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Home My WebLink About10/25/2007 B A K E R S F I E L D Staff: John W. Stinson SPECIAL MEETING NOTICE BUDGET AND FINANCE COMMITTEE of the City Council -City of Bakersfield Ken Weir, Chair Sue Benham Irma Carson Thursday, October 25, 2007 -12:00 p.m. City Manager's Conference Room, Suite 201 Second Floor -City Hall, 1501 Truxtun Avenue, Bakersfield, CA A G E N D A 1. ROLL CALL 2. ADOPT APRIL 30, 2007 MINUTES 3. PUBLIC STATEMENTS 4. NEW BUSINESS A. Discussion regarding Solid Waste Recycling Programs and Grant Opportunities -Rojas 5. COMMITTEE COMMENTS 6. ADJOURNMENT • B A K E R S F I E L D ~ , c~ John W. Stinson, Assistant City Manager For: Alan Tandy, City Manager Ken Weir, Chair Sue Benham Irma Carson AGENDA SUMMARY REPORT BUDGET AND FINANCE COMMITTEE MEETING Monday, April 30, 2007 -12:00 p.m. City Manager's Conference Room -Suite 201 City Hall, 1501 Truxtun Avenue, Bakersfield, CA ROLL CALL The meeting was Called to Order at 11:59:36 AM Present: Councilmembers Ken Weir, Chair; Sue Benham and Irma Carson 2. ADOPT MARCH 19, 2007 MINUTES Adopted as submitted. 3. PUBLIC STATEMENTS None. 4. NEW BUSINESS A. Development Fee Update -Rojas Assistant Public Works Director Jack LaRochelle, announced that as part of an annual program, the Public Works department updates development related fees. A summary of the proposed changes were sent to the Building Industry of Kern County. AGENDA SUMMARY REPORT BUDGET AND FINANCE COMMITTEE MEETING Monday, April 30, 2007 Page 2 Assistant to the Public Works Director Georgina Lorenzi and Director of Recreation and Parks Dianne Hoover, presented the following fees for the Committee's consideration: The Specific Plan Conformance Fee -Anew fee to recover cost in the plan checking process for areas that have specific plans. Staff has to ensure that the plans not only conform to City standards, but also to the unique standards identified in the specific plans. Playground Equipment Inspection Fee - Upon completion of a playground (built by either the City or a developer the City hires), the City hires an outside consultant to inspect the playground and make sure the playground apparatus is safe and meets the safety requirements set by the federal government. This inspection helps the City avoid any risks or liability when a new playground is opened. Cassie Daniels of Home Builders Association of Kern County, wanted to thank the Committee for allowing them time to review the proposed fees. The feed back she received from members is that the Parcel Map Waiver (PMW) fee is high. Jack LaRochelle explained that the increase in the Parcel Map Waiver fee is due to the actual costs associated with reviewing the document. B. Auditor Selection -Smith Finance Director Nelson Smith, gave an overview of the Auditor Selection process. A preliminary selection to identify qualified candidates was conducted and three firms were selected to submit proposals. However one firm did not submit their sealed dollar cost bid based on the requirements in the RFP and was excluded from consideration. The two firms being recommended for consideration are Mayer Hoffman McCann P.C. and Brown Armstrong Paulden McCown Starbuck Thornburgh & Keeter. Councilmember Sue Benham requested explanation of what accounts for the difference in hours estimated between the two firms. Nelson Smith explained that the scope of work of the two firms is the same and both are well qualified in governmental accounting. Committee member Benham motioned to accept the Brown Armstrong bid due to their familiarity with the City of Bakersfield and their lower cost. 5. COMMITTEE COMMENTS Councilmember Sue Benham asked that the City's Public Information Officer Contact the Bakersfield Californian and advise that it be noted in future articles, that the City of Bakersfield is not a General Law City. AGENDA SUMMARY REPORT BUDGET AND FINANCE COMMITTEE MEETING Monday, April 30, 2007 Page 3 Councilmember Benham requested that the Committee consider changing the meeting time from 12:00 p.m. to 1:00 p.m. The Committee agreed to schedule the next meeting at 1:00 p.m. However, the matter will be noted on the next agenda for formal action. 6. ADJOURNMENT The meeting adjourned at 12:11:26 PM . Attendance Staff: Alan Tandy, City Manager; John Stinson, Assistant City Manager; Christine Butterfield, Assistant City Manager; Rick Kirkwood Management Assistant; Ginny Genarro, City Attorney; Jack LaRochelle, Assistant Public Works Director; Marian Shaw, Civil Engineer; Nelson Smith, Finance Director; Sandra Jimenez, Assistant Finance Director; Georgina Lorenzi, Assistant to Public Works Director; Dianne Hoover, Recreation and Parks Director; Ken Trone, Recreation and Parks Supervisor. Attendance Others: Eric Xin, Brown Armstrong; Andy Paulden, Brown Armstrong; Gretchen Werner, Bakersfield Californian; Ben Reyes, Mayer Hoffman McCann P.C. cc: Honorable Mayor and City Council S:\Council Committees\2007\07 Budget&FinanceWpril 30Wpr 30 Minutes.doc R A K E R S F I E L D CITY OF BAKERSFIELD PUBLIC WORKS DEPARTM T MEMORANDUM TO: Alan Tandy, City Manager FROM: Raul Rojas, Public Works Directory ~~ DATE: October 19, 2007 SUBJECT: Budget and Finance Committee Report Regarding Curbside Recycling Grant (additional $1.5 million) In 2006, the City received a $1.5 million state grant for equipment to sort blue cart materials. Now, the City has an opportunity to be awarded a second $1.5 million grant. The main difference between the grant we received in 2006 and the grant we applied for in 2007 is that the first grant did not obligate the City to implement universal curbside recycling, while the new grant would do so. The City has advanced to the second round in competing for this grant. It is necessary to submit a full proposal showing our commitment b~ November 13tH before moving on to the next step. Therefore on November 7t ,the City Council will need to make a determination whether or not to move toward universal recycling. If the second grant is to be awarded, the City's proposal would have to include a tentative schedule to establish universal blue cart services. This would add $3.00 per month or $36.04 per year (20.7%) to basic refuse fees in our FY2008/09 refuse fee hearing (required by Proposition 218). At the February 2006 joint City and County meeting, staff was directed to determine the cost of a metropolitan universal curbside program. At the September 2006 joint meeting we reported the total cost was pending our grant efforts and the cost of material processing. In September 2007, we reported receiving a $1.5 million grant, but the final cost was pending our RFP for processing contractors. Internally, we have finished the RFP review and are working on a final estimate (using the grant equipment at Mt. Vernon with labor provided by BARC since no more cost effective proposals were received). C:\DOCUME~I\lskinner\LOCALS~l\Temp\XPgrpwise\B&F Committee Memo 10-07.DOC October 19, 2007 MEMORANDUM ALAN TANDY, CITY MANAGER October 19, 2007 Page 2 Universal curbside recycling would achieve about a 3% increase in recycling citywide. This would raise the City's recycling rate from 58% to 61 %, which is well above the current requirement of 50%. There have been recent attempts in the state legislature to increase the 50% requirement. Two new bills are pending, which may require additional recycling beyond what the curbside program can achieve. With this in mind, the following alternates are presented for your consideration. 1. Should the City seek. the additional curbside recycling grant with a provision that would require the City to implement universal curbside recycling? This would require action on November 7t" to approve a plan to hold a future public hearing on the fees, in June 2008. 2. Should the City pass on the opportunity to be awarded a second $1.5 million grant for equipment to sort blue cart materials because of its requirement to implement universal recycling? C:\DOCUME-1\(skinner\LOCALS-1\Temp\XPgrpwise\B&F Committee Memo 10-07.DOC 10/19/2007 Universal Curbside Recycling Program Cost & Revenue Summary Sheet 10/16/2007 This is a summary of costs and revenues for a universal curbside recycling program serving 130,000 homes in metropolitan Bakersfield. It assumes the local haulers will charge fees commensurate with the City's collection cost. It assumes an average weight of 0.20 tons/yr/home of mixed recyclables. Two scenarios are shown -one with the existing $1,500,000 state grant, and one with the second $1,500,000 state grant which is possible if the City chooses to implement universal curbside recycling. Program Cost One Grant Two Grants Monthly cost of collection system only, including startup $3.66 $3.66 Monthly cost of material sorting only, including grant and facility $1.71 $1.54 Revenue from material sales ($2.20) ($2.20) Monthly service fee to cover costs $3.17 $3.00 Annual rate increase on current refuse fee of $174.48 $38.04 $36.04 Percentage increase 21.8% 20.7% Implementation Schedule Budget 8~ Finance Committee Meeting City Council Policy Decision Grant Application Due Anticipated Award of Grant Public Hearing Notice to be Mailed Public Hearing to Set Fees Equipment Bidding and Procurement Process Construction of Sorting Facility Delivery of Carts Service Be ins October 25, 2007 November 7, 2007 November 13, 2007 February 1, 2008 March 25, 2007 June 1, 2008 July 2008 through July 2009 January 2009 through June 2009 September 2009 through June 2010 As carts are delivered P:\Curbside\B&F Committee 10-07\Universal Curbside Summary 10-07.x1s City of Bakersfield Universal Curbside Recycling Plan In response to City Council's request, staff has prepared a cost estimate and implementation plan for universal curbside recycling. Universal curbside recycling would provide all homes in Bakersfield with blue recycling carts, in addition to their existing refuse and greenwaste carts. The new standard would be for all homes to have all three types of carts. The new service would add $3.00 per month to the residential refuse rates. This equates to a $36 per year increase, or 20.7%, to the current refuse rate of $174.48. The fee would begin in the first year of a three year phase-in. This allows time to build up the necessary funds while equipment and facilities are being built to provide the service. Approval of the three year rate plan would allow for equipment to be ordered during the first year. The new service would roll out new blue recycling carts to the community approximately eighteen months after approval of the program. The program would be fully implemented citywide in the third year, assuming coordination with the contract refuse haulers. If the County also implements universal curbside recycling in the metropolitan area, this schedule may change. Depending on various potential grant funds, along with fluctuating revenue from the sale of scrap materials, future costs may be slightly higher or lower than the estimated $3.00 per month. Program Description The cost estimate is for expanding the existing voluntary curbside recycling program to service all homes which use refuse carts. The existing program provides each participating home a blue 96 gallon cart for recycling paper, boxes, glass, metal, and plastic. Blue carts are serviced every other week to minimize collection costs. Residents do not need to sort the recyclables. The materials are sorted at a sorting facility. Program Timing Significant lead time is needed for equipment manufacturing and establishment of a sorting facility. The rate structure must be approved prior to equipment orders or facility construction. Service for 90,000 Bakersfield homes would be rolled out over the course of one year, with 400 to 800 homes per day receiving the new carts. The first homes will receive blue carts and begin service approximately eighteen months after the program and the rates are approved. In the meantime, the existing voluntary program can continue until then. Capital Equipment and Construction Costs The new service will require 5 new City collection trucks and 90,000 new containers, at a capital cost of $6,250,000. In addition, the contract haulers will require a similar number of new trucks (and others if the County follows suit). These equipment costs are included in the estimated $3.00 per month service fee. As with the greenwaste cart program, the City could provide the blue carts to homes serviced by the haulers, to minimize their financial burden and avoid markup costs. In addition to truck and container costs, the program will require construction of a sorting facility. These costs are included in the estimated $3.00 per month service fee. The cost of this facility is funded by a combination of grant funding, California beverage deposit refunds, sale of scrap materials, and a portion of the $3.00 per month service fee. Sorting of Recyclables A significant factor in the overall program cost is the sorting of recyclables. This task requires significant labor and equipment. In order to reduce the overall cost, the City obtained a $1,500,000 state grant to purchase sorting equipment. A second $1,500,000 state grant is pending. The cost estimate of $3.00 per month assumes the City obtains the second $1,500,000 grant. Together, the two grants would fund the majority of the sorting equipment cost. The City would bear the capital costs for facility development. These are included in the $3.00 per month service fee. As previously directed by the Budget and Finance Committee, staff requested proposals from material sorting contractors to determine the most cost effective and practical working arrangement to use this equipment. To minimize labor costs, the City requested proposals from interested sorting contractors to provide the sorting service. Potential contractors were given flexibility to either provide their own facility using the grant-funded equipment, or to provide a labor force to perform the sorting task at a City-owned facility. The most cost effective arrangement would be to accept a proposal from BARC to provide a labor force at the City's Mt. Vernon Avenue Recycling Facility. This will be presented for City Council action at a future date. The sorting operation is expected to yield net revenues from the sale of materials. Material sales are estimated to exceed the cost of the sorting operation, at current material market prices. These proceeds are used to offset part of the curbside collection cost, as follows: Curbside Blue Cart Cost of Collection Only: $3.66 per month Net From Sale of Materials After Sorting Costs: $0.66 per month Service Fee to Cover Entire Blue Cart Program: $3.00 per month *** The following documents pertain to the: BUDGET AND FINANCE COMMITTEE Special Meeting of Thursday October 25, 2007 at 12:00 p.m. W Z W W Z N W U O a 0 Z Q a U W J tl! ~NNOMONN OI~O D ~EA~C OQ~ ~ ~ (ONON ~ M rn 0 N O ~ ~ N ~ (flC OC O i Q EA _ Ch ~ ~ ~ ++ d 613~H3 d 9 d9 ! !~~ ~T U O ~ '~" i0 0 0 0 0 0 0~ o 0 0 0++000 ~ACDCOC~NOO L O ~ T~ I,(~ T r T T O~ N ~ r d ~ ~ _ ~ F ~ 7 3tF, p OON~NO~O n Q ~ M f~ Ln O f~ O rt to ~ N 3 7 ~~Or (00 rt~~(~O E09 W ; (~3 Ef3 r d9 ~ ~ ~ ~ Z N'pN M0000rp')N(00~00 O *O+ M O~ M~ ~ CM7 O~~ O ~~ M r r N 0 N O U N~ MM0000 f~(O NOS ~ ~NO~ON OEt}~~ N~CEN d l0[) (00 ~ ~ N ~ C~ O E09 ~ Efl ~ E!) Efl Ef3 ffl ~ C ~ '~ e0 0 0 0 0 0~ 0 0 0 0 V O CT ~ C+')OMO~MCON ~ p ~... 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O a r .. o_ a m d E ~ U W a c c Q 1o N a o .v w E~C71iUC7 QQ----° ~~_ ~~ c c c c c '` ~o m a` '~ v ~ 0 0 ~_ O v V V= C oU QogUIn w ~ ~ N N N ~ d N ~ C y cC dw cLL N N aai ~ ~ ~ C C ~ V d~ c W'c i QO c c c cp~p~Ja~3 WO~OOOCOCOC ~fd0 t0 m E a~ N C C y ~ ~'~ V O N rN Ma10 Nr T Ch W ~~~~ rrNNNNC'7~r MNNMW ~ X X X y C~O y ~ fA 0 U N 0 CU N O 0000000000ppOpp0000 ACOCOCOCOOI~I111LL ~ OOt~ ~jCAQS~fnW(A ~a MM~~ a~~~tOCA~ O Draft letter to City Council RE: Resolution to support BARC DOC grant request The Bakersfield Association for Retarded Citizens has been invited to submit a full grant request for a Department of Conservation (DOC) Beverage Container Market Development Grant in the amount..of $1.5 million. BARC plans to use the grant funds to purchase a beverage container sorting line and a plastic processing line to produce washed HDPE flakes from #2 plastic containers. BARC plans to purchase baled whole HDPE bottles from material recovery facilities (MRFs) in the San Joaquin Valley and Tehachapi as a feedstock for the plastic processing line. BARC plans to sell the washed HDPE flakes to a manufacturing company in Bakersfield that can use the flakes to make new products. This project is consistent with Economic Development Administration (EDA) and Community Development Block Grants (CDBG) BARC has recently received. The EDA and CDBG grants make it possible for BARC to construct a new commercial/industrial building that wilt be used as an Industrial Training Facility. The DOC grant, if approved, will allow BARC to purchase recycling equipment to install in the new building. This new recycling programs will help the County and local cities meet their waste diversion goals and save landfill space, while creating new jobs and training opportunities at BARC. MRFs in the San Joaquin Valley currently ship baled HDPE bottles to the ports in Los Angeles and Long Beach, for export to China. Capturing these bales of #2 HDPE beverage containers and processing them at BARC will reduce truck miles. This saves diesel fuel, reduces air emissions and reduces carbon emissions. Having a local source for HDPE flake will benefit the local manufacturing company BARC has identified. The company now purchases this material from a supplier in Los Angeles. Purchasing locally will save freight charges and further reduces air impacts. The Waste Management Department has reviewed BARC's proposal and finds that it will have a positive impact on local recycling and waste diversion rates. In addition, it does not appear that this project will have a negative impact on any current or planned County recycling programs. Since BARC is anon-profit organization, it must have a Resolution from a local government supporting the grant application. BARC is planning to request a similar resolution from the County. BARC has requested a resolution from both the City and the County because BARC serves both areas. Also, having two resolutions will strengthen their application. This resolution does not bind the City financially and does not have any budget impact. It Is Therefore Recommended That Your City Council: Approve the attached resolution in support of BARC's Department of Conservation, Beverage Container Market Development Grant application. BEFORE THE BOARD OF SUPERVISORS COUNTY OF KERN, STATE OF CALIFORNIA Resolution No.: In the matter of: Support for Bakersfield Association for Retarded Citizens Beverage Container and Recycling Market Development Grant Application I, Kathleen Krause, Clerk of the Board of Supervisors of the County of Kern, State of California, hereby certify that the following Resolution, on motion of Supervisor , seconded by Supervisor ,was duly and regularly adopted by the Board of Supervisors of the County of Kern at an official meeting thereof on the 6~' day of November, 2007, by the following vote and that a copy of the Resolution has been delivered to the Chairman of the Board of Supervisors. AYES: ~ ~Prd~c. fio~ ~-~~ Si ~-,: ~~,r NOES: '" ,~ ABSENT: / KATHLEEN KRAUSE Clerk of the Board of Supervisors County of Kem, State of California Deputy Clerk RESOLUTION Section 1. WHEREAS: (a) The Bakersfield Association for Retarded Citizens (BARC) is developing a recycling facility and programs that will increase recovery of beverage containers, sort post consumer beverage containers by color and resin type, and produce clean plastic flake for use by local manufacturers; and (b) the BARC recycling facility and programs will provide jobs and job training for adults, many being residents from the former Bakersfield Enterprise Zone Targeted Employment Area; and (c) the BARC recycling facility and programs will help the County of Kern maintain State mandated waste diversion rates and save landfill space; and Resolution No. (d) BARC has received grant approvals from the U.S. Department of Commerce Economic Development Administration ($1 million), the Kern County Community Development Block Grant (CDBG) program ($300,000), and the City of Bakersfield CDBG program ($300,000) to construct site improvements and a commercial/industrial building to house the new recycling program, and (e) BARC is providing 8 acres of land and matching cash contributions to complete the building project; and (f) BARC has been invited by the California Department of Conservation to submit a Beverage Container Recycling and Market Development grant application for $1.5 million to fund the acquisition of beverage container sorting and plastic processing equipment that will enable BARC to provide washed plastic flakes to local manufacturing companies that are able to use recycled plastic to make new products; and (g) the development of this new recycling capacity at BARC will compliment current and planned recycling programs in the Bakersfield metropolitan area and will not compete with existing or planned recycling programs; and (h) local remanufacturing of plastics processed at BARC will reduce truck miles, diesel consumption, air pollution, carbon emissions and congestion on the I-5 corridor between Los Angeles and Bakersfield; and Section 2. NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of the County of Kern, State of California, hereby finds, determines, declares, orders, and resolves as follows: 1. This Board supports the application of the Bakersfield Association for Retarded Citizens for a Department of Conservation Beverage Container Recycling and Market Development grant. 2. The Board recommends the Department of Conservation approve the Bakersfield Association for Retarded Citizens Department of Conservation Beverage Container Recycling and Market Development grant. 3. The Clerk of this Board shall transmit copies of this Resolution to the following: (a) County Administrative Office (b) County Counsel (c) Waste Management Department (d) Community and Economic Development Department (e) Bakersfield Association for Retarded Citizens (f) California Department of Conservation (g) City of Bakersfield, Economic and Community Development Department Page 2 BUDGET AND FINANCE COMMITTEE MEETING Thursday, October 25, 2007 ATTENDANCE LIST Name Organization Contact: Phone/ E-mail ~,~ y~rn~ ~. ~.-~, /t'l,~ ~% 979- 7 I G? ~ e.n'1 ~ e ~ ~~ ~ ~ ~ ~ l~z,~.c~. L ~ ~ G I - 32~ - 8~ 6 2. ~ L~`~ 1 I / ~ 'T~~ ~ -.~ ~ ~ P ~ ~~N~~ gas ~ r ~ a~ t~~i~vcx~ f~2ll+~~ ~ ~ a •~~ ~t ~ ~~T~ l ~ l -J ~S~ l~ ~r ~ ; c /~ C O ~ 32 6 '- 3 ~ Z7 ~~~r- ' ~ 3~ -3 7~ ~ ~;~ -, n h r cA ~ C~"- ~~,.~~~~ C- ~~ 3a3-SS~~ ~ ~ / ! ) `1~ -fin PUBLIC STATEMENTS SPEAKER'S CARD Budget and Finance Committee of the City Council Committee Meeting Date /b '~ ~'~ You are invited to address the Committee under Public Statements on any subject that is listed on the Committee Agenda. Public statements are limited to three (3) minutes per speaker. The Committee may, by simple majority vote, waive the time limit. No action will tie taken; this Committee gathers information and reports back to the City Council. Please fill out a Speaker's Card and present it to the Committee Chair: Councilmember Ken Weir Name: ~1~',~1. Lea.- ~. • f' Company/ ~ ,~ ~°.-~ Organization: ~? ~ ~ . Address: Phone: ~ ~'~ ~~ Fax/e-mail: ' ? `~~~ ~ ~ ~~ ~~ `i ~. ~. t%.~ Subject: / ~ , PUBLIC STATEMENTS. SPEAKER'S CARD Bud et and Finance Committee of the City Council Committee Meeting Date You are invited to address the Committee under Public Statements on any subject that is listed on the Committee Agenda. Public statements are limited to three (3) minutes per speaker. The Committee may, by simple majority vote, waive the time limit. No action will be taken; this Committee gathers information and reports back to the City Council. Please fill out a Speaker's Card and present it to the Committee Chair: Councilmember Ken Weir _` Name: Company/ •S Organization: '}'' Address: Phone: Fax/e-mail: ,~ Subject: PUBLIC STATEMENTS'SPEAKER'S CARD Budget and Finance Committee of the City Council Committee Meeting Date, You are invited to address the Committee under Public Statements on any subject that is listed on the Committee Agenda. Public statements are limited to three (3) minutes per speaker. The Committee may, by simple majority vote, waive the time limit. No action will be taken; this Committee gathers information and reports back to the City Council. Please fill out a Speaker's Card and present it to the Committee Chair: Councilmember Ken Weir Name: ~ ° ~''~' ~ ~ ^P~ ~ ~ ..~--~ Company/ Organization: ~ ~-+r"~ Address: Phone: ~ ~3 "5 ~ ~ ~ Fax/e-mail ~"~- ~-° ` *~'+~ Subject: PUBLIC STATEMIrNTS SPEAKER'S CARD _ Budget and Finance Committee of the City Council Committee Meeting Date, You are invited to address the Committee under Public Statements on any subject that is listed on the Committee Agenda. Public statements are limited to three (3) minutes per speaker. The Committee may, by simple majority vote, waive the time limit. No action will be taken; this Committee gathers information and reports back to the City Council. Please fill out a Speaker's Card and present it to the Committee Chair: Councilmember Ken Weir Name: o (~ h .J (~Y ~ er f Company/ / /; Organization: ~g~`CPrr~'~~~ ~lJ'~~ti~%os: ~6 E'~~-r~i,~ C ~~'Ze~~ Address: ~ 2 ~0 ~~°' ~~ "` ~~~k 3 3 -~66c r6ar/~e C Phone: ~ ` Fax/e/mail: v~sLthd ~~,fu~i`~i~g .orq Subject: ~-u +-~r~q~Q 1~ lcy c ~i, g rci C'~~,7~1 /