Meeting Type: BCC Work Session
Meeting Date: 7/23/2019
Item Status: New
From: Terri Graham, Development and Environmental Director
Submitted by: Suzanne Doughty, Senior Accountant
______________________________________________________________________
ITEM TITLE
Title
Baldwin County Solid Waste Policies
Body
STAFF RECOMMENDATION
Recommendation
For Discussion and Consideration:
The following Baldwin County Commission (Environmental Management Department) Policies:
1. Adopt Revised Policy 7.2 - Collection of Garbage in Unincorporated Areas within Baldwin County which have 4 (Four) or More Residential Units; and
2. Adopt Resolution #2019-122, which approves the revision of Policy 7.4 - Solid Waste Landfill Tipping Fees and Commercial Account Late Fees; and
3. Adopt Revised Policy 7.6 - Solid Waste Residential Garbage Service Rates and Late Fees; and
4. Review Policy 7.8 - Litter Patrol Service Request Procedures; and
5. Abolish Policy 7.9 - Solid Waste Residential Garbage Customer Payment Plan Agreement; and
6. Adopt Policy 7.10 - Solid Waste Residential Cart Policy.
End
BACKGROUND INFORMATION
Previous Commission action/date: Various
Background:
BCC Policy 7.2 - Establishes the guidelines for the collection of garbage in unincorporated areas within Baldwin County, for owners of properties which have four or more residential units on the same property (condominiums, apartments, mobile homes, RV parks, etc.). The policy revision gives the Solid Waste Officer the authority to require owners of properties which have four or more residential units on the same property, by written notice, to rent additional Baldwin County containers beyond the minimums defined in the policy as necessary to ensure sufficient container capacity to contain all garbage generated from the aforementioned units. Also, references to specific requests regarding BCC Policy 7.1 - Bulky Waste, White Goods, and Yard Waste Pick Up have been removed as all four or more defined residential units will have the same access to Bulky, White Goods, Light Construction and Yard Waste pickups as defined in current BCC Policy 7.1 - Bulky Waste, White Goods and Yard Waste Pick Up for Residential Customers of the Baldwin County Solid Waste Department.
BCC Policy 7.4 - Solid Waste Landfill Tipping Fees and Commercial Account Fees. The updated policy allows Commercial customers to dispose of paint and specifies pricing for disposal of such. Also, the policy establishes a rate for disposal of Commercial E-Waste (electronic waste). This rate will ensure that any additional processing and operational expense necessary for hauling, recycling and/or profiling for proper disposal of electronic waste is accounted for.
BCC Policy 7.6 - Solid Waste Residential Garbage Deposit Fee, Solid Waste Residential Service Rates, Solid Waste Residential Garbage Account Late Fees provides for the establishment of a Solid Waste Residential Garbage Deposit Fee requirement as well as Solid Waste Residential Garbage Services Rates and Late Fees for the Solid Waste Residential Accounts. The policy revision eliminates the requirement for a Residential Garbage Deposit Fee. Upon departmental review of the policy we determined that the thirty dollar ($30.00) deposit requirement isn’t beneficial in many cases and since participation in garbage service is mandatory eliminating the deposit requirement will make the process of establishing service easier on the customer. Return current Deposits on Hold (approximately $390,000) as credit adjustments to individual customer accounts and submit any necessary refund requests to Accounts Payable.
BCC Policy 7.8 - Litter Patrol Service Request Procedures establishes rates and procedures for the Litter Patrol Crews in the Solid Waste Department to charge and operate under when addressing service requests from other government offices beyond those of the Baldwin County Commission Departments. This policy is not currently being utilized but due to recent organization and in-kind service agreements between the Baldwin County Commission and Baldwin County Solid Waste this policy should be reconsidered.
BCC Policy 7.9 - Solid Waste Residential Garbage Customer Payment Plan Agreement provides procedures and guidelines for Baldwin County Solid Waste Department to enter into a written agreement (Customer Payment Plan Agreement) with a Solid Waste Residential customer who is delinquent on their garbage account. Upon review of the policy we feel a written agreement is not necessary to reach a payment arrangement to help a customer bring their garbage account current in a timely manner. These less formal arrangements or promises to pay can be made verbally which helps reduce paperwork and also fosters good customer relations. Recommendation is to abolish this policy.
BCC Policy 7.10 - Solid Waste Residential Cart Policy is a new policy based on Resolution #2017-020 which will outline the guidelines for county issued garbage carts as well as the use of personal compatible carts as an additional garbage receptacle. During the January 19, 2016, Baldwin County Commission Regular Meeting, Resolution #2016-010 was adopted which approved revised Baldwin County Policy 7.6 which allowed for Baldwin County Solid Waste to begin standardized cart deployment by providing every residential collections customer with a Baldwin County issued cart as part of their service at no additional charge. The intent of the policy revision was to help make the garbage collection process more automated, safe and efficient in preparation for putting one-arm side load trucks into service. As we move forward with deploying additional one-arm side load trucks we need to establish clear guidelines for placement and storage of Baldwin County issued carts (see BCC Policy 7.10 Attachment 1 - Proper Placement Flyer Automated Collection) as well as the requirements and procedures necessary to approve the use of personal cart(s) as a second compatible cart (see BCC Policy 7.10 Attachment 2 - Personal Compatible Cart Agreement 11/2017). This is a departmental form for in-house recordkeeping only.
FINANCIAL IMPACT
Total cost of recommendation: N/A
Budget line item(s) to be used: N/A
If this is not a budgeted expenditure, does the recommendation create a need for funding? N/A
LEGAL IMPACT
Is legal review necessary for this staff recommendation and related documents?
N/A
Reviewed/approved by: N/A
Additional comments: N/A
ADVERTISING REQUIREMENTS
Is advertising required for this recommendation? N/A
If the proof of publication affidavit is not attached, list the reason: N/A
FOLLOW UP IMPLEMENTATION
For time-sensitive follow up, select deadline date for follow up: N/A
Individual(s) responsible for follow up: Terri Graham, Development and Environmental Director
Suzanne Doughty, Senior Accountant
Action required (list contact persons/addresses if documents are to be mailed or emailed): Suzanne Doughty, Senior Accountant will begin reviewing Residential Deposits on Hold currently recorded as a liability (Fund 511) and will begin the process of returning deposits on hold to individual customer accounts (approximately 13,000 accounts in total) by system credit adjustment as soon as policy revision is approved. Provide Accounting with monthly liability true-up for deposits on hold to reflect the deposit returns and account for revenue accordingly. Subsequently, submit any necessary refund check requests to Accounts Payable during first quarter of Fiscal Year 2020 (October - December 2019).
Additional instructions/notes: N/A