Title
Resolution to Accept the Revised Solid Waste Resources Management Plan (SWRMP)
Memorandum
On April 16, 2018 City Council approved Resolution R-18-138 approving a service agreement contract with Aptim Environmental and Infrastructure, Inc. (APTIM) to develop a comprehensive Solid Waste Resources Management Plan (2019-2023) (SWRMP) for the City. This plan was to layout a strategic approach for the City on how best to provide solid waste, recycling and compost/organics management programs that meet the needs and desires of the community in a fiscally responsible and sustainable manner seeking the best balance between community values and the costs of the services provided to the community.
The SWRMP was developed through a multi-faceted process. A detailed Cost of Service Analysis was performed with a review and analysis of the City’s current programs, including methods of service delivery and cost of services. Research of solid waste resources management practices in peer communities, including high diversion communities such as San Francisco and Seattle, was performed. An extensive stakeholder engagement effort was undertaken through multiple methods including stakeholder interviews, a downtown focus group, a scientifically valid phone survey of residents, a SWRMP Advisory Committee of over sixty participants, and the Environmental Commission to obtain input and feedback on current and future needs and interests for the solid waste program area. An analysis of options was performed to improve operations, enhance or expand current programs and services, add new programs and services. Based on these tasks, recommendations for the City’s solid waste program area with resource needs were developed, as well as a financial model to project costs, Solid Waste Fund balance impacts and revenue needs for the proposed implementation of the SWRMP recommendations.
The SWRMP includes twenty-four recommendations with the plan grouping them as Residential, Commercial, Education and Outreach, Downtown Area Service, Diversion-Related Facility and Funding. A proposed implementation of these recommendations over a four-year period is included in the plan, with steps such as securing recommendations from the Environmental Commission and City Council approval of individual implementation items as needed.
The draft SWRMP process and its recommendations were presented to the Environmental Commission on August 22, 2019 and to City Council at its work session of September 9, 2019. Based on feedback received at and following these presentations, the SWRMP was revised. This revised final draft SWRMP was presented to the Environmental Commission on December 5, 2019 and the Commission unanimously approved a resolution recommending that City Council accept this revised SWRMP and implement its recommendations. A resolution to accept the revised SWRMP was presented to City Council on January 6, 2020 that was tabled. As more than six months have passed since the tabling of this resolution, per City Council Rule 16 it is now considered demised and may not be the subject of a motion to take it from the table. Thus, the attached resolution is a separate item for Council’s consideration and action.
In the intervening months since the tabling of the initial resolution to accept the SWRMP, we continue to experience downtown level-of-service issues and ongoing equipment failures that cause service-related issues. Other solid waste program areas have been advanced due to upcoming expiration of existing contracts and other needs, including:
• City Council has approved a new contractual arrangement with Recycle Ann Arbor for operations at the City’s Materials Recovery Facility (MRF) including a land and building lease and bill of sale for the existing MRF equipment
• Invitation to Bid (ITB) No. 4623 for Residential Customer Recyclables Collections was issued and bids submitted to the City. A future item will be presented for City Council action based on the bids submitted.
• Staff is gathering information for development of steps for collection services in the downtown area, and for commercial (non-residential) and multi-family sites outside of the downtown following the expiration of existing collection service contracts.
• Staff submitted a grant application to the Michigan Department of Environment, Great Lakes, and Energy (EGLE) for funding for replacing the City’s Drop-Off Station (DOS), which was not selected for funding by EGLE.
• As the City did not decide to become a member of the Washtenaw Regional Resource Management Authority (WRRMA) when it was formed in 2019, staff attend the WRRMA board meetings as members of the public to observe their activities and monitor for potential opportunities of interaction with the City.
Staff
Prepared by: Molly Maciejewski, Public Works Manager
Reviewed by: Craig Hupy, Public Services Area Administrator
Approved by: Tom Crawford, Interim City Administrator
Body
Whereas, The planning horizon for the City’s last Solid Waste Resources Plan Update was through 2017;
Whereas, There is a desire in the community for expansions and enhancements in the City’s solid waste programs and concerns regarding the delivery of certain services, including the downtown area, while there are also concerns regarding the long-term financial condition of the City’s Solid Waste Fund;
Whereas, On April 16, 2018 City Council approved a contract with Aptim Environmental and Infrastructure, Inc. (APTIM) to develop the City’s Solid Waste Resources Management Plan (2019-2023) (SWRMP) to include funding and program recommendations, coordinated through the Environmental Commission and engaging the wider community to serve as a business plan to guide solid waste operations for the planning period and beyond;
Whereas, APTIM along with their sub-consultant team members and City staff members developed the SWRMP through: review and analysis of the City’s current programs, including methods of service delivery and cost of services; research of solid waste resources management practices in peer communities, including high diversion communities such as San Francisco and Seattle; stakeholder engagement through multiple methods including stakeholder interviews, a downtown focus group, a scientifically valid phone survey of residents, the SWRMP Advisory Committee, and the Environmental Commission to obtain input and feedback on current and future needs and interests for the solid waste program area; analysis of options to improve operations, enhance or expand current programs and services, and add new programs and services to the City’s solid waste programs area; and development of recommendations for the City’s solid waste program area with resource needs, as well as a financial model to project costs, Solid Waste Fund balance impacts and revenue needs for the proposed implementation of the SWRMP recommendations;
Whereas, The SWRMP includes twenty-four inter-dependent recommendations in six focus areas: Residential; Commercial; Downtown Area Services; Education and Outreach; Diversion-Related Facilities; and Funding; that balance the inputs received during the development of the plan, fiscal conditions and sustainability goals of the City;
Whereas, On August 22, 2019 the process to develop the Draft (August) SWRMP and its recommendations were presented to the Environmental Commission;
Whereas, On September 9, 2019 the process to develop the Draft (August) SWRMP and its recommendations were presented to City Council;
Whereas, The SWRMP was revised based on feedback from these presentation sessions resulting in the revised Final Draft (November) SWRMP;
Whereas, On December 5, 2019 the Environmental Commission unanimously approved a resolution recommending that City Council accept the revised Final Draft (November) SWRMP and implement its recommendations;
Whereas, actions and efforts regarding the City’s solid waste programs continue to be required due to upcoming expiration of existing contracts and other needs, including operation of the City’s Materials Recovery Facility (MRF) and collection of recyclables from residential customers and trash, recyclables and potentially organic/food waste from commercial and multi-family customers and the downtown area;
Whereas, the Final Draft (November) SWRMP provides guidance to staff on these items and other recommendations to advance the City’s solid waste program area; and
Whereas, many of the SWRMP recommendations will require specific City Council approval for actual implementation;
RESOLVED, That City Council accept the Final Draft (November) SWRMP and directs the City Administrator to implement the recommendations contained in the revised plan subject to appropriate and required Council approvals.
Sponsored by: Councilmembers Lumm and Ramlawi