SUMMARY OF A WORK SESSION HELD BY THE MAYOR AND COUNCIL OF THE

TOWN OF CHAPEL HILL, TUESDAY, DECEMBER 8, 1992 AT 5:30 P.M.

Mayor Broun called the meeting to order. Council Members in attendance were Julie Andresen, Barbara Booth-Powell (arrived at 6:00 p.m.), Joyce Brown, Joe Capowski, Mark Chilton, Joe Herzenberg, Alan Rimer and Arthur S. Werner. Also in attendance were Town Manager Cal Horton, Assistant Town Managers Sonna Loewenthal and Florentine Miller, Public Works Director Bruce Heflin, Solid Waste Administrator Gayle Wilson and Solid Waste Planner Blair Pollock.

Council Member Rimer noted that Council Members Brown, Chilton and himself had met to establish an agenda for this evening's work session and to recommend solid waste goals and objectives for the Town. He stated that the committee suggested that the Council concur on the proposed goals this evening and move ahead with planning on solid waste matters for the purpose of future discussions with other local governments.

Council Member Brown said the goals and objectives were self-explanatory and had been developed in their initial form by the State of North Carolina for use by municipalities and counties. She noted that additions were indicated in bold print and suggested deletions were struck through. Council Member Brown stated that the majority of proposed changes pertained to how the Town should proceed with waste management. Council Member Andresen noted that the goals were prescriptive in tone, and that she would like the staff's reactions.

Council Member Chilton said the committee had envisioned adopting the proposed goals at its first meeting in January, 1993. He said subsequent meetings could be held with other governments to receive their reactions to the proposed goals before the Council took final action on the Town's goals. Council Member Andresen inquired whether the proposal was for Council representatives to meet with other governmental representatives prior to the adoption of goals by the Council. Council Member Chilton said this was correct. Council Member Andresen said she had no problem with this proposal. She inquired about the committee's suggestions concerning future meetings with other governmental representatives. Council Member Chilton said the complexity of setting overall concrete goals might necessitate holding several meetings with other governments. Council Member Andresen said it would be much better to have some coalescence prior to proceeding. Council Member Brown suggested that the Council proceed with the review of goals this evening.

Goal Number One

Council Member Werner said he had questions and comments on a number of the proposed goals. Noting that he had been involved with environmental matters for a number of years, Council Member Werner said it would take a considerable period of time to accomplish goal #1 as proposed. Council Member Rimer said the goal had been purposefully constructed in a broad manner. Council Member Werner expressed concern that achieving the goal would take at least fifteen years to achieve. Noting that a costing system for various waste collection methods was needed, Council Member Brown said the City of Durham had performed an effective evaluation process using an evaluation process in a short period of time. Council Member Werner said he did not disagree that cost information was needed. Mayor Broun suggested that the goal could be tied to the establishment of a process. Council Member Werner said he was not sure that this should be done.

Council Member Brown said it was important to give guidance to the consultant. Mayor Broun asked whether it would be satisfactory to eliminate the first five words in the last sentence of goal #1. Council Member Rimer suggested modifying the goal to reflect that the factors would be considered in the evaluation process. Council Member Werner noted that the most environmentally-protective approach might be the least cost-effective. Council Member Capowski asked whether the primary concern was the amount of staff time and money involved. Council Member Werner said he wished to emphasize the need for establishing a hierarchy of items. Council Member Chilton suggested adding a sentence to reflect that the outlined criteria would be considered in establishing the process.

Council Member Werner inquired about the basis for decision-making. Council Member Chilton said the hierarchy of criteria listed. Council Member Andresen said an additional possible criteria to consider was the level of service desired by residents. Council Member Werner said this addressed his point that goal #1 was freely-stated. Council Member Chilton emphasized the importance of having a rational way to make decisions. Council Member Andresen noted the importance of balancing priorities. Council Member Chilton said this was true of any policy decision by the Council.

Council Member Rimer suggested modifying the language in goal #1 to reflect which factors would be considered in the decision-making process. Council Member Capowski said goal number one was really two separate goals because what was done would ultimately have to be measured. Noting that the original goal #20 had been recommended for elimination, Council Member Rimer suggested that the last two sentences of goal #1 could serve as the new goal #20, concerning implementation. Council Member Chilton said the last sentence of goal number one could stand alone as goal #20. Council Member Capowski reiterated the importance of a feedback loop.

Goal Number Two

Council Member Werner asked why "where appropriate" was added, rather than having cooperative agreements. Council Member Brown said there would likely be differences with other municipalities and counties within a three or six-county region. Council Member Rimer said some of Durham County's goals were diametrically opposite of those of the Town.

Goal Number Three

Council Member Andresen inquired about the meaning of the goal pertaining to better defining relationships of governing bodies. Council Member Brown said the goal referred to making a better fit in the relationship between the Carrboro, Orange County and the Town regarding the existing solid waste situation. Council Member Andresen inquired why the Town could not just coordinate with others. Council Member Chilton said this would imply that the relationship was not very well defined. Council Member Andresen inquired how better definition could occur. Council Member Werner inquired why the goal could not just say that better coordination efforts would be made. Council Member Rimer noted that the Landfill Owners Group was at somewhat of a stalemate due to the lack of definition of how solid waste planning coordination occurred. Council Member Herzenberg suggested deleting the word "better" in the first sentence of goal number three. The Council concurred.

Goal Number Four

Council Member Werner inquired why a change in the goal was proposed. He expressed concern that the Town might already have too many committees. Council Member Chilton said the committee did not see any harm in articulating the need for public hearings. Council Member Werner suggested changing wording to "advisory boards" rather than "committees". Council Member Brown suggested substituting the words "appropriate existing Town advisory boards and committees". Council Member Capowski expressed his concurrence. Council Member Andresen said holding a public hearing was integral to the entire review process. Council Member Werner suggested adding the words "as appropriate" after the words "other means".

Goal Number Five

Mayor Broun noted that the committee suggested that goal number five remain unchanged. Council Member Andresen inquired who would set the process in motion for goal #5. Council Member Rimer said Town staff would, as required by State law.

There were no comments on goal #6.

Goal Number Seven

Council Member Werner said he thought the proposed goal was somewhat redundant. Council Member Chilton said he was not sure why source reduction had been singled out. Council Member Brown said source reduction was an important part of the process. Council Member Werner said a specific approach should not be selected as part of the goal-setting process. Council Member Chilton emphasized the importance of not rejecting any technologies out of hand.

Council Member Rimer said that comparing waste reduction options was different from integrated waste management. He noted that longer range costs for waste management were unknown. Noting that the State of North Carolina had incorporated transfer stations, Council Member Brown said it was important to refer to them in the Town's goals. Council Member Brown also said it was appropriate to look at the most efficient ways to collect and dispose of waste. Noting that the original proposed goal singled out a particular waste reduction strategy, Council Member Chilton stated the need to investigate and compare all disposal technologies. Council Member Andresen inquired about the proposed timetable for the source separation study. Council Member Rimer said this would occur at the beginning of the process and be reevaluated in the future. Council Member Andresen said it would be a good idea to identify who would evaluate these goals. Mayor Broun suggested that the Council continue onto other goals and return to goal number seven after all other goals were discussed.

There were no comments on goals #8 or #9.

Goal Number Ten

Council Member Werner inquired whether the Town was precluded from participation if the City of Raleigh chose to build a refuse-derived fuel plant in the future. Council Member Chilton said no.

Goal Number Eleven

Council Member Chilton noted that the goal had been modified to reflect the fact that the goal pertained to the Chapel Hill area.

Goal Number Twelve

Council Member Capowski said he did not understand the difference between goals #1 and #12. Council Member Chilton said the two goals were quite similar.

There were no comments on goal #13.

Goal Number Fourteen

Council Member Andresen said the Town might not want to increase the number of recycling services in any given year. Council Member Chilton said the goal as written almost implied that the Town wanted to provide recycling services for everything. Council Member Capowski noted that it was quite expensive to recycle some things. Council Member Chilton said he could agree to eliminating the goal. Council Member Werner said he did not like the goal as proposed. Council Member Rimer noted that Senate Bill 11 required the Town to have a statement regarding recycling services.

Council Member Capowski suggested modifying the goal to read "To evaluate" instead of "to increase." Council Member Werner suggested adding to the end of the sentence "with reasonable environmental and economic considerations."

Goal Number Fifteen

Council Member Chilton noted that the acronym "MSW" referred to mixed solid waste.

Goal Number Sixteen

Council Member Capowski asked whether goal #16 was redundant. Council Member Brown said goal #16 emphasized the need to increase public awareness and involvement.

Goal Number Seventeen

Council Member Chilton suggested adding the words "by eliminating from the waste stream" to the end of the proposed goal. Public Works Director Bruce Heflin noted that the Town received some materials which were classified as medical waste. Council Member Andresen asked whether goal #17 pertained to the pick-up of leaves and yard waste. Council Member Werner said he thought the wording was appropriate as proposed. Council Member Capowski inquired how motor oil would be handled. Council Member Rimer suggested that motor oil and batteries be eliminated from landfill waste if possible. Mayor Broun suggested that the Town examine what other communities were doing in this regard.

Goal Number Eighteen

Council Member Andresen said it might prove challenging to finance future training programs. Council Member Rimer said the committee had primarily thought of brochures for public education. Council Member Rimer asked whether Public Works had a full-time public education staff person for recycling and waste-related programs. Mr. Heflin said total staff time involved was approximately one-half to three-quarters of a position. Council Member Andresen noted that there was no commitment to new positions as a result of adopting the goal. Council Member Rimer said he had no problem with eliminating the words "staffing for" from the goal.

There were no comments on goal #19. Mayor Broun noted that goal #20 had been revised earlier in the meeting. He also said the Council needed to further discuss goal #7. Council Member Capowski suggested striking the words "investigating and". Addressing goal #2, Council Member Booth-Powell emphasized the importance of having cooperative strategies where appropriate. Council Member Chilton said the intent was when, not where, appropriate. Council Member Werner emphasized the importance of regional solid waste cooperation when appropriate. He suggested that the staff provide an interpretation of solid waste goals proposed this evening. Mr. Horton said the staff could do so.

Landfill Owners Group

Council Member Chilton said the committee had developed a series of questions concerning the Landfill Owners Group. He noted that some issues might need to be revisited. Council Member Andresen asked whether the proposal was to change the present structure. Council Member Rimer said no. He added that the committee was seeking guidance on how the Council felt about the current structure and whether or not it was serving the Council's needs.

Council Member Andresen suggested that some clarifying kinds of questions were needed. She added that no major changes to the Landfill Owners Group structure were needed. Council Member Werner said he viewed the Landfill Owners Group as dealing with smaller decisions based on the direction of local governing bodies and that no major changes in the group were needed.

Council Member Brown said the Landfill Owners Group had undertaken a number of jobs which had not been originally anticipated. She stated that volume reduction techniques needed to be examined and expanded. Council Member Brown also suggested that the membership of the Landfill Owners Group needed to be widened to broaden the group's perspective. Council Member Andresen asked whether Council Member Brown was suggesting a change in the Landfill Owners Group structure. Council Member Brown said yes, within the context of all local governing bodies.

Council Member Werner said the primary objections appeared to be centered around policy issues which could be addressed by individual governing bodies and not delegated to Landfill Owners Group representatives. Council Member Werner also said he did not think that increasing representation on the LOG would be beneficial. Council Member Brown said there was a need to have a broader perspective on a variety of viewpoints.

Council Member Rimer said he agreed that the governing bodies needed to direct the Landfill Owners Group by establishing clear goals. He stated that the proposed goals could be presented to the three governmental bodies followed by an evaluation of the entire process. Council Member Rimer said making major changes in the Landfill Owners Group structure and operation would not be a useful exercise. Council Member Andresen emphasized the importance of having a common understanding of the Landfill Owners Group's missions. Council Member Chilton said he did not know of a better way to handle solid-waste related matters across jurisdictional boundaries. Mayor Broun said some problems pertaining to the Landfill Owners Group were worth examining and suggested the Council review them after reviewing the proposed solid waste management plan. Mayor Broun also said the major concern appeared to be whether or not individual representatives reflected the viewpoints of their entire governing board. Council Member Andresen acknowledged this concern. She added that restructuring the LOG could impact the landfill site search process.

Mayor Broun suggested that expanding the Landfill Owners Group to six members from three members might make it easier to reflect the will of individual governing bodies. Council Member Andresen inquired about other governmental bodies interest in expanding membership. Mayor Broun said he did not know the wishes of the other bodies in this regard. Council Member Rimer said the Landfill Owners Group could request that representative bodies further discuss possible membership expansion.

Mayor Broun suggested that the solid waste goals as revised be taken back to the intergovernmental group. Council Member Capowski said he thought the outline of questions about the Landfill Owners Group before the Council was a good one which merited further discussion in the future. Noting that the Council was split on some matters, Council Member Andresen suggested that there was a need to better define preferences in this regard. Mayor Broun said the committee had provided a good outline for future discussions.

The work session concluded at 7:25 p.m.