HomeMy WebLinkAboutMemo - Mail Packet - 12/26/2023 - Memorandum From Megan Demasters Re: Update On Transition Towards Contracted Residential Waste Collection Program1
MEMORANDUM
DATE: December 12, 2023
TO: Mayor and Councilmembers
THRU: Kelly DiMartino, City Manager
Tyler Marr, Deputy City Manager
Jacob Castillo, Chief Sustainability Officer
Josh Birks, Deputy Director Sustainability Services
FROM: Megan DeMasters, Interim Manager, Environmental Services
SUBJECT: Update on Transition Towards Contracted Residential Waste Collection Program
The purpose of this memo is to provide City Council with an update on the transition towards the
Contracted Residential Waste Collection program and to share highlights of the work
accomplished so far and what Council can expect during Q1 2024.
Background:
On April 18, 2023, City Council adopted ordinance NO 054, 2023 allowing for the establishment
of a City-wide residential waste collection program. For a price similar to what residents pay for
only trash and recycling now, the program includes trash, weekly recycling, seasonal yard
trimmings and two bulky item collections per year. The program is designed to achieve the
project goals, including reductions in greenhouse gas emissions, decrease in street
maintenance impacts, increase in waste diversion from the landfill, and equitable pricing across
the community. It is also aligned with:
Council Priority 12: Explore a districted system and supports the four other priorities to
advance the community’s goal of achieving zero waste by 2030.
Our Climate Future Big Move 2: Zero Waste Neighborhoods
City Plan Principle Env 5: Create a Zero Waste System
City Strategic Plan Environmental Health 4.3: Zero Waste
Project update:
Hiring:
A full-time classified Lead Specialist has been hired to manage the Contracted Waste Collection
program and through the approval of the mid-cycle budget appropriation process, additional
staff will be hired to support customer service and contract compliance.
Update on XS cart service:
The cart manufacturer identified in the contract does not manufacture carts that are 16-18
gallons and the option to have a 30–39-gallon cart with an insert to functionally create a cart
with less than 30 gallons is being discontinued due to safety, maintenance, and operational
issues.
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City staff worked with the Republic team to determine what the best option for the program
would be long term. It was agreed that the 35-gallon cart with a different color lid, picked up
every two weeks is the best available option to meet the intent of the City’s PAYT ordinance,
reduce waste diversion and meet operational and safety objectives.
Develop Residential Service Address List:
Based on the requirements of which households are included in the residential contracted
program, the City did not already have a database of households to develop an address list
from and the contract between Republic and the City clearly establishes that the role to develop
the service address list of eligible households for the program be done by Republic with the
support of City staff.
Since June, staff have been working very closely with the Republic team to discuss how the
address list is progressing and provided the Republic team with a detailed guidance document
on how to determine if a household should be included in the program. Those requirements are:
Single-family and multi-family household buildings with seven or less units that use trash
cart service rather than dumpster service and;
Households within City limits.
Additionally, as HOA exemption application decisions are made, staff are sharing the list of
approved HOA exemption applications with Republic so they can exclude those addresses from
the service address list.
Additional coordination with Republic:
Beginning last June, City staff meet regularly with the Republic to ensure the transition stays on
track. Highlights include:
Develop marketing and communication materials for 2024.
Support responding to concerns from current Republic customers.
HOA Exemption Process: Homeowners Associations (HOAs) with contracts that were signed
and in effect before April 28th, 2023, have the ability to apply for an exemption from the City’s
contracted service. Application review began during June and HOAs have until 12/31/2023 to
apply for an exemption. The review process includes:
Review by staff of current signed contract to determine if contract currently in place
meets City code requirements.
Determine if the HOA lies within City boundaries.
Review written notice to members to ensure written notice meets all City code
requirements.
Upon initial review of applications, HOAs and their respective haulers were provided with
specific information on why the application was denied. City staff met with haulers over the
summer to offer support in making sure that contracts would be revised to be compliant with
City code requirements. City staff are still finalizing decisions on the HOA exemptions, some
preliminary information:
100 HOAs submitted an initial application for review:
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o 4 HOAs did not qualify for an initial review either because they did not have trash
cart service, were out of City boundaries, or did not have a signed and executed
contract before April 28, 2023.
96 applications were reviewed in the first round:
o 94 were denied the exemption in the first round due to the contract or written
notice not complying with City code requirements.
o HOAs had 60 days to work with their current hauler to provide a revised contract
signed by both parties that meets City requirements.
67 of 75 HOAs that have resubmitted their application for an exemption have provided
contracts and written notices that meet code requirements and have been approved.
This process will be completed early January 2024 and staff will provide a full summary of the
HOA exemption process at the end of Q1, 2024.
What to expect during Q1 of 2024:
City staff will continue to work closely with the Republic team to ensure the smooth transition
towards the City program, some key program components that will occur in Q1 2024 are:
End of January 2024: A letter introducing community members to the City’s program will
be mailed to all households eligible for the program. The letter will include information
about the program including when to expect communication from Republic and how to
opt-out of the City program.
End of January 2024: Household Variance application available: The City program
allows for two possible exceptions (called variances). These variances allow households
to apply for exemption from the $11.10 monthly opt-out fee. Households may submit
applications for variances if:
o They are very low trash producers and wish to share the XS (35-gallon cart
picked up every 2 weeks) cart service with another household. In this case, one
household would apply for the variance; the City would review the application,
and once granted, the two households would decide how to split the cost of the
XS cart service between themselves.
o They regularly have more trash than the XL (two 95-gallon carts) cart service can
accommodate. In this case, the household may apply for a variance; the City
would review the application and once granted, could contract dumpster service
with the provider of their choosing or haul their own trash and recycling to the
appropriate facilities.
February 2024: Residents will receive information from Republic on how to select their
trash cart size and cart ordering will occur through May 2024.
o Republic will have a dedicated website for the City’s Residential waste collection
program that provides additional information to community members about cart
ordering and services provided.
o The Fort Collins program specific Customer Response Center (CRC) will also be
operational by the time the first letter from the City is mailed.
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