Okaloosa County BOCC — June 7, 2016 — 5-9-16 workshop minutes — reading text

May 9 , 2016 Solid Waste Services Workshop A Solid Waste Services Workshop of the Okaloosa County Board of County Commissioners was called to order at 5 : 30 p . m. at the County Administration Building in Shalimar . Members present were Charles K. Windes , Jr ., Chairman ; Carolyn Ketchel , Vice Chairman ; Nathan Boyles ; and Trey Goodwin . Also present were Gary J . Stanford , Finance Officer , Clerk ' s Office ; John Hofstad , County Administrator; and Greg Stewart , County Attorney . Commissioner Wayne Harris was not present . PUBLIC COMMENTS Mr . Dave Parisot , 11th Street in Shalimar , questioned the county ' s status on reaching recycling thresholds. He submitted a handout of his research on the Florida Department of Environmental Protection ' s (FDEP) website regarding Okaloosa County ' s recycling percentages for the past five years. Mr . Parisot stated Okaloosa County ranks #44 out of Florida ' s 67 counties in recycling. His paper presented his opinion of the areas in which the county ' s has failed to recycle and opined what may happen if Okaloosa County is unable to meet the FDEP requirements . Mr. George Barrow , Mooney Road in Fort Walton Beach , also presented a written commentary regarding specific areas to "fix " the proposed Request for Proposals (RFP) for Solid Waste Services . He noted that he spoke to the Board on this issue at its April 5 meeting in Crestview. Mr . Barrow said this handout is the same as previously distributed at t h at earlier meeting . He stated his only other comment will be to keep in mind that garbage can get very ripe in the August heat especially if it is only picked up once per week . PRESENTATION Mr . Jason Autrey , Public Works Director , stated he is joined by Jim Reece (Recycling Division) and Scott Henson (Environmental Division) of the Public Works Department and Chuck Mcclendon , consultant with the HOR Engineering . He said the goal of tonight ' s workshop is to address and discuss various elements of the RFP and then incorporate them into a revised RFP to be brought back to the Board for consideration . May 9 , 2016 -1- Minute Book 74 , Page222 Okaloosa County Board of County Commissioners Mr . Autrey said the first component to be discussed is the level of service . He stated currently it is 2-1-1 service (two pickups of trash , one pickup of recyclables , and one pickup of yard waste per week) using a 96-gallon cart for trash and an 18- gallon bin for recyclables . Mr . Autrey noted there has been discussion of going to a 1-1-1 program for pickup and said if that is the direction the Board considers , he recommends use of a 96-gallon cart for trash and a 96-gallon cart for recyclables . He underscored the fact that a 2-1-1 program involves more route running and will cost more . Mr . Goodwin stated he favors the 2-1-1 option . He was of the opinion if you make it too difficult (i . e . sorting trash from recyclables or yard waste) , people will not do it and it may wind up somewhere it is not wanted . Mr . Goodwin said some residents like the large 96-gallon carts while others do not . He shared the sentiment of an earlier speaker about retaining food in a trash container for seven days in August . Mr . Autrey explained a different means of collection (different type trucks) is used for the 18-gallon bin than the 96-gallon cart . He stressed a base line must be established and discouraged use of the 18-gallon bin and 96-gallon cart in the same model . Mr . Autrey suggested the 96-gallon cart with an option for the customer to request the smaller bin. Mr . Goodwin responded that Mr . Autrey ' s explanation makes sense . Mr . Autrey said another discussion is whether or not to recycle . He pointed out that no one knows what the State will do if a county does not meet the State recycling goals . However , he feels it is better to have some type of recycling program rather none at all. Mr . Autrey told the Board there are also 64 - gallon and 48-gallon carts which could be used for recyclables , saying the same type truck which is used for the 96-gallon trash carts would pick up the smaller carts . He said this will be an educational process and added if a household has more trash than will fit in one container for a weekly pickup , that family could request a second trash can and it would be made available at an additional cost . Mr . Boyles stated 2-1-1 versus 1-1-1 is the end product and he thinks the commissioners should talk about the Poquito Bayou pilot study for 1-1-1 service and learn how the residents felt about it if that information is available . Secondly , he said recyclables are a commodities program. Mr . Boyles stated there May 9 , 2016 -2- Minute Book 74 , Page 223 Okaloosa County Board of County Commissioners may be issues and fluctuations in the market for recyclables which will alter costs in the future . Mrs . Ketchel stated Mr . Parisot made comments about not meeting the recycling goals and asked why we would get larger carts if the smaller bins are not being used . She referred to Mr. Boyles ' comments on the commodities market and asked " Where are we going with recyclables? No one wants it ." In answer to Mr . Boyles ' first question , Mr . Autrey stated there were approximately 2 , 500 homes in t h e Poquito Bayou pilot program. The survey conducted after the pilot program ended showed that 80 % favored the 1-1-1 option . Upon inquiry by Mrs . Ketchel , Mr . Autrey replied that he does not have information regarding how many homeowners participated in the survey . With regard to the market for recyclables , Mr . Autrey stated that it has become sluggish . He shared a story of a Dirty Murph operation in Montgomery which , because of a falling market and losing money , resorted to landfilling everything . (NOTE : Dirty Murph refers to a recycling center which accepts all waste and sorts it . ) Mr . Autrey stated the waste must be deposited somewhere , either in a landfill or a recycling center . Upon inquiry by Mr . Boyles , Mr . Autrey stated currently the recyclables are transported to Atlanta and the cost is $110 per ton. Mr . Autrey asked the commissioners to provide direction on whether to advertise for 2-1-1 service , 1-1-1 service , or both and use of the 96-gallon cart . Mr . Boyles stated it would be helpful to have information for two or three years out (regarding the market) because we will be committing to a capital investment over a period of years . Mr . Mcclendon stated in the short term he cannot predict the commodities will increase , clarifying he said he does not see a radical improvement . He stated you must decide what you want to do with the recyclables . Mr . Mcclendon said if a county does not encourage recycling , there is a chance FDEP could fine that county . Mr. Autrey reiterated his position is that it is better to try to do something than do nothing . Mrs . Ketchel asked if there is an option to use 48-gallon carts for recycling and 96-gallon carts for trash. Mr . Boyles commented it would be helpful to know the difference in costs May 9 , 2016 -3- Minute Book 74 , Page 224 Okaloosa County Board of County Commissioners for the different si z es of carts . In the discussion about the sizes of carts , Mr . Autrey said the size choice is a matter of what a person is capable of moving . At the request of Mr . Goodwin , Mr . Autrey explained the different types of trucks used to pick up the wheeled carts and the small bins . Mr . Boyles asked if the base service is 1-1-1 and a customer finds he needs an additional pickup , is there an option to pay for a second trip . Mr . Autrey answered the option may be a second trip or a second can . Mr . Mcclendon recommended a second can . Mr . Autrey stated the next subject to address is regarding a site for depositing recyclables . Last month an option was presented for a specific location which was ECUA (Escambia County Utilities Authority) . He advised that ECUA currently has the slab poured and the trusses are going up on the new facility. Mr . Autrey said the ECUA facility will be the closest site for recycling . He said the next site is Tallahassee but they are not accepting any loads at this time . After that it is Atlanta or Tampa . Mr . Autrey said ECUA has proposed an interlocal agreement with Okaloosa County . He briefly explained some of the terms , saying they will be offering the lowest price per ton . There are indications the county might be able to break even or receive credits . Mr . Autrey reported ECUA will only enter into an inter loca l agreement with a governmental entity and will not deal with private haulers at this time . He asked the Board how we are to move forward with this proposal . Mr . Boyles responded by saying he likes the idea of an inter local with ECUA and believes that should be done before issuing a RFP for solid waste services . He asked what will happen if they operate the facility for only 18 months and then shut down and stated he does not want to be at the mercy of the hauler with a contract amendment . Mr . Autrey replied the draft interlocal agreement has been forwarded to the Legal Department . He agreed that corning to terms with ECUA should be done before issuance of the RFP . Mr . Autrey stated we , however , need an " out clause " if it gets to be too expensive . Mr . Goodwin asked for a comparison of the ECUA proposal and the current cost structure on recycling . Mr . Autrey complied and May 9 , 2016 -4- Minute Book 74 , Page 225 Okaloosa County Board of County Commissioners noted that he backed into a five-year comparison of proposed ECUA costs and found that Okaloosa County would have broken even or done better in 57 out of 60 months . Mr . Goodwin said that provides him with a better picture . He then asked why ECUA is doing this . Mr . Mcclendon answered ECUA is in a bind and tired of private elements controlling their destiny . By building its own facility , he said ECUA can dictate efficiencies. Mr . Mcclendon added this region needs a recycling facility . Upon inquiry by Mr . Boyles , Mr . Stewart stated ECUA was created by the Legislature as an independent district. Upon further inquiry regarding the relationship between ECUA and Escambia County , Mr . Mcclendon stated ECUA provides the trucks and Escambia County owns the landfill . Mr . Boyles noted it is important to know what this entity is , saying they operate like a business and Okaloosa County would be a revenue stream for them. He said ECUA either wants or needs Okaloosa ' s flows to make this business viable . Mr . Boyles viewed this as a business negotiation . Mr . Windes was of the opinion the interlocal agreement with ECUA should be pursued but it seems the " out clause" is a sticking point . Mr . Mcclendon asked if the Board is saying a provision should be " baked into the cake " to allow Okaloosa to get out if the commodities drop below a certain point . When asked about the draft proposal , Mr. Autrey stated it has been referred to the Legal Department . A number of questions were posed about the terms of the agreement including minimal tonnage , maximum caps , and penalties . Mr . Stewart said the agreement is intended to be an ex cl usi ve arrangement , stressing it is only a preliminary draft . He explained certain parts of the document have been identified as target areas for negotiation . Mr . Stewart told the commissioners that staff wanted to wait until after the workshop to learn the Board ' s position before going forward with the