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HomeMy WebLinkAboutMinutes - Minutes - Citizens Utility Advisory Commission - Meeting Date: 8/7/2019Glendale A R I Z O N A MINUTES CITIZENS UTILITY ADVISORY COMMISSION OASIS WATER CAMPUS 7070 NORTHERN AVE. GLENDALE, ARIZONA 85303 AUGUST 7, 2019 6:00 P.M. 1. CALL TO ORDER Chair Liebman called the meeting to order at 6:00 p.m. 2. ROLL CALL Absent: Vice Chair Ron Short and Commissioner Robert Gehl Also Present: Michelle Woytenko, Field Operations Director - Field Operations; Robert Perez, Field Operations Business Analyst; Amanda McKeever, Support Services Administrator — Field Operations; Sam Pena,. Program Manager— Field Operations; Megan Sheldon, Deputy Director Environmental Resources - Water Services; Amy Moreno, Solid Waste Superintendent - Field Operations; Billie LeBlanc, Account Specialist — Field Operations Present: Jonathan Liebman, Chair Ronald Short, Vice Chair Robin Berryhill, Commissioner Larry Flatau, Member Amber Ford, Commissioner 3. CITIZEN COMMENTS If citizens wish to speak on a matter concerning the Citizens Utility Advisory Commission that is not on the printed agenda, please complete a yellow Citizen Comments Cana. If citizens wish to speak on a matter that is on the agenda, please complete a green Citizen Comments Card. Provide the card(s) to the designated staff person prior to the beginning of the meeting. Once your name is called by the Chairperson, please proceed to the podium and state your name and address for the record. Please limit your comments to three minutes or less for items not on the agenda and five minutes or less for items on the agenda. None. 4. APPROVAL OF THE MINUTES a. Citizen Utility Advisory Commission Minutes of May 1, 2019. Motion by Commissioner Flatau, second by Commissioner McGrew, to approve the May 1, 2019 Citizens Utility Advisory Commission meeting minutes as written. Motion carried 5-0. 5. DIRECTOR'S REPORT a. This report allows the Directors' of Field Operations and/or Water Services to update the Commission. The Commission is prohibited from discussing or acting on any of the items presented by the Staff since they are not itemized on the Citizen's Utility Advisory Commission Agenda. Update provided by Michelle Woytenko, Director, Field Operations Ms. Woytenko, Director, Field Operations, gave a report which included the following: • The Landfill and Recycling Program Proposal was passed as presented to Council. • Council asked for staff to obtain a program to provide glass recycling and staff has issued an RFP for this service. • Council asked for the reduction of plastics recycling that have no market. Staff is drafting new educational materials toward this directive. • Council asked for the recycling program to be continued. • The City is unique in that it has its own recycling facility. • One valley city will soon announce that it will be suspending their recycling program. • The Landfill generates methane gas, which has been sold to Glendale Energy, a third party. However, Glendale Energy is ending the agreement. Staff is researching a new process and contract with Southwest Gas, which will utilize a different method, and will allow for the re -use of natural gas. This will be a very positive situation. Staff will update the Commission when more details are available. Commissioner McGrew inquired about the details of the glass recycling RFP. Ms. Woytenko explained that the RFP would be for a third party to collect glass at drop-off receptacles/bins such as those currently for clothes and shoes. Commissioner McGrew inquired as to the cost threshold at which the City would stop the recycling program. Ms. Woytenko noted that the City is currently losing $1 million a year and the threshold decision would depend on factors including the recycling markets. Ms. Woytenko commented that the Commission would be updated on costs later this year. Commissioner McGrew asked if the recycling program was for residential or commercial. Ms. Woytenko replied that the program was for both. Commissioner McGrew asked if the program were to be suspended, would both residential and commercial be suspended. Ms. Woytenko replied in the positive. 6. Blue Barrell Follow-up Presented by: Amy Moreno, Superintendent, Solid Waste Management Ms. Moreno gave an update on the Blue Barrel Pilot Program, which included the following information: • Background: • Pilot Goal: To see if changing the green color of the bin to blue would impact the contamination rate and increase participation. • Process: Choose an area based on location, including demographics such as HOA versus non -HOA, rentals versus owned, contained neighborhood versus more open area. • Pilot Areas: Phase 1 and Phase 2 • Pilot Recycling Program: Photos and descriptions of the blue barrel and the instructional signage posted on the barrel were displayed and explained. • Results — Phase 1 • Sahuaro District: 194 Homes • Pre Audit — Contamination: 23%, Participation: 70% • Mid Audit — Contamination: 12%, Participation: 69% • Post Audit — Contamination: 12%, Participation: 70% • Follow Up Audit — Contamination: 8%, Participation: 75% • Cactus District: 261 Homes • Pre Audit — Contamination: 40%, Participation: 53% • Mid Audit — Contamination: 28%, Participation: 51 % • Post Audit — Contamination: 14%, Participation: 61 % • Follow Up Audit — Contamination: 15%, Participation: 56% • Results — Phase 2 • Cholla District: 226 Homes • Pre Audit — Contamination: 29%, Participation: 65% • Mid Audit — Contamination: 14%, Participation: 58% • Post Audit — Contamination: 12%, Participation: 69% • Follow Up Audit — To be conducted • Yucca District: 300 Homes • Pre Audit — Contamination: 32%, Participation: 56% • Mid Audit — Contamination: 22%, Participation: 54% • Post Audit — Contamination: 20%, Participation: 59% • Follow Up Audit — To be conducted • Next Steps • Phase 3: Starting August 2019, the Pilot Program will be extended to another two Council districts. • Follow -Up Audits • Phase 4: City-wide Implementation — Possibilities? How? Funding? Chair Liebman inquired if there were goals set for the programs. Moreno explained that there were no specific goal numbers, but rather to determine if contamination would decrease and participation would increase. Chair Liebman asked if goal numbers could be put in place for the future. Ms. Moreno replied that staff could take a look at this suggestion. Ms. Woytenko noted that the recorded numbers are a snapshot in time. Ms. Woytenko explained that participants were asked not to place bins out if they were half full to save on wear and tear of the bins and trucks. Chair Liebman stated that he read that China has less than 1 % contamination in recycling. Ms. Woytenko stated that the City is working on gradually reducing contamination to get to a cleaner end -product. Ms. Woytenko relayed that the City does not sell any material to China, only to domestic markets. However, when others could no longer sell to China, they flooded the domestic market. Chair Liebman inquired if Council must approve a change to the recycling program. Ms. Woytenko stated that staff was tasked by Council to continue to have a recycling program and to administer the program, but the specific process can be determined by staff. Ms. Woytenko noted that Council approval would be required for any additional funds if needed. Chair Liebman relayed that there was some Blue Barrel push back from Council and that one of two of the Councilmembers expressed concern with the aesthetics of the blue containers. Ms. Woytenko stated that blue is a universal color and California is now requiring any inorganic material to be placed in a blue barrel. Chair Liebman asked how the education would be conducted. Ms. Moreno replied that staff is working on the outreach program and stress that continuous education is needed for this type of program. Ms. Woytenko announced that there are six staff members who solely work on solid waste and recycling education. Chair Liebman stated that the metrics trending looks good and wondered if staff would be doing cost modeling. Ms. Woytenko replied in the positive. Commissioner Flatau asked if a control group was used in the testing and if staff attributed the results to education or specifically the blue color of the barrel. Ms. Moreno shared that this pilot program did not include a control group, but another study by another city did and the results showed that numbers for the control group did not change. Commissioner Flatau asked if there was an algorithm for the selection of homes in the Pilot Program. Ms. Moreno stressed that a condensed, enclosed neighborhood was desired as well as specific demographics. Commissioner McGrew asked if there was a cost per contamination percentage. Ms. Woytenko replied that the recycling costs were not broken down to that level, but it costs the City approximately $115/per ton to process recycling. However, as contamination decreases, the cost decreases. Commissioner Berryhill inquired as to the life span of a container. Ms. Moreno replied that the life span depends on usage, however, the average is 15 years. Commissioner Berryhill commented on the need to consider the costs of adding the blue barrels if the City eventually phases out recycling. Ms. Woytenko agreed and added that this is the reason that staff is cautious in recommending implementation. 7. New Item: Field Operations Balanced Scorecard Overview Presented by: Robert Perez, Business Analyst, Field Operations Mr. Perez gave an update on the Field Operations Balanced Scorecard, which included the following information: • What is a Balanced Scorecard? How is it Used? • An integrated strategic planning and performance management system that communicates with clarity our mission, vision, and strategy to employees and stakeholders. • Vision • Strategy • Day -to -Day Work • Program/Project Prioritization • Our Mission: We improve the lives of the people we serve every day • Show Me an Example • A sample Scorecard was displayed and explained in detail • How Does Field Operations Use Theirs? • Financial Perspective • Internal Process Perspective • Community/Customer Perspective • Organizational Learning Perspective • Each Perspective was presented with details, such as Key Performance Indicators and Measurements • We Know What Drives Our Business. We Know Where Our Opportunities Are. What Do We Do Next? • Strategic Theme • Strategic Objective • Strategic Initiative • Strategic Plan • Strategy Map • Strategic Result • Field Operations: Where Are We? Where Are We Going? • Field Operations has successfully engineered its first effective Balanced Scorecards. It was an exceptional undertaking and a great learning experience, identifying business drivers and primary challenges. • Next Steps: Our current opportunities lie in engaging further with the community and employees, continual development of financial tools and planning, advancing safety initiatives, and process improvement implementation. Chair Liebman asked if there was a Balanced Scorecard which shows a summary of all of the Key Performance Indicators. Mr. Perez replied in the positive and will send to all Commissioners. Chair Liebman inquired as to the best time for a continued review of how the department is doing. Mr. Perez suggested a bi-annual update. Ms. Woytenko suggested the next update in February or March 2020. Chair Liebman inquired about Water Services. Ms. Woytenko replied that Water Services is working on their Balanced Scorecards and are not ready for measurements at this time. Chair Liebman would like to add this as a future agenda item. Commissioner Flatau wondered what happed with the old program, since this was a new program. Mr. Perez explained that with the first Scorecards, the department deviated slightly from the City's, so these are essentially the first effective Scorecards. Commissioner Flatau wondered if the City was doing measurements previously. Ms. Woytenko explained that when she started with the City four years ago, the goals and measurements were more grey and the Balanced Scorecards are more detailed. 8. COMMISSIONER COMMENTS AND SUGGESTIONS Commissioner Berryhill complimented staff on the excellent presentations. Commissioner Flatau was very impressed with staff. Chair Liebman sent an article to Water Services staff regarding ground water and appreciated Mr. Drew Swieczkowski's feedback. Chair Liebman announced that there was an article in the Glendale Independent quoting Ms. Megan Sheldon. 9. FUTURE AGENDA ITEMS Commissioners may suggest items for placement on future meeting agendas. September 2019: Drought Update/WS CIP Project Updates Commissioner Berryhill requested a future agenda item regarding the Urban Irrigation Rate Increase. 10. NEXT MEETING The next regular meeting of the Citizens Utility Advisory Commission will be held on September 4, 2019 at 6:00 p.m., at the Oasis Water Campus, 7070 W. Northern Ave., Glendale, Arizona, 85303. 11. ADJOURNMENT Motion by Commissioner Berryhill, second by Commissioner McGrew, to adjourn the meeting at 7:07 p.m. Motion carried 5 — 0. The Citizens Utility Advisory Commission meeting minutes of August 7, 2019 were submitted and approved Sptember 4, 2019. Respectfully submitted, Denise Kazmierczak Recording Secretary Ass