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HomeMy WebLinkAbout2022/06/21 - Minutes June 21, 2022 CITY OF RANCHO CUCAMONGA I PUBLIC WORKS SUBCOMMITTEE MEETING MINUTES A. CALL TO ORDER—RAINS CONFERENCE ROOM A special meeting of the Rancho Cucamonga Public Works Subcommittee was held on Tuesday, June 21, 2022, in the Rains Conference Room of the Rancho Cucamonga City Hall located at 10500 Civic Center Drive, Rancho Cucamonga, California, Mayor Pro Tem Lynne B. Kennedy, and Council Member Ryan A. Hutchison called the meeting to order at 5:00 p.m. Al. Roll Call: Present Council Members: Mayor Pro Tern Lynne B. Kennedy, and Council Member Ryan A. Hutchison. Staff Present: Jason Welday, Director of Engineering Services/City Engineer; Linda Ceballos, Environmental Programs Manager; Marissa Ostos, Management Analyst I; and Scott Rapp, Environmental Programs Coordinator. Public: Michael Arreguin, Burrtec Waste Industries. B. PUBLIC COMMUNICATIONS B1. No public communications were made. C. ITEM(S) FOR DISCUSSION C1. Approve and File Minutes of September 15, 2021. Councilmember Ryan A. Hutchison motions for approval and Mayor Pro Tern Kennedy seconds approval of previous meeting minutes. C2. Review Biennial Franchise Waste Hauler Report, Completed in Accordance with the City's Franchise Waste Hauler Agreement. Linda Ceballos stated per the agreement, the audit is conducted every 2 years. She said the process started September 2021 and was completed May 2022. Burrtec was found to be in accordance to billing and to the current rate schedule. Noted: Discrepancy- instead of 72 cents, it should be 73 cents and the discrepancy will be corrected. Payments to the City were found to be accurate. Consultant recommends a route audit which is currently being conducted. It was decided to align the period for the route audit with the SB1383 route review requirements, which are occurring at this time. She proposes the sub-committee receive and file this final report. Councilmembers found the report to be satisfactory. No approval required. Received and filed. C3. Review and Provide Feedback on Proposed Franchise Agreement Amendment, and Rate Adjustment Request related to Senate Bill 1383. Jason Welday stated SB 1383 has imposed a number of requirements from local agencies with respect to organic waste and how it is collected and processed. Linda Ceballos and her team provided a presentation on the work they have been doing on the proposed amendment with Burttec and other changes related to it. The amendment is required to address the SB 1383 requirements. June 21,2022 I Public Works Subcommittee City of Rancho Cucamonga I Page 1;of r3 June 21, 2022 CITY OF RANCHO CUCAMONGA I PUBLIC WORKS SUBCOMMITTEE MEETING MINUTES The committee and staff discussed the proposed changes to the agreement and rates for compliance with SB 1383. The new SB 1383 Compliance Fee will be utilized to fund the required route reviews, education, outreach, record keeping, compliance and the equipment costs that are necessary right now to get the program implemented for SB 1383 compliance. The fee will include: • Collection of SB 1383 Compliance Fee of 38 cents per yard on the Commiercial rate • Collection of SB 1383 Compliance Fee of 77 cents per month on the Residential rate. Council Member Hutchinson asked if residents will see a fee reflected on Burrtec monthly billing specifically for SB 1383. He also asked if the additional money would go to Burrtec or the City. Jason Welday answered that the residents would not see the fee breakdown because a good portion of the cost is in the processing of the organic waste and that the additional processing cost and SB 1383 compliance fee would go directly to Burrtec as it would be built into the rate. Council Member Hutchinson asked how much the City will receive over the next 2 years for the SB 1383 grant. Linda Ceballos answered approximately$247,000. She explained that when we applied for the grant, the City was eligible for $230,000. However, there were some communities that did not have the required ordinance in place, so City received additional funds. She shared that the grant funds would be used for two years of edible food rescue services, procurement and distribution of compost at citywide events and additional food waste collection pails as needed. She said staff felt it was a better use of City staff time to have Burrtec do the waste audits and the activities included in the draft agreement rather than adding additional staff. Linda Ceballos mentioned that residents will receive food waste pails by request only. They will be given away at different events but residents can always come to City Hall to pick one up. Jason Welday noted that the grant does not allow us to pay Burrtec for those services. Those have to be performed by other vendors or the City. Linda Ceballos stated the methodology with the 5% service fee,cap and the look back feature will not take effect until the next rate process which will be in 2023. She said we are asking to include this off-cycle rate process to get the fee and the residential program put into place. The proposed changes include the pass through of disposal and processing costs, and if approved, eliminates the need for an extraordinary rate request process because that process was only triggered if those landfill fees or disposal and processing costs exceeded 10%. The extraordinary rate process would be replaced with a requirement to conduct a disposal and cost study that will be conducted at least once every 5 years. Council Member Hutchinson asked how we are letting residents know about the program changes. Linda Ceballos answered that residents have been receiving the information in the newsletter over the past year. June 21,2022 I Public Works Subcommittee City of Rancho Cucamonga I Page 2 of 3 June 21, 2022 CITY OF RANCHO CUCAMONGA I PUBLIC WORKS SUBCOMMITTEE MEETING MINUTES Staff shared the next steps: • Staff will work with Burrtec and the City Attorney to finalize the rates and amendment to the agreement. • Public Hearing notice regarding rate increases will be mailed to meet the statutory 45-day requirement. • Anticipated Effective Date—for new rates will be September 1, 2022. Council Member Hutchinson asked if we anticipate anymore grant opportunities. Linda Ceballos answered that it is her understanding that the current State grant is a one- time grant program with a two-year cycle. Council Member Hutchinson stated he is confident that the staff report and recommendations represent many phone calls, emails and coordination to address what we are told we have to do from the State Senate and seeking to to figure out what is best for our residents and the approach makes logical sense. Mayor ProTem Kennedy stated that education is key. She appreciates the work that went into this report. She realizes everything is being done to minimize the impact financially to our residents. It's the most efficient and cost-effective manner we have at this time to meet the requirements. No approval required. Feedback only. D. ADJOURNMENT D1. The Public Works Subcommittee meeting adjourned at 6:10 p.m. Council Member Hutchison motions to adjourn. Mayor Pro Tem Kennedy seconds adjournment. Respectfully submitted, Date: Fm151.1.Jason C. Director of Engineering Services/City Engineer June 21, 2022 I Public Works Subcommittee City of Rancho Cucamonga I Page 3 of 3