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Home My WebLink AboutCouncil Packet - 3/18/2024CITY OF %�64TERLOO IOWA THE CITY COUNCIL OF WATERLOO, IOWA WORK SESSION TO BE HELD AT Harold E. Getty Council Chambers Monday, March 18, 2024 3:50 PM RULES FOR WORK SESSION PUBLIC COMMENT Iowa Code Chapter 21 gives the public the right to attend council meetings, but it does not require cities to allow public participation except during public hearings.The city council shall not receive any public comment during a work session. Roll Call. Approval of Agenda, as proposed or amended. Approval of Minutes of March 4, 2024, as proposed or amended. 3:50 p.m. Discussion of a one-way street in front of Irving School. Submitted by: Mohammad Elahi, Traffic Operations Director Approx. 4:00 Update from the Sanitation Department on technology and operations. p.m. Submitted by: Randy Bennett, Public Works Division Manager Approx. 4:15 Discussion of an ordinance regarding rental application fees. p.m. Submitted by: Belinda Creighton -Smith, Ward 4 Council person ADJOURNMENT Kelley Felchle City Clerk Page 1 of 21 March 4, 2024 COUNCIL WORK SESSION Harold E. Getty Council Chambers 4:20 p.m. Roll Call Members present: Mayor Quentin Hart in the Chair. Mr. Boesen, Mr. Nichols, Mr. Chiles, Mr. Simon and Mr. Feuss. Ms. Creighton -Smith arrived at 4:23 p.m. Absent: Ms. Wilder. Agenda, as proposed or amended Boesen/Nichols that the agenda, as proposed, be approved. Voice vote -Ayes: Five. Motion carried. Approval of Minutes of February 19, 2024, as presented. Boesen/Nichols that the minutes of February 19, 2024, as presented, be approved. Voice vote -Ayes: Five. Motion carried. Discussion of the FY2025 budget. Bridget Wood, Finance Director, provided an overview of the proposed levy rates for the FY2025 budget. She explained that the maximum levy rate that is proposed would see a 13.8% increase to $22.40718. She noted that though the levy rate would increase, residents would see an overall $40.00 decrease in their property taxes. Mayor Hart and City Council members discussed the proposed maximum levy rate with the Finance Director. Discussion of Street Department vehicle replacement. Randy Bennett, Public Works Division Manager, provided an update on the pavement preservation program. He commented that the current equipment is dated and parts are difficult to find, making repair time very lengthy. He shared information on the type of equipment needed to do future projects in-house rather than contracted out. The approximate cost of the equipment would be between $1,500,000 and $2,000,000. He explained that some of the proposed equipment could be used for dual purposes. He provided an overview of the technological advancements he would like to switch to. Randy Bennett and City Council members discussed the proposed purchase of additional equipment. ADJOURNMENT Feuss/Nchols that the council adjourn at 5:03 p.m. Voice vote -Ayes: Six. Motion carried. Page 1 of 2 Page 2 of 21 Kelley Felchle City Clerk Page 2 of 2 Page 3 of 21 SANITATION UPDATE 2024 CITYOF fJ %WATERLOO IOWA Community of Opportunity Page 4 of 21 CURRENT PERSONNELANDWORKLOAD Personnel ■ 13 Full Time Sanitation Techs ■ I Administrative Secretary Workload • Curbside refuse collection • Curbside yard waste collection • Maintain the yard -waste site • Deliver/exchange/pick-up refuse carts • Repair & wash carts to maintain inventory • Break down irreparable carts to be recycled • Code enforcements • Pick up illegal dumps • Pick up Christmas trees • Bulk item pick-ups • Downtown collection • City dumpster collection • Neighborhood clean-ups • City Wide clean ups Page 5 of 21 CODE ENFORCEMENTS PROGRESSION MAKING HEADWAY Approx. 116 Code Enforcements Done in 2023 Approx. 782 Illegal Dump Clean Ups Need cooler weather/solid ground for equipment. ■ Remaining 12 are from late 2023/2024 ■ Work is continuing on with warm weather Page 6 of 21 COLLECTION CART UPDATE • GOAL: REQUEST FOR CART SERVICE IS WITHIN A WEEK (2WEEKS IF A HOLIDAYWEEK) • Utilizing Elements,We Can Manage Inventory and Workloads Better To Maintain This Success. I Open Cart - Need Cart ASAP Open Cart - YDW Open Cart - ALL Pickups Open Ca rt - Exchange LV Page 7of21 RETURN FOR SERVICE • With the addition of Routeware, we can now verify service and reduce the need for unwarranted "Go Backs". This process has: • Reduced Phone Call Volumes • Helping Eliminate Double Dumping Reduced Overloaded Carts Helped Relocate Misplaced or Misused Carts Helped Recover Excessive Costs Raule Type Vehicle Type Driver Residenlial ASL Residenlial ASL Residenlial ASL Residenlial ASL Residenlial ASL LVt auu%µ la., WIT Driver2 Status Start Complete 2024-D2-16 06:00:4t Complete 2024-02-16 06:15:1; Complete 2024-d2-16 05:57:5; Complete 2024-D2-16 05:552i Complete 2024-d2-16 05:572c Scheduled Done at nd Index 71D 55L 741 625 744 604 736 577 719 604 Skips Extras Not Done Breaks Dumps Route Time Pics Miles 33 156 0 0 2 1 06:07 163 59 33 115 4 1 0 1 OS:24 117 39 126 0 9 0 2 06:37 134 55 159 0 0 2 1 05:16 172 43 34 114 4 1 3 2 05:42 131 64 35 I 34 1 Page 8 of 21 • With the implementation of Elements, we are now able to track: • Carts Not Out • Overloaded Carts • Blocked, • Contaminated loads Large spike in late months is due to multiple Holiday make-up dates. %Lt 180 160 140 120 100 80 60 40 20 0 r Instituted Training to Drivers for Proper Protocol 1-Jui Missed Service vs. Charged Go Backs Holiday Months Cause Service Date Confusion 1-Jul 1-Aug 1-Sep 1-Oct 1-Nov 1-Dec 1-Jan 1-Feb Missed Garbage Charged GBF 20 THE NEED FOR BETTER METHODS OF NOTIFICATION Page 9 of 21 RCo1Iect THE RECOLLECT APP ADDS UNIQUE A Routeware Company ADVANTAGES Advantages of ReCollect • Is owned by Routeware so integrating with our program is not an issue. • UNLIMITED PUSH NOTIFICATIONS If something happens where we cannot provide service, we can send notifications via text/email/robocall to residents affected • We can send out alerts for landfill closure/high wind probability, snow delays, etc. immediately to residents. We can send service alerts for special events such as Holiday Pick Up Date changes, Christmas Tree Pickup, City Wide Clean Up Events, etc. • Online Calendars for ALL of our services available to them when they enter their address — SAVES FROM PRINTING THEM! • A Waste Wizard is part of the App that will answer hundreds of questions for residents that are preloaded by the City with ReCollect's pre -drafted questions also. STATISTICS Mobile now accounts for over 50% of all internet users (Hootsuite, 2020) 69% of consumers prefer online and digital engagement (Hubspot, 2022) • The average internet user now spends 6 hours and 43 minutes online each day. • As of January 2020, approximately 3.80 billion people use social media. Page 10 of 21 RiCo1Iect Routeware Company DIRECT AND REAL-TIME LINE OF COMMUNICATIONS WITH RESIDENTS IDEAL APP FOR OUR SYSTEM - Along with the added reach to our residents, we can integrate our Bulk Item Pickup into the App also. • Push Notifications Integrates with Routeware for Information Digital Calendars ■ Mobile Alerts • This tool will give Sanitation added flexibility and versatility to improve efficiency even further. Enhance outreach and engagement Address -specific recycling information and digital calendars Customer self-service on general inquiries Increasing reliance on you as the trusted source of information Instant service alerts, notifications and reminders Seamlessly launch a sophisticated software Page 11 of 21 CONTRACT START GATE: PRODUCTS PROMOTION Optimal Onboarding Timeline Ili - Kick -Off CaU - Submit Form & Data I '--- - na.vi loi Want - Promotion Planning Communications Plan - Tra I Wing - Testit - Soft Launch - Splashy Launch Embed Optimally & Train Adrnins - Content Creation alb - DLstribution Plan for cor tloual promotion RCollect You RECOLLECT TOG ETHIC H { ONBOARDINGTIMELINE (IF APPROVED) Page 12 of 21 Mob+Ie App • .r,..a.r,.nSa. 2 al 101.217 3 931 E3,502 ...,- -n 4.11 ii • vcce. Apo ow .-0 .--s - 41111. 6 • • _. on.* .11I mg rt .+i. is �J1 { mg 0 7• r. .•••-rp ., M.w 1. Metrics used for the Mobile App include;' Mobile Installs", "Cumulative Mobile Installs", "Mobile Reminders", and "App User Sessions", 2. In this example, the "Mobile Installs" metric has been selected and displayed in the graph to the right. As shown, from June to July, the daily number of mobile installs has decreased. 3. The average rating of the Mobile App on a 5 star scale. 4. Installs by Android or iOS platforms in percentage. 5. The number of entries.app reviews displayed. 6. Individual reviews and their comments, In this example the two reviews contained no written comments and were performed on the Android platform, 7. Additional information including when the resident created the rating, what language it was performed in, and the version of the Mobile App. METRIC DASHBOARD Page 13 of 21 WHY RECOLLECT? Internal Benefits ■ Digital tools for communication help bridge gaps among staff members ■ Enhance waste education opportunities without the addition of employees ■ Reduce administrative tasks, leaving time for other duties (reduced phone calls) ■ Allows for integration with other systems Push notifications allow mass communication to a target audience External Benefits ■ Giving residents information they desire in a form being used more and more by the current generation ■ Provides another method of public engagement other than Facebook social media. ■ Allows for self-service options for residents Can see their pick up dates ■ Can schedule bulk item pick ups ■ Get answers for common questions Page 14 of 21 WHAT WOULD BE THE COST FORTHEAPP? Services PRODUCT UNIT ReCollect Implementation (Large) Each Recurring Subscriptions QTY UNIT PRICE USD 5,000.00 Services TOTAL: EXTENDED U S D 5,000_00 U S D 5,000_00 PRODUCT UNIT QTY UNIT PRICE EXTENDED ReCollect Collection Calendar Per Month 1 USD 62 E 15 USD 62B.15 ReCollect Waste Wizard Per Month 1 USD 215.90 USD 215_90 Mobile App Per Month 1 USD 431195 USD 431195 ReCollect Website Tool Per Month 1 USD 0_00 USD 1100 ReCollect Service Request Per Month 1 U S D 1,34 5.55 U S D 1,34 5.55 Retuning Subscriptions TOTAL: USD 2,621155 Page 15 of 21 NM CARTS NEEDING DISASSEMBLY STILL FEELING EFFECTS OF 2020 The Lasting Effects of COVID Causing Supply Delays Also Affected the Value of Recyclables. With Plastic Markets Plummeting, Finding Outlets for Plastic Recycling Has Become Challenging. Markets are Stabilizing so We Are Preparing Shipments Daily. Page 16 of 21 RECYCLING TONNAGEVARIES BUT PATTERN IS CONSISTENT Circumstances affect volumes Different things such as weather, time of year, etc may affect tonnages a bit but the primary amounts stay in a pattern for the most part. REBATE VALUE is what determines how much money you get back for the recyclables dropped off. Our rebates tanked in July 2022 and have not recovered. 120.00 100.00 80110 60_00 RECYCLING TONNAGE 4.0110 2000 0.00 JAN FEB MAR APR MAY JUN JUL AUG SEF OCT NOV -2020 -2021 -91177 -2023 Page 17 of 21 $90.00 $80.00 $70.00 Rebate Value (Per Ton) July 2022: Rebate Values Drop 2020 = 2021 _ - 2022 2023 REBATEVALUES FOR RECYCLING HAVE PLUMMETED AND CONTINUED Starting in July 2022, the recycling values plummeted sharply. The usual rollercoaster ride of recycling value has dipped and continued to stay low for over a year! The lack of rebate value with continued rises in processing costs have caused a large problem with the effectiveness of recycling Page 18 of 21 RECYCLING IS THE RIGHTTHINGTO DO... BUT IT COMES AT A PRICE Garbage Tonnages Constant Landfill Rates have increased annually. Using Routeware, we have been able to decrease monthly tonnages This added efficiency helps keep tonnage rates down (even with a higher tonnage rate). Recycling Expense Has Increased Dramatically With the rebates falling and staying low, we are losing 5 to 61< on average monthly. No rebound being forecasted. Foreign Policy has dramatic effect on recyclable rebates. Our Proposal: Change the $4 fee for recycling/yard waste to a $4 fee for EACH SERVICE. ■ A dire need for a recycling increase is needed and validated. Page 19 of 21 ORDINANCE NO. XXXX AN ORDINANCE AMENDING THE CITY OF WATERLOO CODE OF ORDINANCES BY AMENDING TITLE 9, BUILDING REGULATIONS, CHAPTER 7, RENTAL HOUSING. BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF WATERLOO, IOWA AS FOLLOWS: Section 1. That Subsection 5A(2), Payment of Fees, of Chapter 7, Rental Housing, Title 9, Building Regulations is hereby repealed. Section 2. That Subsection 6A(2) of Chapter 7, Rental Housing, Title 9, Building Regulations is amended to read as follows: 2. Payment Of Fees: The landlord shall pay any and all fees, charges, penalties, and assessments owed to the City of Waterloo in a timely manner, except for such fees, charges, penalties, or assessments which may be the subject of an active appeal. Section 3. That Section 9, Owner and Tenant Responsibilities, Chapter 7 Rental Housing, Title 9, Building Regulations is repealed, and a new section is added to read as follows: 9-7-9: OWNER AND TENANT RESPONSIBILITIES: A. Landlord Responsibilities: Every landlord or its agent shall have the following responsibilities: 1. Every landlord or its agent, in addition to being responsible for maintaining each rental unit in a sound structural condition, shall be responsible for keeping that part of the building or premises which it controls in a clean, sanitary, and safe condition, including the shared or public areas in a building containing two (2) or more rental units. 2. Every landlord or its agent shall comply with the provisions of Title 5, Chapter 3, Article B of this code, granting housing protections to victims of domestic violence. 3. Every landlord or its agent shall provide each tenant with a written summary of rights pursuant to Iowa Code Chapter 562A at the commencement of any lease. 4. Any application fee charged to prospective tenants by a landlord or its agent, may not exceed the actual expenses incurred for fees relating to background and/or credit checks. B. Tenant To Maintain Rental Unit: The tenant shall comply with all obligations primarily imposed upon tenants by applicable provisions of building and housing codes materially affecting health and safety. Section 4. Severability: If any section, provision, or part of this ordinance shall be adjudged invalid or unconstitutional, such adjudication shall not affect the validity of this chapter as a whole or any section, provision or part thereof not adjudged invalid or unconstitutional. Page 20 of 21 Section 5. This ordinance shall be in full force and effect from and after its passage and publication as provided by law. INTRODUCED: , 2024 PASSED 1 st CONSIDERATION: , 2024 PASSED 2 nd CONSIDERATION: , 2024 PASSED 3 rd CONSIDERATION: , 2024 PASSED AND ADOPTED this , 2024. Quentin Hart, Mayor ATTEST: Kelley Felchle, City Clerk SEAL Page 21 of 21