyclables (given current negative changes in global markets)? e. If not, please do so now and provide the results of that analysis. 9. Please verify how Meridian's current recycle stream (with plastics #3-7 removed) is protected from contamination at Western's facility & contamination charges from Western. a. Please verify how Meridian's future recycling streams would be protected from contamination at Western's facility & contamination charges from Western if Meridian selected option #1, but other local cities select option #2 yet all material is commingled together at MRF? 10. Should Meridian choose to halt its recycling program will Republic honor the pilot OrangeBag program for participating households until their supply of bags is depleted? 11. Locally in the Treasure Valley, what decisions has each other city made? a. If they haven't yet, where are they in the process? 12. Verify where current Meridian recycle material is going, and where future markets are that will receive material? Are they being recycled? What is commitment by MRF that they will continue to do so? How is notification provided if materials are not being recycled due to financial losses? 13. Please explain why there is a proposed increase in recycling collection rates when the letter states that processing and market shipping costs are increasing and additionally, less material is being processed. 14. How quickly could Republic Services make up the proposed rate increases in options 1-3, given COMPASS growth estimates and a near 90% solid waste volume to housing start correlation? 15. What threshold and range is Republic Services willing to consider for options #1-3 to protect Meridian account holders from extreme swings in market pricing and costs if rates stated are to be "re-evaluated annually"? Does this include the willingness to lower rates when commodity markets are favorable? Does this include the willingness to return net profit from revenues to Meridian CRFP? Have these other options been vetted for Meridian's recycling program: 16. Would Republic Services offer and manage a fee-f�r-service subscripts of sed program if Meridian decides to suspend recycling services through their utility? ` �� 17. How many franchise agreements does Republic Services have nationally? a. What other options have been offered to these franchisees? b. How many have chosen to stop recycling? 18. Can Republic reduce the recycling collection service from every two weeks to once every month and make up these costs? If not, why? 19. What would be the cost to have Meridian's material go to a MRF that has an optical sorter? a. Include the impacts of each recycling service cost element. b. Include estimates with and without the Republic Services -Western contract. 20. If any of these options have not been evaluated, please provide a pro -forma cost analysis for these options, individually. Thank you. Andrea Pogue From: Andrea Pogue Sent: Tuesday, March 20, 2018 4:03 PM To: RKLEIN RKLEIN Cc: Steve Cory Subject: Re: MRF Operations Attachments: Letter re MRF operations.pdf Hi Rachele, Last one for today, I promise O. Thanks. Andrea City of Memauryi Solid Waste Advisory Commission March 20, 2018 Mrs. Rachele Klein Business Development Manager Republic Services 2130 W Franklin Rd, Meridian, ID 83642 Re: MRF operations Dear Rachele, As part of SWAC's research efforts to learn more about the changing conditions and rising costs of recycling programs, the Commission believes that a collaborative municipal effort to find alternative and economically feasible approaches to collecting, sorting, shipping and marketing recyclable material is in the best interest of the citizens of the Treasure Valley. Boise is reporting its research indicates that other regional MRFs have lower processing costs and are able to achieve higher commodity values than the local MRF, This is consistent with SWAC's findings from a similar study conducted several years ago. This disparity along with ever spiraling costs makes it imperative to learn more about Western Recycling's current MRF business model and operations to determine what, if any, potential upgrades, or operational changes the company could implement to improve the quantity and quality of recoverable materials, costs, and marketing efforts so as to provide more competitive MRF levels and costs of services. As Republic Services is in contract with Western Recycling to deliver Meridian's residential recycling stream to the local MRF, SWAG requests that an audit be initiated to procure the following information by June 1, 2018 to allow Meridian the opportunity to better understand the MRF's costs and marketing of recyclable material. It is also imperative to determine whether or not the current fate of both shipped mixed paper and plastic materials from the MRF is to out-of-state landfills not viable end markets. The audit should request the following information be provided: Provide details of current cost structure, including capitol investment, processing costs in detail, shipping, marketing and management costs; Provide a formai and thorough technology and cost review, with recommendations on facility improvements; o This will include consideration of technological upgrades and impacts on capitol costs, operations and maintenance changes, and anticipated or potential commodity value changes, o The evaluation will also identify Implications of new technologies on processing costs on a per ton basis. Moving forward SWAC as well as otherlocal municipalities request ongoing MRF performance Intormation: o Monthly reporting on source of materials, costs, commodity amounts, amount of trash disposed, commodity values and where each material is sold; o Financial commitment to assist local communities with education and outreach efforts to improve commodity values and decrease trash; o As newtechnologles are available, Western Recycling will consider their efficacy and provide an evaluation to the cities on an ongoing basis. o As a partner, Western will ensure program success for alternative collection efforts such as the Hefty EnergyBag program and will provide required data and program reports as requested by participating cities. o Meet at least twice each year with community representatives to review recyclable material collection programs, operational Issues, and opportunities for technology or process improvements to ensure the maximum value is achieved In the collection, processing, and marketing of recyclable materials, SWAG looks forward to working with local municipalities, Republic Services, and Western Republic to better understand the current costs of services and to determine future direction for the cost efficient management of recyclable materials. Please let me know when you are ready to present the requested information to SWAG so that I can add It to the Commission's first available Agenda, Sincerely, ,VVAP( /0 An rea M, Pogue Deputy City Attorney City of Meridian I City Attorneys Office 33 E. Broadway Ave,, Meridian, Idaho 83642 Phone: 208-898-5506 DIAN,, Built for Business, Designed for Living Andrea Pogue From: Andrea Pogue Sent: Tuesday, March 20, 2018 10:53 AM To: RKLEIN RKLEIN Cc: Steve Cory Subject: Meridian SWAC: Request Pro Forma for a Glass Recycling Subscription Program Attachments: Letter Requesting Glass Recycling Pro Forma.pdf Hello Rachele, Here is the letter you requested SWAC issue requesting a pro forma for a glass recycling subscription program. Thank you for finding this exciting opportunity for Meridan. Sincerely, Andrea M. Pogue Deputy City Attorney City of Meridian I City Attorney's Office 33 E. Broadway Ave., Meridian, Idaho 83642 Phone: 208-898-5506 I tIAM,— Built for Business, Designed for Living All e-mail messages sent to or received by City of Meridian e-mail accounts are subject to the Idaho law, in regards to both release and retention, and may be released upon request, unless exempt from disclosure by law City of Neridlan Solid Waste - �Iid Advisory Commission 12 March 20, 2018 Mrs, Rachele Klein Business Development Manager Republic Services 2130 W Franklin Rd, Meridian, ID 83642 Re: Glass Recycling Dear Rachele, Thank you for your February 28, 2018 presentation to SWAC on glass recycling. The Commission is excited about the possibility of creating a feasible subscription glass recycling program here in Meridian based on an offer to cover shipping costs from a Utah glass recycler to better serve its fiberglass end market. As requested by SWC, i am writing to request from Republic Services a pro forma on all relevant details and costs related to the proposed glass recycling subscription program. Please let me know when you are ready to present it to SWAC so that I can add it to the Commission's first available Agenda. Sincerely, Andrea M. Pogue Deputy City Attorney City of Meridian I City Attorney's Office 133 E. Broadway Ave., Meridian, Idaho 83642 Phone: 208-898-5506 Built far Business, Designed far Living All email messages sent to or received by City of Meridian e-mail accounts are subject to the Idaho law, in regards to both release and retention, and may be released upon request, unless exempt from disclosure by low Andrea Pogue =rom: Andrea Pogue Sent: Tuesday, March 20, 2018 11:28 AM To: RKLEIN RKLEIN Cc: Steve Cory Subject: Meridian SWAC: Request for Compost Program Pro Forma Attachments: Letter Requesting Compost Program Pro Forma.pdf Hello Rachele, Here is the letter you asked SWAC to issue requesting a pro forma for a compost subscription program. Sincerely, Andrea M. Pogue Deputy City Attorney City of Meridian I City Attorney's Office 33 E. Broadway Ave., Meridian, Idaho 83642 Phone: 208-898-5506 Built for Business, Designed for Living All e-mail messages sent to or received by City of Meridian e-mail accounts are subject to the Idaho law, in regards to both release and retention, and may be released upon request, unless exempt from disclosure by law