CITY OF ABERDEEN CITY COUNCIL MEETING AGENDA

60 North Parke StreetAberdeen, MD 21001

Council ChambersMay 26, 2020, 7:00 PM

A. CALL TO ORDER

B. ROLL CALL

C. OPENING PRAYER

D. PLEDGE OF ALLEGIANCE TO THE FLAG OF THE UNITED STATES OF AMERICA

D.1. Councilman Timothy Lindecamp

E. APPROVAL OF CONSENT AGENDA - NONE

F. APPROVAL OF MINUTES

F.1. March 16, 20220 Closed MeetingApril 23, 2020 Closed MeetingMay 11, 2020 Council MeetingMay 14, 2020 Work SessionMay 18, 2020 Work Session

G. STATEMENT OF CLOSED MEETING - NONE

H. PRESENTATIONS - NONE

I. PUBLIC HEARINGS - NONE

J. PUBLIC COMMENT - Maximum of 5 minutes per person unless authorized by the Council1

K. LEGISLATIVE SESSION

K.1. Ordinance No. 20-O-07, Budget FY 2020-2021 (For Adoption) [3rd mtg.]Ordinance No. 20-O-07, Budget FY 2020-2021 and Budget.pdf

K.2. Ordinance No. 20-O-09, Infrastructure Bonds, 2020 Series A (For Introduction) (Sponsor/sneeded) [1st mtg.]

L. UNFINISHED BUSINESS

L.1. Council Liaisons

M. NEW BUSINESS - NONE

N. UPDATES FROM CITY MANAGER AND STAFF

N.1. City Manager Updates

N.2. Aberdeen’s Future in Waste Management Services (Presentation and Discussion)2020-05-26 Waste_&_Recycle _Ops_Brief_Council.pptx2020-05-26 Waste_&_Recycle _Ops_Fact_Sheet_Council.docx

O. PUBLIC COMMENT - Maximum of 5 minutes per person unless authorized by the Council.

P. BUSINESS OF MAYOR AND COUNCIL

Q. ANNOUNCEMENTS

Q.1. Farmers Market, every Thursday, June 4 through October 26, Festival Park, 4 - 7 PM;Council Meeting, Monday, June 8, Council Chambers, 7 PM;Planning Commission Meeting; Wednesday, June 10, Council Chambers, 7 PM.

Flyers:Aberdeen Farmers Market.png

R. CLOSED MEETING - TBD

S. ADJOURNMENT

Under Md. Code Ann., General Provisions Article §3-305(b), all or any portion of public meetings aresubject to closure.

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COUNCIL OF THE CITY OF ABERDEEN Ordinance No. 20-O-07

Date Introduced: April 27, 2020 Sponsored by: Councilman Adam Hiob and Councilwoman Sandra Landbeck Public Hearing: May 11, 2020 Amendments Adopted: Date Adopted: Date Effective:

ORDINANCE NO. 20-O-07

BUDGET FY 2020-2021

AN ORDINANCE CONCERNING THE CITY OF ABERDEEN FY 2020-2021 1 BUDGET FOR the purpose of adopting the City of Aberdeen FY 2020-2021 Budget; and all 2 matters generally relating thereto. 3

SECTION 1: BE IT ENACTED BY THE MAYOR AND CITY COUNCIL OF THE 4

CITY OF ABERDEEN THAT the Budget for the City of Aberdeen for fiscal year beginning 5 1 July 2020 and ending 30 June 2021, attached hereto as Attachment 1 and incorporated 6 herein by reference, and entitled, “City of Aberdeen, Operating and Capital Budgets, 7 Fiscal Year 2021 (July 1, 2020 – June 30, 2021)”, is adopted and for all purposes shall be 8 considered the FY 2020-2021 Budget for the City of Aberdeen. The Budget shall include 9 revenue and expenditures for the Water Enterprise Fund, Sewer Enterprise Fund, Stadium 10 Enterprise Fund, General Fund, and all Capital Budgets related thereto. 11

SECTION 2: BE IT FURTHER ENACTED THAT the FY 2021 General Fund Budget 12

is based on an annual real property tax rate of $0.64 per $100 of assessed value and an annual 13 personal property tax rate of $1.70 per $100 of assessed value, both of which are levied and 14 imposed by this Ordinance upon all properties within the City of Aberdeen that are subject to 15 real and personal property taxation. 16

17 SECTION 3: BE IT FURTHER ENACTED THAT the FY 2021 Water Use Rate shall 18

be a minimum charge of $20.66 for the first 3,500 gallons or less and $6.24 per each additional 19 1,000 gallons. The Sanitary Sewer Use Rate shall be a minimum charge of $24.83 for the first 20 3,500 gallons or less of metered water and $7.08 per each additional 1,000 gallons of metered 21 water. 22

SECTION 4: AND BE IT FURTHER ENACTED THAT this Ordinance shall 23

become effective on 1 July, 2020. 24 3

Ordinance No. 20-O-07 Budget FY 2020-2021 Page 2

COUNCIL OF THE CITY OF ABERDEEN

_____________________________________ Patrick L. McGrady, Mayor ______________________________________ Adam H. Hiob, Councilman ______________________________________ Jason W. Kolligs, Councilman ______________________________________ Sandra J. Landbeck, Councilwoman ______________________________________ Timothy W. Lindecamp, Councilman ATTEST: SEAL: ____________________________________ Monica A. Correll, City Clerk Date ________________________________

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Aberdeen’s Future in Waste Management Services

Kyle TorsterDirector of Public Works

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Challenges in Waste & Recycling Collection

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Workload 1992 2004 2014 2019

Annual tons trash 2197 2963 2732 3682

Weekly lbs. trash per stop 40.1 28.1 24.7 31.2

Annual tons recycling 262 923 911 1095

Weekly lbs. recycling per stop

4.8 8.8 8.2 9.3

Total households 3520 4054 4256 4538

Tipping fee per ton $35 $50 $67 $72

Staffing 7 7 7.5

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2019 Zones Zone 1 Zone 2 Zone 3 Zone 4

# of stops 1,063 1,176 1,073 1,228

Average tons trash weekly

14.5 14.5 14.5 16.6

# times 16+ tons trash 8 9 5 25

Average tons recycling weekly

5.1 5.1 5.6 5.5

# times packed-out 5 5 12 10

Lbs. per stop low/high 15.1 to 33.7 13.8 to 30.3 21 to 38.5 16.1 to 50.3

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Trash Disposal

by Zone

2019

Lbs Per Service Stop Zone 1 Zone 2 Zone 3 Zone 4Min 15.1 13.8 21.0 16.1Avg 27.2 24.7 27.2 27.0Max 33.7 30.3 38.5 50.3Deviation 3.3 3.4 3.0 5.9

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MaintCosts

2019

$-

$20,000

$40,000

$60,000

$80,000

$100,000

$120,000

FY10 FY11 FY12 FY13 FY14 FY15 FY16 FY17 FY18 FY19 FY20

Budget Actual

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Future growthfor waste management

2020-forward

Looking ahead 29%

Stop increase since 2004

28.9-31.2

Increase in lbs. per stop since 2004

44%

Increase in tipping fees since 2004

202?

Future tipping fee increases

+ 200stops

Eagles Rest Phases 1 & 2

+200stops

Annexation

+266 stops

Infill lots

5200

Future stops that will need service

15%

Serviceable growth

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Growth and Facility Constraints

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Outsource

In-house

2020 Decisions

• The City contracts out all waste management services. • Retain 2 full time employees to manage contract and interface with residents. • Requires 2 administrative vehicles for quality control.• Existing staff transferred to Maintenance Shop which requires additional support equipment.

CityControlledContract

• Adopt Harford County’s waste management policy in which residents procure privately waste haulers• Residents deal directly with a contractor in receiving services (~$30/month)• The City no longer offers waste/recycling/yard waste removal service (June 2021). • The City does not interface with residents on waste/recycling/yard waste issues

Private contracts

• DPW grows current waste management services, trash, recycling, yard waste and bulk would be offered every week. • Grow from 4 to 5 zones, trucks run Monday – Friday. • Holidays and weather delays would severely impact a 5th zone schedule. (Saturday) • Yard waste to be incorporated into weekly pickup zone schedule each day

• Vehicle and manpower changes as follows:• Grow staffing from 7.5 to 12 employees, additional mechanics and more facility space to address respective increases• Fleet increases from 5 to 6 trucks (min with possibility in additional backups to address maint repairs/excess trash).

• Fleet replacement to a 5-year schedule. Replacing 1 truck each year, and 2 trucks in one year during any 5-year schedule. (Est)

As-is + growth

• The City eliminates yard waste pick-up or creates drop-off location/schedule, continuing trash, recycling, and bulk on weekly basis.

• Grow from 4 to 5 zones, trucks would run Monday – Friday • Holidays and weather delays would moderately impact a 5th zone schedule. (Saturday)

• Vehicle and manpower changes as follows:• Grow staffing from 7.5 to 10 employees(may be able to absorb workload without additional support maint staff)

• Fleet replacement to a 5-year schedule. Replacing 1 truck every year.

Modified + growth

Planning for the future & options

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Waste Management

Transition to MS4 Maint

• Recommended Course of Action• Outsource with resident contracting commercial services

• Timeline • Maintain Trash, Recycling, Yard Waste Services Until Jun 2021 • Initial Letter to residents in July/August

• Private Hauler (Contract by Resident with hauler ~$30/month)• Yard Waste to Scarboro (by Resident)

• Certified Letters to residents in March 2021• End Trash/Recycling/Yard Waste Services 1 July 2021

• DPW (MS4 & Maintenance Team enhancements FY22/23)• Divest Waste Management trucks via Auction• Reassign Staff for Stormwater Maintenance and other Maintenance Worker

responsibilities (Water, Sewer, Roads, Grounds, Facilities, etc.)• Dedicated Jet Truck, 2-1.5 Ton Trucks, 2 Crew Cab Pick Ups, heavy equipment –

shared. Requires initial additional upfront costs• Trash Pickup via parks and downtown by DPW staff and dispose in dumpsters

(contract with private hauler)

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Council Decision Brief

05-26-2020

Environmental Operations Facts (CY2019)

Workload:

CY 2019: 208 collection days. Often exceeding 8+ hours per day.o 26 days required 2 or more trips to the dump for trash.o 4 days required 3 or more trips to the dump for trash.o 35 days required 2 or more trips to the dump for recycling. o 4 days required 3 or more trips to the dump for recycling.

Yard waste offered ~40 days over 10 months of the year. (April- January) Bulk pick-up is year around, by appointment. 2019, average 86 per month. 11 government holidays affect collection schedule. Landfill hours, Monday-Saturday 7am-3pm. Closed on government holidays. Trucks emptied each day. Storing trucks while full increases risk of combustion.

Occasionally storing full trucks overnight due to route times exceeding landfill hours.

Staffing:

For calendar year 2019 crews are working at capacity when fully staffed. There are six (6) persons required to operate the trucks daily. The person and a half accounts for a working supervisor for coverage and daily responsibilities related to environmental operations. Vacation, sick and personal days all impact daily operations. Additionally, crews are required to work on Saturdays during weekday holidays or loss days due to inclement weather.

Paid time off for the last three (3) years indicate typical seasonal fluctuations and no unusual trends.

Since 2004 the City increased collections by 28%, adding 1,018 stops to routes with no growth in infrastructure. (Manpower, equipment with exception with a truck in 2010)

Crews consist of one (1) driver and two (2) “throwers” for each Trash and Recycling truckper day.

Bulk pick-up, including metal and appliances, is the only time crews can safely consist of one (1) driver and one (1) “thrower”. (Fridays only)

Operation Constraints:

Time: It takes approximately 2 hours daily for travel to/from the Landfill, leaving 6 hours to get the route done. Factors include weather conditions, amount of stops per zone, extra bags and mechanical interruptions.

Capacity: Space and weight limitations for the trucks. Approximately 16 tons of trash and 4.5 tons of recycling which depends on weight and density of material. Upon reaching capacity, trucks make multiple trips to the landfill until daily route is complete.

Manpower: Crew minimums. Working at capacity already. Challenges covering paid time off. CDL requirements and high turnover rates keep employment a struggle.

Cost: Manpower and capacity limitations lead to daily overtime. Overall increase in waste increase tipping fees paid. Additional trips increase maintenance, gas and mileage costs to vehicles.

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Council Decision Brief

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Equipment:

Four (4) trucks in inventory, additional truck ordered (07/2019) and arrived (05/2020). Order time to delivery for new vehicle: 10 – 12 months, plus one (1) month to put truck into

service, train and get truck certified by Harford county for disposal. Cost for trash truck is $210k FY20 expect cost to increase due to global markets in steel. 10-year maintenance averages $44k. FY20: $96K with five (5) weeks left in budget year. Predicting budgets for maintenance are inconsistent from year to year. EPA emission requirements for diesel vehicles are increasingly rigid. In-house repairs and engine code resets on trucks is limited. Due to proprietary software laws

trucks must sent to licensed facilities or dealerships for most repairs. Trash and recycling trucks fuel consumption 4.5-5 mpg. Daily heavy wear and tear cause increased maintenance and repairs.

o Stop/go nature of work increases wear on engines, transmissions and breaks systems.o Loading and unloading of thousands of Toters daily cause pinch points on seals, casings

and hoses requiring repairs. o Hydraulic systems are complex and are often the first to fail.

Maint Shop has four (4) heated bays for existing trucks. Facilities at capacity. Outside storage is limited Major Vehicle Repairs FY20 Costs (rounded for presentation)

Unit #102, Model Year: 2017 $16,34603/05/20 Wire Harness Replace/Drive Shaft: $7,66712/31/19 Tipper Parts: $8279/25/19 Tow Unit for Repair: $8249/24/19 PTO Pump Leak: $4,4519/06/19 Hydraulic Pump/Transmission Leak: $2,3778/14/19 Tipper Parts: $200

Unit # 104, Model Year: 2016 $9,09603/24/20 Oil Pan Leaking, Front Cover Leaking Oil, CCB Drain Leaking Oil: $4,05601/03/20 Heater Core: $31412/17/19 Coolant Leak, Replace Air Compressor: $2,81110/07/19 Fuel Injector Leaking: $67609/23/19 Emissions Issues: $50209/23/19 Tow Unit for Repair: $736

Unit #103, Model Year: 2014 $31,41205/8/20 Replace Turbo, DEF Dose Injector: $7,11212/31/19 Tipper Parts: $98912/19/19 Replace DEF Pump: $2,35612/04/19 Coolant Lines to DPF Leaking: $2,13111/21/19 Tow Unit for Repair: $62511/07/19 Replace EGR Cooler: $5,29309/18/19 Replace Transmission: $10,91409/18/19 Rebuild PTO Pump: $1,40508/07/19 Tipper Parts: $585

Unit # 107, Model Year: 2010 $9,6625/12/20 EGR Valve Replacement, DPF Replacement:$8,05902/14/20 Valve for Tipper: $64201/23/20 Tow Unit for Repairs: $75001/13/20 Dive Axle Shaft Adjusters Replaced, Slack Adjuster Kit: $1,46001/9/20 Oil Pan Gasket: $14511/18/19 Raise Cylinder for Body: $1,4607/23/19 Raise Cylinder for Body: $1,460

General Maintenance Items $24,949Misc Items: filters, brakes, diesel exhaust fluid, batteries, lights, hydraulic hoses, hardware: $5,953Tires: Unit 102 Tires: $6,641, Unit 103 Tires: $5,747, Unit 104 Tires: $4,578, Unit 107 Tires: $2,029

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Council Decision Brief

05-26-2020

Planning Ahead:

Projected budgetary increases. Accounts for direct costs, not including down time on machinery, administrative costs, maintenance shop hours or other incalculable expenses. o Total households 29% increase since 2004. o Lbs. per stop increase of 28.9 lbs. – 31.2 lbs. per stop since 2004o Tipping fees 44% increase since 2004. o Tipping fees are expected to increase in the future.

Growth: 5200 future stops that will need to be serviced. A further approximate 15% growth. o Under construction for both phases of Eagles Rest, additional 200 stopso Annexation: Project an additional p to 200 additional stops.o Current infill lots: projected up to 266 new stops.

18 lots R1 zone. Single dwelling only. Possible 18 stops. 36 lots R2 zone. Single dwelling or duplex. Possible 36-72 stops. 22 lots R3 zone. Single dwelling, duplex or townhouses (up to 8 in row). Possible

22-176 stops.

Options

Private contracts: Citizens required to obtain private waste removal contracts.

City controlled contract: The City would facilitate contracting out all services.

Modified plus growth: The City makes modifications to current yard waste services and growing to meet demand of remaining services.

As-is plus growth: The City continues to offer all current services, growing to meet demand.

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