TO: Mayor Collins and Town Council Members
FROM: Kevin Burke, Town Manager
DATE: February 8, 2017
DEPARTMENT: Town Manager
Staff Contact Kevin Burke, Town Manager 480.348.3690
End
AGENDA TITLE:
Title
Discussion of Single Hauler Trash Collection License Agreement
Body
Town Value(s):
☐ Primarily one-acre, residential community
☐ Limited government
☒ Creating a sense of community
☐ Partnerships with existing schools and resorts to enhance recreational opportunities
☐ Improving aesthetics/creating a brand
☐ Preserving natural open space
Mitigating the impacts of multiple trash haulers on neighborhoods creates an improved sense of community.
Council Goals or Statutory Requirements:
Responsiveness to Residents - Identify and consider resident concerns in a timely manner and seek solutions to the best of the Town’s ability. Trash - Explore a single hauler solution
RECOMMENDATION:
Provide direction to staff regarding improvements to be negotiated with Republic Services associated with a single hauler license agreement.
SUMMARY STATEMENT:
At the January 25, 2018 Council meeting, the final motion associated with the Single Hauler discussion was:
“to reject the contract and direct the Town Manager to negotiate a new contract with Republic that addresses items brought up tonight including price, KPI, and timing to be articulated in a study session on February 8, 2018 with action on February 22, 2018, acknowledging all proposals are only good for 180 days from September 6, 2017.”
In preparation for this study session, staff attempted to address the three items in the motion-price, KPI and timing. Staff understood price to be the inflation factor noted in the proposed agreement. Staff drafted a set of Key Performance Indicators (KPI’s). This list not only identifies the indicator to be measured, but the expected service level (SLA) and consequence of failure. This list is attached.
Further, in order to better prepare for what other “items” Mayor and Council might want to address, staff accepted possible discussion topics from Members. Below is the list:
LIST OF TOPICS FOR FURTHER REPUBLIC NEGOTIATIONS
1. Have a transition team*
2. Have a communication plan*
3. Strengthen the language regarding no additional fees*
4. Address the issue of the vacant house and/or self-hauling*
5. Get rid of the suspension fee
6. Reduce the length of term from 7 years and 3, 1-year renewals to 5 years with 5, 1-year renewals
7. Clarify the most favored nation language*
8. Redirect liquidated damages to harmed resident so they receive the financial benefit*
9. Implement a rapid escalation measure*
10. How come the ’survey’ was so different than what the public said?*
11. Need to keep open competition with trash haulers, How do we accomplish this?*
12. Discuss procurement process.*
13. Ability to use smaller carts even if it doesn’t change the price
*Those that should not have any anticipated financial impact to the drafted agreement
This is a study session item. As a reminder there is no public comment taken during the study session. Members of the public interested in providing feedback on this discussion may speak during “Call to the Public” at the beginning of the business meeting (at approximately 6:00 p.m.)
The agenda title is set such that all discussions related to the trash hauling topic are appropriate.
One hour and thirty minutes has been allotted to this study session topic. It is always possible the study session will be recessed and continued after the business meeting is completed.
Lastly, please note that there has been a request by Mayor Collins for a “motion to reconsider” the motion stated above. This is considered an “Action Item” and is placed on the business meeting portion of the agenda (meaning after 6:00 p.m. start). If adopted, this would reopen actionable discussions on the topic of a Single Hauler License Agreement.
BUDGETARY IMPACT:
The Town would not receive additional revenues above the $500 annual license fee already established in existing code unless there were liquidated damages consistent with the terms of the agreement. Expenses to the Town associated with this agreement are anticipated to be indirect costs in the form of staff time to implement and maintain the license agreement.
ATTACHMENT(S):
Draft Key Performance Indicators, Inflation Factor Alternatives, and Timing.