Council Environmental Quality Committee

Summary

Meeting Overview

The Environmental Quality Committee met on May 14, 2013, at 12:02 AM, with Stinnett presiding. The committee addressed five agenda items during the meeting, taking one vote and hearing four public comments.

The committee's actions included approving an item on Easement Construction Issues, deferring a Drainage Ditch Issue for later consideration, and receiving informational presentations on three topics: Waste Management Operational Efficiencies/Use of GPS, Monthly Financials, and Projects List.

Attendance

Present: Stinnett, Mossotti, Gorton, Akers, Scutchfield, Myers, Clarke, Henson, Lane, Kay

Absent: Farmer

Late: None

Votes and Decisions

Standard Operating Procedure for Sewer Line Maintenance Division 1:41:49

A motion was made by Myers and seconded by Clark to approve the draft Standard Operating Procedure for the Sewer Line Maintenance Division and move it to the full council for approval. The motion passed by voice vote with no abstentions or opposing votes. The following members voted in favor: Stinnett, Mossotti, Gorton, Akers, Farmer, Scutchfield, Myers, Clarke, Henson, and Lane.

Budget and Financial Actions

The meeting addressed funding for two waste management infrastructure projects:

MRF and Recycling Facility Expansion

The FY14 Mayor's Proposed Budget included an appropriation of $700,000 for the expansion of the MRF (Materials Recovery Facility) and construction and demolition recycling facility.

Household Hazardous Waste Facility Retrofit

Funding was discussed for a retrofit of the household hazardous waste facility at Bird Thurman Drive. Specific appropriation amounts and vendor details were not specified in the available meeting materials.

Public Comment

Four residents addressed the committee with concerns related to sewer maintenance, infrastructure issues, and drainage problems.

Donald Schaffner 38:41 described multiple failed attempts to resolve a sewer backup that resulted in his property being excavated without advance notice. The work caused damage to his landscaping and driveway. While expressing a loss of faith in the city's handling of the situation, Schaffner indicated he welcomed the proposed Standard Operating Procedure (SOP) as a step toward greater accountability.

Kim Schroeder 41:52 shared her family's experience with repeated sewer backups occurring over a five-year period, which caused extensive property damage. Schroeder emphasized that the proposed SOP, while potentially helpful, does not address the underlying cause of the problem—the lack of proactive maintenance of the sewer infrastructure. She urged the committee to prioritize addressing root infrastructure issues rather than focusing solely on procedural improvements.

Louis Proctor 45:32 reported an instance in which city crews wasted time and resources by digging up a sewer line that was not actually clogged, due to misidentification of the problem. Proctor stressed the importance of improved communication and coordination with residents before work begins on their properties.

Katie Stites 49:23 requested city assistance regarding a non-paved drainage ditch on her property at 386 Waller that was altered following the city's construction of a turn lane. Stites noted that the city had resolved similar drainage issues for her neighbors and asked that her situation receive equitable treatment.

Contested Items

Sewer Line Maintenance and Public Trust

Residents raised concerns about the city's sewer line maintenance practices and communication with the community. Multiple instances of unannounced excavations, missed pickups, and inadequate communication were reported during public testimony. These complaints reflected broader frustration with the city's responsiveness and accountability in managing sewer infrastructure. The testimonies underscored a need for systemic reform in how the city conducts maintenance work and communicates with affected residents.

Ambiguity in Drainage Ditch Responsibility

A procedural dispute emerged regarding maintenance responsibilities for non-paved drainage ditches in commercial areas. The current ordinance lacked sufficient clarity to distinguish between city and property owner obligations for maintaining these ditches. This ambiguity created confusion about who was responsible for upkeep and led to disputes over maintenance duties. The committee acknowledged the problem and agreed to revise the ordinance to clearly delineate responsibilities and resolve the ongoing confusion.

Drainage Ditch Issue

3:00

Council Member Henson raised concerns about unclear responsibility for maintaining drainage ditches in commercial areas. The lack of clarity regarding maintenance obligations had created confusion about who was responsible for upkeep in these zones.

Director Martin provided clarification on the current framework. Under the existing ordinance, maintenance of drainage ditches in commercial zones is assigned to property owners. However, the city retains responsibility for structural repairs that relate to roadway safety.

The committee discussed the need to address the ambiguity in the current ordinance and agreed to take action. Two specific steps were identified:

• Revise the ordinance to clarify maintenance responsibilities
• Map the city's ditch inventory

The outcome of this agenda item was deferred, indicating that further work and discussion will be needed before a final resolution is reached.

Easement Construction Issues

Director Martin presented a draft Standard Operating Procedure (SOP) for sewer line maintenance to address construction-related issues 17:51. The proposed SOP emphasized three key areas: pre-construction planning, property owner communication, and improved restoration practices.

Presentation and Key Points

The draft SOP outlined procedures designed to improve coordination and communication during easement construction projects. Martin's presentation focused on establishing standardized protocols to enhance the planning phase before construction begins and to ensure property owners receive adequate notification and updates throughout the process.

Public Comments and Concerns

Members of the public raised several ongoing concerns during the discussion:

• Missed pickups during construction periods
• Poor communication from the responsible parties
• Lack of accountability for construction-related issues

These comments reflected frustrations with current practices and highlighted the need for the improvements outlined in the proposed SOP.

Committee Discussion

The committee members—including Myers, Schaffner, Schroeder, and Proctor—engaged with the presented material and public feedback. Their discussion centered on the adequacy of the proposed procedures to address the identified problems.

Outcome

The committee approved moving the Standard Operating Procedure to the full council for further consideration and potential adoption. This approval allows the draft SOP to advance in the formal review process for implementation.

Waste Management Operational Efficiencies/Use of GPS

52:36

Brittany West presented on the implementation of a GPS routing system for waste management operations. The presentation highlighted several operational and financial benefits achieved through the system's deployment.

Key Financial and Operational Results

The GPS routing system has generated $394,740 in annual landfill fee increases. The system has also reduced go-backs and improved overall customer service through enhanced operational efficiency.

System Capabilities

The GPS routing system enables: - Real-time tracking of waste management vehicles - Route optimization to improve efficiency - Data-driven decision-making for operations management

Committee Response

The committee noted the system's potential for broader application across other city divisions beyond waste management. This feedback suggests interest in expanding the GPS tracking and routing technology to additional municipal departments.

Outcome

This agenda item was presented as informational, with no formal action required. The presentation demonstrated the effectiveness of technology implementation in improving waste management operations and service delivery.

Monthly Financials

The committee reviewed the monthly financials during this agenda item. 1:18:56

Key Speakers

Martin and Gordon led the discussion on financial matters.

Discussion and Concerns

The committee examined the water quality fee fund and raised concerns about its ability to cover future capital obligations. Specifically, questions were raised about whether the fund could sustain obligations beyond the initial $30 million consent decree commitment.

Additionally, questions were raised regarding landfill fund expenditures and monitoring costs.

Actions Taken

A third-party review of the water quality fee's use was scheduled for the following summer to further evaluate the fund's financial sustainability and allocation.

Outcome

This agenda item was informational in nature, with the committee receiving updates on current financial status and scheduling additional review processes for future assessment.

Projects List

Charlie Martin provided an update on several key infrastructure projects currently underway or in planning stages.

Upcoming Construction Projects

The committee was informed of upcoming groundbreaking activities for three major projects: Bobolink, Century Hills, and East Lake Trunk Sewer projects. These initiatives represent significant infrastructure development for the municipality.

Town Branch Wastewater Treatment Plant

A notable focus of the presentation was the relocation of the storage tank at the Town Branch Wastewater Treatment Plant. To support this effort, a Request for Proposal (RFP) has been issued to identify and secure off-site facility space for the relocated tank.

Stormwater Quality Grants

Martin highlighted the availability of stormwater quality grants that can be utilized for private property projects, providing information about funding opportunities for stakeholders interested in stormwater management improvements.

Outcome

This agenda item was presented for informational purposes, with no formal action required from the committee at this time. 1:25:00