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Solid Waste Services
History
For many years, Upper Arlington's "pay-as-you-throw" approach to Solid Waste Services has provided excellent service delivery, enabling residents to manage costs while encouraging them to recycle. However, in recent years the program was failing to meet another important goal - that of funding itself.
At City Council's direction, the City undertook an extensive review process in 2006 and 2007, with Council considering and making its final determination in December 2007 to privatize services effective April 2008, and to make some additional adjustments to the service delivery.
The following information provides a timeline summary of how the review process unfolded, leading up to December 2007.
2006
September
- The City put out the call for resident volunteers to serve on the Staff Advisory Group.
- Staff made a presentation to City Council to outline the anticipated assessment process.
October
- Results of the 2006 Community Survey were made available, with a section of information pertaining to Solid Waste services. Click here to download results as presented in the Community Survey report.
November
- At a November 1 meeting, the Staff Advisory Group was given an overview of the assessment process and its goals.
- A series of fall Town Meetings were held November 11, 14 and 15. The meetings were well attended, with residents presenting mixed views on the existing services. Many commented that they liked the program but were concerned about the cost.
December
- On December 6 the group met with Finance Director Cathe Armstrong for a discussion of the existing Solid Waste Fund, service costs, how the current Sticker program fee is determined and more.
- A December 14 meeting involved a discussion with the Solid Waste Superintendent Rodney Parker and the Public Services Director Larry Helscel, to discuss the existing approach and its history, as well as to take a brief look at how other similar cities provide Solid Waste services.
2007
January
- At the January 10 meeting, the group began to narrow its focus to developing service scenarios that would be appropriate for Upper Arlington, and how to research them further prior to presentation to the public.
- Staff and Staff Advisory Group members were on hand at the January 22 State of the City Address event, which included the Community Fair. Sample refuse cans were on display and residents had an opportunity to fill out comment cards as well as chat first-hand with those involved in the assessment process.
- At a January 25 meeting, the group worked on its plan for undertaking a detailed cost assessment of service options and members were given additional research assignments pertinent to their area of expertise.
February
- Staff and the Staff Advisory Group met with the City's Solid Waste employees to discuss the existing approach, its benefits and pitfalls, and to explore any ideas for improvements they may have as the frontline providers of this service.
- Initial preparations for the Spring Town Meetings began, including preparation of the series of options to be presented to the public at this time.
March
Three town meetings were held March 8, 10 and 16, with more than 100 residents attending the meetings in total. During these meetings, a series of scenarios were presented to residents for their feedback, questions and general discussion. Following these meetings, the emerging data and ideas was to be reviewed by Staff and the assessment advisory group.
April
In early April, the Solid Waste Assessment Staff Advisory Group made recommendations to Staff. Key to the recommendations emerging from the Advisory Group was that the City should continue to closely evaluate the overall program annually, making incremental adjustments to explore which areas could be enhanced to meet key service, cost and environmental goals, without overhauling the entire program at one time.
With regard to refuse collection, the group suggested the City maintain at the door collection and the pay as you throw approach with solid waste stickers at this time.
From a financial perspective however, it put forth a new approach. Recognizing that a significant number of households take advantage of the recycling service without purchasing solid waste stickers, an annual “environmental/service” fee was proposed to offset recycling and general service costs, which had been rolled into the price of each solid waste sticker. This approach would more fairly spread such costs among all households, and allow for a reduction in the solid waste sticker price.
The group also proposed a change in the recycling service to reduce staff time and equipment costs. It recommended issuing all households one larger container with a lid, on wheels. Recycling materials would be co-mingled, simplifying the preparation process for residents, and the lids would obviously be a big plus in reducing blowing items on windy days. These containers would be placed at the curb. By their uniformity, they would reduce worker injury and speed up the collection process, since the containers would be rolled up to the packer truck, which would then take over. Residents would also be asked to only put their recycling container out when full, which could also help reduce collection time.
Lastly, it was proposed the City look at a seasonal schedule for yard waste collection, with perhaps monthly collections in the winter months, and more frequent collections during the growing season.
With the report to Staff complete, the process moved into the next phase. Staff began analysing cost and revenue ramifications and considering all aspects of the Advisory Group's recommendations, as it readied to make a final set of recommendations to City Council at the May 7 Council Conference Session.
May
Staff presented its report to City Council Monday, May 7. The report can be accessed below (pdf files).
Executive Summary | Report to City Council
Following the Council presentation, three Public Meetings were scheduled for early June, in order to report out to the community on the Assessment findings and recommendations, and to allow for public feedback on the best way forward.
June
Three Public Meetings were scheduled in June (June 2, 6 and 13). At these meetings, City Staff and members of City Council presented a review of the Solid Waste Assessment Report and the three primary options emerging from this process, and sought input from residents on the best way forward with this important City service.
In broad terms, the three options outlined in the Solid Waste Assessment Report were to:
- Phase in automated service over a period of years, beginning with recycling services;
- Maintain the current approach, with projected increases in the Solid Waste Sticker price; or to
- Privatize services as has been done in many other communities.
Following these meetings, Council directed Staff to seek bids from private contractors for the provision of Solid Waste Services, in order to assist in the final decision-making process.
November/December
Staff presented results of the City's bid process for considering securing Solid Waste Services through a private contractor.
Following extensive discussion and further review of available options, Staff presented a set of financial and service recommendations to City Council at the December 3, 2007 Council Conference Session. This recommendation included contracting with Inland Service Corporation for the provision of Solid Waste Services, along with some service delivery changes.
City Council directed Staff to prepare legislation authorizing the City Manager to enter into contract with Inland.
At the Monday, December 10, 2007 City Council Meeting, City Council approved legislation (Ordinance 124-2007) authorizing the City Manager to enter into contract with Inland Waste Services for the provision of the community's Solid Waste Services.
As a result of some housekeeping issues, this first Ordinance was repealed and Ordinance 126-2007 was adopted at a Special City Council Meeting on Friday, December 14, 2007.
This additional step was put in place to ensure the Ordinance captured all items it was intended to, as the City prepares its transition to a new service delivery approach and privatization of Solid Waste services.
Language was added to enable the City Manager to take whatever actions she deems necessary to ensure the continued high level of Solid Waste services for the community, while the transition in services takes place. This addresses a potential shortfall in staffing during the transition, any resident education activities deemed necessary, and other unforeseen items that may need to be addressed to ensure a smooth transition of services.
Secondly, subsequent in response to inquiries from some residents, it was determined additional language would be appropriate to clarify that the City intends to continue at-the-door service at no additional (“premium service”) cost for those residents who are physically unable to bring solid waste containers to the curb.
This legislation was effective upon passage, with an emergency clause, in order to ensure the smooth transition of Solid Waste services, enabling City Staff to begin addressing all aspects of the transition immediately, and guaranteeing the continued high level of service for the benefit of the community.
As part of Council's direction, the service delivery approach would also change, effective Monday, April 7, 2008. Under the new approach, residents would be afforded the opportunity to choose the level of service that best fits their needs.
To briefly summarize:
- All households are charged a nominal annual service fee to cover the costs for making the full range of Solid Waste Services available.
- Residents are required to bring their solid waste to the curb OR they will be able to request premium "at the door" service for an additional fee.
- With both of these provisions in place, the cost of Solid Waste stickers has been significantly reduced.
- The new approach also preserves Upper Arlington's commitment to the environment by continuing its pay-as-you-throw approach to solid waste collection, with recycling materials collected curbside at no additional charge.
The City immediately began to take the necessary steps to plan for and implement the transition in services, to include a detailed educational campaign for residents.
2008
January
On January 16, Mr. Schadek notified the Finance Department of his plans to place an Initiative Petition on the November ballot.
The City began to implement a communications effort to notify residents of the impending changes in services.
March
For both members of City Council and the Administration, an important component all along has been providing for the City's solid waste workers in a fair and considerate manner. An agreement with the Teamsters Local 284 was reached in March to achieve that goal.
At the Monday, March 10 City Council Meeting, Council voted to adopt an Ordinance that addressed the severance package. Components of the package included:
– An early retirement incentive program for employees within two years of retirement;
– The extension of employees' health insurance coverage for a period of up to five months;
– Sick leave compensation in keeping with the policy for retiring employees, whereby employees are monetarily compensated for a portion of their sick leave balance (contingent upon each employee not using more than two days of sick leave prior to April 4);
– A severance payment based on each employee's length of service.
Based on the details of this agreement, it is estimated the severance package would not exceed $350,000.
Having just reached agreement in principle with the Teamsters in early March, and recognizing the transition in services was imminent, Council adopted this Ordinance under emergency clause so that it could immediately go into effect. This allowed the City to quickly work with the impacted employees to help them plan their financial affairs and prepare appropriately for their departure from City employment. This agreement also helped ensure the continued high level of service in the weeks leading up to the switch in service provider.
Throughout its hiring process, Inland Service Corporation's hiring process, Inland representatives reaffirmed their openness to considering City employees for the available positions should they choose to apply, recognizing their experience and knowledge of our community would be a benefit to Inland's operations. However these employees chose not to submit applications within the allotted timeframe.
April
On Monday, April 7 the transition in services began. As was anticipated and communicated to residents, the transition gave rise to various startup issues, since it involved new collection routes due to a streamlined collection process, a re-education phase for residents, and a learning curve for Inland crews.
Thanks to the cooperative efforts of residents and Inland's commitment to attaining excellent service, by mid-June the level of service was rapidly reaching an above satisfactory level, and continued to improve.
July
On Friday, July 25, Mike Schadek and his attorney Jim Becker met with the City's Finance Director to file resident petitions to place a solid waste initiative on the November 4, 2008 ballot.
August
The Franklin County Board of Elections verified enough signatures had been obtained to place the initiative on the ballot.
On August 29, the City filed a protest with the Franklin County Board of Elections against the solid waste ballot initiative. The City Attorney believes the initiative failed to comply with legal requirements for proposing legislation by initiative petition. Additional concerns included language in the initiative that placed the City and resident assets at great risk on a number of levels, with the potential for costing the community millions of dollars. This could result from a combination of the costs to return to the old service approach, as well as unspecified contract damages to Inland.
September
Subsequent to the Board of Election's decision to keep the issue on the ballot, the City Attorney filed a complaint with the Ohio Supreme Court. It has not yet been determined if this complaint will succeed in removing the issue (Issue 52) from the ballot.
Updated 10/08
City Manager's Office
City of Upper Arlington
3600 Tremont Road
Upper Arlington, Ohio 43221
Phone: 614-583-5040
www.ua-ohio.net
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