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HomeMy WebLinkAbout11/28/1988 - Joint Minutes City Council MINUTES SPECIAL MEETING OF THE COLLEGE STATION CITY COUNCIL IN JOINT SESSION WITH THE BRYAN CITY COUNCIL MONDAY, NOVEMBER 28, 1988 2:00 P.M. COUNCIL MEMBERS PRESENT/ COLLEGE STATION= COUNCIL MEMBERS PRESENT/ BRYAN= STAFF= Mayor Ringer, Councilmen Brown, McIlhaney, Haddox, Birdwell, Gardner and Schneider Mayor Tate, Concilmen Aycox, Hardeman, Catlin, Chavaria and Reese City Manager Ragland, City Secretary Jones, City Attorney Locke, Asst. City Manager Woody, Director of Capital Improvements Ash, Finance Director Harrison, Public Service Director Miller, Asst. Public Service Director LaBeau, Engineer, Mike Haster, Public Information Officer, Calliham, City Engineer, Pullen and Budget Director Schroeder AGENDA ITEM NUMBER 1 - Solid Waste Management Study. Mayor Marvin Tate, City of Bryan, called the meeting to order and explained the purpose for the joint meeting. Mayor Larry J. Ringer, City of College Station, introduced David Pullen, City Engineer and Project Engineer. Mr. Pullen reported briefly on the year's activities relating to local landfills. He stated that College Station has been attempting to expand its landfill and at the present time has applied to the Texas Board of Health for a permit that will virtually double it; and Bryan's search for a new landfill site has brought forth expressions of public concern on the location of landfills and the perception of possible hazards. Mr. Pullen noted that Texas A&M University does not have a separate landfill and that Brazos County does, but only a relatively small operation. He commented that the difficulty of solid waste disposal is recognized as a national problem. In July, the two city councils were separately presented proposals to consider the joint use of landfills in the Bryan-College Station area. Subsequently, the cities authorized a study to be performed by HDR Engineering, Inc., and McDow and Associates, jointly. Basically, the intent of the study was to identify the existing conditions and the existing costs, to examine the joint use feasibility of existing facilities, and to examine the feasibility of developing a joint use landfill separate from-/ch~ current facilities. ~'' Monday, November 28, 1988 page 2 The study was divided into two phases. The initial phase included (1) determination of the costs involved and (2) the feasibility of joint use of existing facilities. Mr. Pullen explained that the consultants have completed their research into a number of the items involved and have prepared a report. He stated that the two councils were being asked to consider acceptance of the report, and secondly, to consider a motion directing the staffs of the two cities to work together to develop an agreement for joint use of the facilities. He introduced Bill Hindman, representing HDS Engineering, and Ed Mc Dow, of McDow and Associates. Mr. Hindman stated that he would first address the results of the feasibility analysis, looking primarily at the joint use of existing facilities. He pointed out that at this time, work has not started on looking at future facilities. He explained that the first phase of the study had two major objectives, including (1) establishment of existing conditions (how much waste is being generated, how much does it cost to handle it) and how much site life remains in the existing facilities, and (2) how can the cities use the existing facilities to the maximum. Attention was given to the costs of operating the facilities separately as compared to operating jointly. Mr. Hindman pointed out that Bryan consumer use of College Station's landfill would shorten the potential life of the College Station facility; therefore, they examined a potential way of compensating College Station for that lost life. The study also identified items that should be part of any joint agreement to be developed later. Mr. Hindman listed methods that were considered as possible means to extend the lives of the current landfills. He concluded that the consultants had determined both cities would benefit economically by joint use of their facilities. He stated that their conclusion was based on a thorough analysis of the economics, including transportation, operation and maintenance, site, replacement, personnel, and equipment costs. Mr. Hindman predicted that each city could realize a 22% savings by jointly operating the facilities over the remaining life of both facilities. He continued by noting that the current landfill in College Station has two scenarios, one being the current site life of the facility, and the other being an extended site life based on the permit application pending before the State Department of Health. He stated that the consultants had prepared several recommendations for council consideration. Referring to pending federal regulations that will place additional monitoring requirements on the Bryan landfill, Mr. Hindman recommended closing Bryans landfill before the regulations take effect within the next twelve to eighteen months. Because the restriction on the Bryan landfill is time and not necessarily space, College Station should begin hauling some of its waste to the Bryan '"7026 Monday, November 28, 1988 page 3 landfill. He noted that College Station's use of the Bryan landfill during its limited life, would extend the life of the College Station landfill. After the Bryan landfill is closed, operations would shift to the College Station landfill; the City of College Station would continue to own and operate its landfill and the City of Bryan would become a customer of College Station. He further recommended that a 57 tipping fee then be established to cover the operating and maintenance costs of the existing facility and also to cover some capitalization of a future facility to be used jointly by the cities. To compensate College Station for the loss of some of its site life, landfill users who are not College Station residents should pay a surcharge in addition to the tipping fee. As the purpose of the surcharge would be to offset the cost to College Station for shortening the life of its landfill, the surcharge would cease upon closure of the College Station landfill and the opening of a joint operation at a new site. Ways should be explored to extend the life of the College Station landfill. In the meantime, the cities should move to the next step of the feasibility study and (1) direct the consultants to research a future joint use facility and (2) start developing contractual agreements for joint use of the existing facility. Councilman Haddox asked about the possibility of the tipping fee being increased. Mr. Hindman replied that the suggested fee was based on an estimate cost for a new site and could be increased or decreased depending upon the actual expense. Councilman Aycox inquired about the life of the College Station landfill. Mr. Hindman stated that with both cities usinG the landfill the site would last until 1996 at the current capacity or until 2002 if the requested permit extension is granted. He also said that without Bryan using the College Station landfill, the landfill would last until 2012 with the extension. Councilman Haddox asked how long would be needed to prepare for landfill operation once a new site is located. Mr. Hindman replied that with preparation and permitting requirements, a minimum time of three to four years should be allowed. Discussion continued on how the figures and projections were developed and what they included. Items of concern mentioned were the cost and effect on road maintenance, the influence that the rate of inflation will have, and how possible increases in transportation costs were considered and will be treated. Councilman Birdwell suggested that "space replacement cost" would be a better term to use than "surcharge." Councilman Catlin asked if the tipping fee would be adjusted on an annual basis. Mr. Hindman said the contractual agreement should include consideration for adjustments to the tipping fee. Councilman Schneider inquired about the factor of solid waste ; Monday, November 28, 1988 page 4 from TAMU as it relates to the College Station landfill. Mr. McDow stated that waste from TAMU supplies about 20% of the total annual volumn of the landfill. Councilman Schneider asked what assumptions have been made about technology for the next fifteen to twenty years. Mr. Hindman explained different aspects and perspectives of technology in relation to the study and project. In reply to other questions, Mr. Hindman clarified the way that cost projections were developed and listed major factors influencing the savings to be realized by a joint operation, including shared overhead expenses as the main one. Mr. McDow explained how the costs of operation would be trimmed by economy of scale. After additional discussion on how combining the operation would decrease the unit cost of operation per ton of solid waste, Mr. Pullen asked the council for directions. Councilman Reese moved that the City of Bryan accept the report; Councilman Hardeman seconded the motion. The Bryan City Council voted unanimously, 6-0, to accept the report. Councilman Brown moved that the City of College Station accept the report; the motion was seconded by Councilman Schneider. The College Station City Council voted unanimously, 7-0, to accept the report. Councilman Birdwell moved that the College Station City Council authorize the city staff to participate with the City of Bryan staff to work on a joint use agreement for the existing landfill and that the mayor appoint a member of the College Station council to work with the two staffs on the preparation of the agreement. The motion was seconded by Councilman Haddox, and was approved unanimously, 7-0 by the College Station Council. Councilman Catlin moved that the City of Bryan staff be authorized to work with the City of College Station staff to prepare a joint use agreement. The motion was seconded by Councilwoman Chavarria, and was approved unanimously, 6-0. AGENDA ITEM NUMBER 2 - Ad~ourr~nent. The meeting was adjourned at 2:45 P.M. Attest: (~ City Se~t-ary, Dian Jones APPROVE D: Mayo~ r ~Ri~/_~ '" .702R