Information Services Advisory Board
Minutes
Thursday, August 4, 2005
Temporary Council Chambers
Herbert C. Young Community Center
101 Wilkinson Avenue, Cary, North Carolina
1. Call to Order
Chair Jo Rathgeber called the meeting to order at 5:30 p.m.
2. Introduction of Members
Present: Donna Bravo, Jamie Cuticchia, Mark Evangelista, John Fitzpatrick, Dayna Guzik, Lee Douglas, Jo Rathgeber, Dean Smith, Angel Wright-Feldman
Absent: Steve Del Verde
Town Staff members Mike Bajorek, Susan Moran and Teri Peralta were also present.
3. Approval of Minutes
The board unanimously recommended approval of the July 7, 2005, minutes.
4. Old/New Business
Chair Rathgeber stated that Ms. Robison would be unable to attend the meeting. She noted that Ms. Robison had been in contact with Jack Smith who informed her that the EDC was not involved in the downtown Wi-Fi planning and that he “felt Wi-Fi should be with ISAB anyway.” Ms. Rathgeber suggested that further Wi-Fi discussion be postponed until such time as Ms. Robison could attend.
a. Confirmation of Technical Services facilities tour date
Ms. Rathgeber then reminded the board that the tour of the Tech Services department had been rescheduled for the September meeting. Ms. Moran instructed the board to meet promptly at 5:30 at the Temporary Council Chambers and then proceed to the Technical Services department. She emphasized the need to be on time, as it is a secure area.
b. Solid Waste and Severe Weather Communications
Ms. Rathgeber noted that she and her husband reviewed the handout on Solid Waste and Severe Weather communications and found it to be very informative.
Ms. Moran introduced Mike Bajorek, Public Works Director to the Board.
Mr. Bajorek began by stating that the Public Works department is a mission-driven organization. The department provides services to the citizens of Cary. He noted that, ideally, with the Public Works department working efficiently, Cary citizens would go about their day feeling that Cary is a great place to be, but “they would never know we’re here.” Mr. Bajorek indicated that when the Town is hit hard by hazardous weather, the goal is to keep the same efficiency – to have a system in place that allows for Cary citizens to continue with their day-to-day activities as well as possible despite the weather.
Mr. Bajorek then went on to describe Cary’s hazardous weather recovery plan. He stated that the first priority is to maintain streets for emergency response capability. Then, once the storm is over, they strive to get every street open to pre-event conditions. Mr. Bajorek explained that the procedure for clearing road is broken into three priorities. First the thoroughfares are cleared. Thoroughfares are multiple-lane roads such as Kildaire Farm Road or Cary Parkway. Then they would clear primary roads within subdivisions. These would be roads that connect subdivisions, such as Lake Pine or Crabtree Crossing Parkway. Then, finally, the through streets within a neighborhood and cul-de-sacs would be cleared.
Mr. Bajorek notified the board that in the near future Public Works will be getting ready to have their annual Snow Rodeo and Roundup, a program designed to familiarize staff with the roads. He mentioned that because of the changes to solid waste pick up there will be more trucks freed up for plow use. He indicated that the Town also has a fleet of contract pick-up truck plows which are used for the smaller roads within subdivisions.
Mr. Bajorek mentioned that the Town is setting up approximately 20 traffic cameras throughout the town which will be linked to the Town’s Web site, allowing citizens to see road conditions before leaving their homes. He stated that this project should be up and running by fall, noting that the Town will also use these for snow control.
Mr. Bajorek explained that when there is a major weather event, in-house personnel are used to clear the major thoroughfares, then the primary roads, and then a decision has to be made as far as deployment of the rest of the fleet. How that is determined is how the event has affected garbage pickup. He noted that for the last couple of years, Cary was one of only two communities that continued to pick up garbage while plowing was taking place.
He then introduced the subject of curbside pickup, noting that he has been going on the road talking about our solid waste program. Mr. Bajorek handed out copies of the presentation he uses at homeowners associations and other places where he is invited to speak.
Mr. Bajorek gave an overview of the presentation, noting six areas of the Curbside program discussed therein: 1) why the change; 2) key aspects of the new program; 3) schedule of implementation; 4) employee displacement issues; 5) communication program; and, 6) frequently asked questions. He briefly reviewed the implementation schedule of the Curbside transition and the various means of communicating instructional information to Cary citizens.
Mr. Bajorek noted that within the next couple of weeks there will be a link on the Town’s Web site that will allow citizens to type in their address and know when to expect a cart. He mentioned that the Town worked hard with an outside contractor to set this up so that the citizens could have a good feeling about this transition, that it is organized. He then opened the floor to questions.
Mr. Fitzpatrick noted that three of his neighbors approached him with some skepticism regarding curbside pickup. He stated that it’s not clear how having fewer men will be able to accomplish the savings and reduction in costs that are expected. He asked if there has been a trial operation to show it will work. He asked how confident the town is that the Town will be saving money. Mr. Fitzpatrick felt that some residents seem a bit skittish about whether this program will really work and save money.
Mr. Bajorek explained that 50% of the cost of solid waste management is personnel cost. He noted that the Town has 14 crews of 4 to 5 people per crew, with 560 homes being serviced per crew each day.
He stated that this automated system has been used in several communities on a much larger scale for many years. Charlotte and Greensboro have used this system for more than twenty years, and Asheboro has had automated solid waste pickup for nearly five years. These larger communities show a one-man crew servicing approximately 1,000 to 1,200 homes per day. However, he noted that in estimating savings a more conservative number was used, an expectation of servicing approximately 800 homes per truck/crew.
Mr. Fitzpatrick asked if this plan was on the Web site for people to see. He indicated that not all neighborhoods have curbs, and that a picture on the Town’s Web site would help people see where to place their carts. Ms. Moran replied that instructions will be available on the Web site, and Mr. Bajorek stated that such information would also be included with the carts when they are delivered.
Mr. Fitzpatrick then brought up that some homeowners may not consider a monthly fee for an additional cart to be cost effective. They may prefer to purchase their own. Mr. Bajorek explained that with an additional cart comes more volume for each truck. He also noted that if a homeowner purchases an additional cart that is not compatible with the truck, it requires the truck driver to get out of the truck and throw the garbage up into the truck, or transfer it into the cart that is compatible with the truck, get back in the cab and empty the cart mechanically. Mr. Bajorek also mentioned that the monthly fee covers maintenance. If the cart is damaged in some way, Public Works will fix or replace it.
Ms. Rathgeber stated that it’s good to know smaller households can request a smaller cart if they feel it’s necessary. Mr. Bajorek responded that the contractor responsible for supplying carts will start everyone with a 95-gallon cart and if anyone feels they need something smaller after a trial period they will replace it free.
Mr. Fitzpatrick asked what to do with items that don’t fit in the cart. Mr. Bajorek answered that during implementation notes will be left as to what will and will not be picked up. If there are consistently piles of bags next to a cart, this will require another cart. He also reminded the board that larger items can be taken to the convenience center on Dixon for no cost, or a homeowner can call for a service request for a $10.00 fee.
Mr. Evangelista mentioned that this could be an opportunity for neighborhood goodwill. He noted that his son takes his 96-year-old neighbor’s trash down to the curb. He then asked when the Town would take delivery of its first truck. Mr. Bajorek replied that each truck cost $170,000, so they are taking one last look at the specs to before confirming delivery. He indicated the first truck should be delivered around spring 2006.
Mr. Evangelista then suggested a PR day like they do with fire trucks at the mall as this would give the citizens a chance to check out the trucks as well. Mr. Bajorek liked the idea and mentioned that he’d like to take them around to the schools as well.
Ms. Guzik asked if there would be a grace period after which the trucks will not pick up extra waste. Mr. Bajorek indicated that because it will be an automated route, if a collector has to get out of the truck 500 times to pick up extra garbage there will have to be a fee charged at some point.
Ms. Rathgeber expressed concern for cars parked on cul-de-sacs and wondered if there would be penalties for neighbors who are parked on the road on collection days. Mr. Bajorek noted that sometimes this will happen, and if a cart is missed because the truck could not get to it, citizens can call and a truck will come pick it up at no charge. He also stated that if the homeowner forgot to take it out, it will still be picked up late, but a fee would be charged.
Mr. Bajorek reminded the board that if a homeowner is physically unable to roll the cart out to the curb, there is a form on the website that allows them to get a note from their physician. He noted that the Town already has approximately 100 “red flag” customers that receive doorstep service for their solid waste and recyclables.
Ms. Wright-Feldman expressed approval of the doctor’s form. Raleigh expected approximately 1,500 to sign up for special services, but in fact closer to 3,300 did. She stated that Raleigh has no formal requirement form, people just call up and ask to be put on a list.
Ms. Wright-Feldman also noted that in Raleigh it is difficult to get people to put carts back in their yard. Mr. Bajorek indicated that he did not anticipate a problem, as most residents will not want to see the carts sitting out for days. He then described an innovative way to deal with the problem. He said if a neighbor leaves cart out, you can call Public Works and they will come out and take picture with a date stamp. They will roll the cart back as well, but the second time this happens within a 12-month period they will add a roll-up fee to their utility bill.
Mr. Fitzpatrick then asked if the trucks were fitted for plowing capability. Mr. Bajorek replied that they were not, but that some of the rear-loading trucks will have plowing capability in the future so that they can be clearing the way for the automated trucks to be out there collecting as soon as possible. He indicated that not only does that process work well, but two years ago while the crews were out collecting garbage they pulled a couple of kids out of icy water. He stated that it was good the trucks were on garbage detail that day, and that the goal is to keep collection service uninterrupted even in adverse weather.
Mr. Fitzpatrick expressed concern, stating he had moved to Cary in January 2000 when the area received 23” of snow. He stated that up north they will no purchase a truck that does not have plowing capability. Mr. Bajorek reminded him that in this area the average snow fall is only 4.5” per year, not 23”, and that while there are exceptions now and then, Cary does not require the snow removal capabilities that northern states do. He did not feel it would be a wise use of taxpayers’ money.
Mr. Fitzpatrick turned his attention back to snow emergency communications. He asked what means were available for communicating to everyone quickly. He noted that the town he came from had siren pattern usage that indicated when schools or roads were closed. Ms. Moran noted that most civil defense sirens have been taken away. She indicated that the most widely used method of communication is the radio, as most people have battery-operated radios. She also stated that all Town Hall facilities have backup power, so there would be the option of printing fliers, and Public Works personnel could be used to handle that. She noted that one of the biggest issues in the Triangle area is that many work and go to school outside of Cary, so it can be a challenge to reach everyone in a timely manner.
Ms. Rathgeber asked if anyone else had questions for Mr. Bajorek.
Mr. Douglas asked if there were plans for educating the public as to what can and cannot be put into these new carts.
Mr. Bajorek agreed that education is the key to a smooth operation. He noted
that if you have items such as computers or motor oil, you can call Public Works
and they will come pick it up for free. Mr. Douglas mentioned that he had heard
of this service once, by word of mouth, but felt that better communication would
be helpful.
Ms. Rathgeber suggested that adding information to the package that comes with the new cart indicating what constitutes hazardous waste and what is recyclable would be good, and Mr. Douglas asked if there were instructions stating that only sealed plastic bags are to be put into the carts. Mr. Bajorek agreed that these were good suggestions and noted that some of this information was already in the instructions that will be sent with the carts.
Ms. Wright-Feldman mentioned that the Town should be prepared for a significant increase in call volume. Mr. Bajorek said that there would be a couple of extra phone lines open for questions from citizens.
5. Comments
a. Statement of Findings
The Board received a presentation from Mike Bajorek, Public Works Director, reviewed solid waste and severe weather communications plan, made some suggestions as to opportunities to provide information to citizens, and confirmed the date for a tour of the Technical Services department.
b. Citizen Comments
There were no citizen comments.
c. Member Comments
Ms. Rathgeber stated that she intends to contact the HOA where she lives to schedule a Public Works presentation concerning the solid waste transition.
Mr. Fitzpatrick asked if the information presented would be going on the Town’s website. Ms. Moran indicated that much of the information was already there, accessed by clicking on the rollout cart icon on the home page, and that the FAQs would also be added to the website in the near future.
6. Adjournment
The meeting adjourned at 6:38 p.m.
The next meeting of the ISAB will be held on Thursday, September 1, 2005, at 5:30 p.m. in the Temporary Council Chambers, Herb Young Community Center, 101 Wilkinson Avenue.
Please contact Susan Moran, Public Information Officer, with any questions about this agenda. The e-mail address is susan.moran@townofcary.org, and the phone number is (919) 460-4951. Visit our Web site at www.townofcary.org for more detailed information about each item in the minutes.
The Town of Cary is committed to providing all citizens with the opportunity to participate fully in the public meeting process. Any person with a disability who needs an auxiliary aid or service in order to participate in any meeting may contact the Town Clerk at least 48 hours prior to the meeting. The e-mail address is sue.rowland@townofcary.org; the phone number is (919) 469-4011; the TDD number is (919) 469-4012.