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COUNCIL AGENDA REPORT ITEM NUMBER: 7
FROM: John Moss PREPARED BY: Cyndi Butterfield
Utilities Director Solid Waste Coordinator
SUBJECT:. Solid Waste Task Force Procedure Recommendations for the newly formed
regional Integrated Waste Management Authority
CAO RECOMMENDATION:
Review and comment on recommended procedures and proposed FY 94/95
budget.
BACKGROUND
The Solid Waste Task Force is responsible for the development of the Joint Powers
Agreement which creates the regional Integrated Waste Management Authority. In order
to expedite and simplify the start up process for the new Authority, the Task Force (TF) has
generated a series of recommendations and a proposed budget for the Authority to consider
at their first meeting.
The recommendations include an organizational structure, rules of procedure, alternatives
for interim management (before the manager is hired), alternatives for hiring a manager,
and a proposed budget for the first fiscal year. The Joint Powers Agreement, approved in
full by Council at the June 7, 1994 meeting, states that Authority budgets will be circulated
to member jurisdictions for review and continent prior to Authority adoption. This report
provides a brief description of each issue for Council review and comment.
A copy of the recommendation packet is attached along with a cover letter from Susan
Mullen, Chairwoman of the Solid Waste Task Force. The date for the first Authority
meeting has been set for Wednesday, July 13, 1994.
DISCUSSION
The recommended oreanizational structure for the new Authority includes an executive
committee and a technical advisory committee. The TF suggests placing the manager under
the control of the entire board rather than under the executive committee. Staff agrees with
this structure since it enhances communications and expands control to all members.
The proposed Rules of Procedure establish basic meeting rules and describe the makeup
of the Executive Committee and the TAC. Important points include recommendations for
the use of Robert's Rules of Order and for placing the chair of the TAC on the executive
committee as a means of ensuring clear and thorough communications between the advisory
body and the Authority.
Interim management will be needed for the Authority before the manager is hired. The
City Of San LUIS OBISPO
COUNCIL AGENDA REPORT
Regional Waste Management Procedure Recommendations
Page 2
alternatives discussed include contracting with either SLOCOG staff, Public Services Skills,
Inc. (League of California Cities sponsored organization), a private firm or individual, or
a member jurisdiction. The Task Force has provided a discussion of alternatives with no
specific recommendation. The tasks involved during the interim period will be to coordinate
Authority board meetings,work closely with member jurisdiction staff to begin those AB 939
regional tasks that need immediate attention and to oversee the hiring of the Authority
manager.
Staff recommends working with Public Services Skills, Inc. to determine the availability and
cost of hiring a professional administrator from their pool of executives. This approach
could provide objectivity and engender trust during the start-up phase and the recruiting
process. Also, PSS can avoid the need for providing benefits since jurisdictions negotiate
with the retired executives for salary only (travel and housing if necessary). A PSS flier is
included in the recommendation packet.
Recruiting a. manager will be a principal task during the interim period. Alternatives
discussed by the TF include contracting with a private firm (head hunter) or a member
jurisdiction personnel department, and using "interim management" staff to coordinate
recruitment in-house. City of SLO personnel department has experience assisting in
regional recruiting efforts and has indicated their willingness to coordinate the recruiting
process for the Authority manager. Please disregard the statement on page c-1-18 under
"Member Jurisdiction Personnel Department" that indicates that the City was contacted and
is not set up to provide this service.
Staff recommends the use of the City personnel department. By using our staffs experience
and abilities, the Authority could be assured of reaching and attracting talented applicants
and of getting the job done as soon as possible. To reach our AB 939 diversion goals during
1995, we must have an orderly interim process and get a manager on line as soon as
possible. To reach this goal, staff recommends a two pronged approach using a qualified
retired executive to coordinate the interim period with the City personnel department
providing manager recruitment services.
The proposed budget is included in the packet and addresses administrative and program
areas. Funding for Authority activities will come from the $3 per ton tipping fee which has
been collected at landfills to fund the regional planning process. The Memorandum of
Agreement approved at the June 7, 1994 Council meeting provides for accumulated amounts
to be transferred from COG to the Authority trust fund, for the continuation of the $3
surcharge, and for these funds to be used for implementation under the Authority.
The proposed budget dedicates funds for an audit, Authority administration, public
education and information programs, household hazardous waste programs and the Siting
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=01sZo COUNCIL AGENDA REPORT
Regional Waste Managment Procedure Recommendations
Page 3
Element.
The recommended audit would provide an accounting of the past 3 years of regional
planning activities. Staff sees a need to be able to focus on specific areas for accounting
review. These focus areas would be called out in the work scope. To be able to do this,
the development of the workscope and the interviewing and hiring of the accounting firm
should be done by an independent body. Staff recommends that the Authority either work
with a member jurisdiction staff to provide this service, the JPA subcommittee, a
subcommittee of the newly formed TAC or the new Authority executive committee.
The proposed budget is based on receipt of tipping fee surcharges from all eight jurisdictions
in the county. Should the Authority involve fewer than 8 member jurisdictions, changes to
this budget would be brought back to Council for review and comment prior to adoption.
The packet provided by the Task Force includes a "bottom line" account of the current solid
waste trust fund balance.
CONCURRENCES
Personnel and Finance staff have contributed to this report.
FISCAL IMPACT
There is no fiscal impact associated with the recommended action. It is projected that
sufficient funds will be available from the existing fund balance and continued collection of
the $3 per ton tipping fee to implement the proposed start-up budget. The budget will be
revised to meet the needs of six member jurisdictions rather than the anticipated eight since,
at the time of writing this report, Paso Robles and Atascadero have not signed the JPA.
More accurate projections of program costs will be available as the Authority takes shape
and as implementation plans are generated for each program within the Source Reduction
and Recycling Element and the Household Hazardous Waste Element.
Attachments: Cover letter from TF Chairwoman, Sue Mullen
Packet of TF recommended procedures
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06/20/94 14:43 $805 , .4 7329 CTY OF MORRO BAY 2002/004
June 21, 1994
To: Peg Pinard, Mayor
City of San Luis Obispo
From: Susan Mullen, Chairwomen
Solid Waste Task Force
Subject: Formation of the integrated Waste Management
Authority
Dear Mayor Pinard:
Although this isn't standard procedure, I am forwarding
to you a part of our first agenda relating to organization,
rules of procedures, interim management options , and manager
job description, recruitment, salary and compensation
options. You have already received the proposed budget for
review and comment.
There has been significant controversy over the
formation of this new regional body. I think it is
important to keep the lines of communication open and keep
each Council informed on our formation activities. I hope
you may consider placing this information on your agenda for
review and comment so that your representative can carry
these comments to our first meeting on July 13 , 1994.
Please feel free to contact me if you have any
questions. My home number is 772-9193.
Sincerely,
Susan Mullen, Chairwomen
Solid Waste Task Force
cc: Integrated Waste Management Authority Representatives
SAN LUIS OBISPO COUNTY
INTEGRATED WASTE MANAGEMENT AUTHORITY
DATE: JULY 13, 1994
TO: INTEGRATED WASTE MANAGEMENT AUTHORITY BOARD
FROM: STEVE DEVENCENZI
SUBJ: POLICIES AND PROCEDURAL ISSUES
SUMMARY:
The attached series of issues are recommended for your consideration by the Solid
Waste Task Force (SWTF). The SWTF established a subcommittee that prepared these
items for your new Board to discuss at the first meeting of the Integrated Waste
Management Authority (IWMA) in order to assist the startup of your operations in a timely
and efficient manner.
A series of brief discussion papers address the following major areas:
A) IWMA Organizational Charts
Shows proposed organization structure.
B) IWMA Board Rules of Procedure
Rules for operation of the IWMA.
C) IWMA Interim Management
Options for management of the IWMA prior to hiring of the Manager.
D) IWMA Manager Recruitment Options, Salary and Compensation
Outline of recruitment, hiring, and salary issues.
E) IWMA Proposed FY 94/95 Budget
A proposed budget (assumes all cities participate).
F) Program Expenditures/Income
Shows SLOCOG Program Expenditures and Tipping Fee Surcharge.
income
G) Tasks Remaining
Lists tasks to be completed or initiated by the IWMA
RECOMMENDATION:
Review each major discussion area and provide direction.
DISCUSSION:
See attached report from the SWTF.
AORG.UL C-1-1
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SAN LUIS Of 3130 COUNCIL OF Gf 'ERNMENTS
1150 Osos Street Suite 202, San Luis Obispo Ca. 93401 (805) 781-4662
SOLID WASTE TASK FORCE
DATE; JULY 13, 1994
TO: INTEGRATED WASTE MANAGEMENT AUTHORITY (lWMA)
FROM: SWTF
SUBJ: REPORT ON THE DEVELOPMENT OF POLICIES AND PROCEDURES FOR
THE PWMA
In anticipation of the formation of the Integrated Waste Management Authority (WMA)the
SLOCOG Board authorized the Solid Waste Task Force to prepare recommendations on
the basic polices and procedures to be considered by the IWMA in order to facilitate their
beginning operations.
A subcommittee of the SWTF has tried to outline a variety of possible options for each
of several main areas of concern. The Subcommittee did not feel that recommendations
were necessary or desirable. The options are provided to stimulate discussion amongst
the members of the new Authority. It is our hope that the Authority will be provided
enough information through this report to easily and quickly begin making decisions to
create and operate the Authority in an effective and cost efficient manner.
The options for interim management, manager recruitment, salary, and compensation are
outlined for review by the IWMA Board when they convene. The proposed budget is
required by the JPA to be circulated to member jurisdictions prior to adoption. Staff has
circulated the proposed budget to member jurisdictions for review and comment.
Responses received before circulation of the IWMA agenda will be included with the
report.
DISCUSSION:
See attached reports A through G.
AORG JUL C-1-2
7-6
A
INTEGRATED WASTE MANAGEMENT AUTHORITY (IWMA)
PROPOSED ORGANIZATIONAL CHART
TIPPING FEE FLOW CHART
SUMMARY:
The attached charts show the following:
Organizational Chart - Basic structure of the IWMA organization
Tipping Fee Flow Chart - Relationship of WMA to the governing boards
that establish tipping fee surcharges
DISCUSSION:
The attached charts are to help delineate the relationships that are proposed to exist
between the IWMA Board and their committees and staff, and the relationship of the
IWMA to the jurisdictions that will be setting tipping fee surcharges funding the majority
of programs sponsored by the IWMA.
The Solid Waste Task Force realizes that there will be many issues and tasks that the
Authority will need to deal with in its first months of operation. With our knowledge of the
issues and processes, we would like to recommend to the Authority that the following
are priority areas which need to be funded first:
• Creation and implementation of new organization;
• Implementation of household hazardous waste programs and facilities;
• Creation and implementation of education programs;
• Creation and implementation of yard waste/composting programs;
• Creation and implementation of market development programs;
• Regional Siting Element and the Integrated Waste Management Plan;
• Prioritization of remaining regional programs supported in each SRRE.
AORG.JUL C-1-3
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City Council
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County Landfills
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WASTE MANAGEMENT BOARD
PROPOSED RULES OF PROCEDURE
SUMMARY:
The attached Rules of Procedure have been formulated to provide for the efficient and
orderly operation of the IWMA business. The document is comprised of the following four
sections:
Article 1 General Provisions - Cites the name of the Board, authority for and purpose
of the rules.
Article 2 Organization of the Board - describing the composition, officers, election
and duties of officers, committees and the manager and his/her duties.
Article 3 Meetings of the Board - discusses the applicability of the Brown Act,
meeting schedule, cancellation, notice, quorum and voting, and the duties
of the manager.
Article 4 Conduct of Meetings - indicates the order of business, parliamentary rules,
and voting.
DISCUSSION:
See attached proposed Rules of Procedure.
The Rules of Procedure were derived from rules that exist for the Alameda County Waste
Management Authority. Modifications to those rules were made by the Subcommittee in
several areas.
Areas of discussion regarding the rules included:
Executive Committee makeup and responsibilities:
Technical Advisory Committee (SWTAC) makeup and voting;
Required Meetings;
Parliamentary Rules
EXECUTIVE COMMITTEE
The Subcommittee did not want to establish a strong Executive Committee that would
direct policy. The Executive Committee is directly charged with "...coordination of agenda
items and administrative oversight..:'. The structure of the Executive Committee as
proposed in the draft rules would include the President, Vice President, and a member
jurisdiction staff member serving as Chairperson of the Solid Waste Technical Advisory
Committee (SWTAC).
AORGJIJL C-1-4
7-/D
A discussion of the Exer *-te Committee makeup centered F--•and the following:
1. Could/Shoulc, is subcommittee, with two elect, officials who serve as
"equals" in the establishment of public policy, include a staff member from a
member jurisdiction?
2. Should the Past President sit on this subcommittee to assist in the continuity
from one year to the next?
3. How do we increase/improve communications with the Technical Advisory
Committee?
4. How much power should this committee have?
The Subcommittee felt that this should be a "weak" committee with limited powers and
duties. It was felt that we did not want this Executive Committee making decisions for the
Authority, which can sometimes happen when such a committee is given stronger
decision making authority.
The subcommittee concluded that the need to improve communication was the highest
priority and therefor a member of the Technical Advisory Committee should sit on this
committee. If the issue of the voting rights of this Technical Advisory Committee member
is an issue, they could be made a non-voting member on this committee.
Lastly we concluded that the Past President did not need to be on this committee,
however if continuity is needed, they could be invited to the first several meetings if
desired by the new committee. It was felt we needed a minimal number of members on
this committee, whose primary purpose was to set agendas and insure communication
throughout the Authority on all issues.
SOLID WASTE TECHNICAL ADVISORY COMMITTEE
The Technical Advisory Committee (SWTAC) is proposed to include one voting member
from each member jurisdiction and 11 non-voting members from various interest groups
that have been involved in the SWTF and SWTAC. This division is proposed to
differentiate between those members of the SWTAC that have direct responsibility for
member jurisdictions required to comply with the Integrated Waste Management Act, and
those members of the various interest groups that have been asked to provide their input
and counsel to this process.
REQUIRED MEETINGS
The Rules propose that the MWMA have four regular meetings each year with other
meetings to be scheduled as needed. This structure anticipates that the IWMA will not
require monthly meetings; that additional meetings may be scheduled and held as
necessary; and avoids the need to cancel meetings if there were "regularly scheduled"
monthly meetings required by rule.
noaaruL C-1-5
7a1
PARLIAMENTARY RULE'
There are many differen,. _jles to conduct meetings. The su jmmittee discussed the
ones presented in the Alameda Rules, Robert's Rules of Order - Latest Edition, and the
rules used by the County, SLOCOG and SLORTA. After reviewing these choices, the
subcommittee felt the briefest and simplest choice was the use of Robert's Rules - Latest
Edition. The Authority may want to become familiar with all the choices before making
their decision.
The following language, recommended by staff and the County Counsel's Office, is from
the parliamentary rules currently used by the Board of Supervisors, and the two regional
boards SLOCOG and SLORTA.
Parliamentary Rules The following procedures are to be used for the governance
of this Board in all cases not otherwise provided in these rules.
(a) A Board order applies mainly as a directive to Officers of the Board and its
staff members. It need not be reviewed in writing, as it generally applies to one
specific act only. Board resolutions shall be reviewed in written form before
binding action is taken on them.
(b) In the event of the absence of both the President and Vice-President of the
Board, the members present shall select one of their number to act as president
pro tem.
(c) No question or motion shall be debated or put unless the same is
seconded. When a motion is seconded, it shall be stated by the President before
debate. The motion will be stated by the Clerk before voting.
(d) A motion shall be made by having the member of the Integrated Waste
Management Authority making the motion state the motion to the Authority's clerk.
(e) A motion to refer or lay on the table, until it is decided, shall include all
amendments to the main question.
(f) A motion having been stated by the President, shall be deemed to be in the
possession of the Board, but it shall be withdrawn at any time before the decision
or amendment with the assent of the Second.
(g) When a question is under debate no motion shall be received unless it is:
(1) To adjourn.
(2) To lay on the table.
(3) To take up the previous question.
AOROJUL C-1-6
(4) To pc gone to a certain date.
(5) To commit to committee.
(6) To amend.
(7) To postpone indefinitely.
These motions shall have preference in the above order.
(h) A motion to adjourn, or a motion to fix time of adjournment shall be decided
without debate.
(i) A motion on the previous question shall preclude all amendment from
debate of the main question, and shall be put in the form "shall the main question
be put now?".
0) A member called to order shall relinquish the floor unless permitted to
explain, and the Board, if appealed to, shall decide on the case, but without
debate. If there is no appeal, the decision of the President shall be final.
AORO.JUI C-1-7
7-/3
S. _A LUIS OBISPO COUI Y
INTEGRATED WASTE MANAGEMENT AUTHORITY
WASTE MANAGEMENT BOARD RULES OF PROCEDURE
ARTICLE 1 General Provisions
1.1 Name of Board The name of the Board is the San Luis Obispo County Waste
Management Board.
12 Authority for Rules The rules apply to the San Luis Obispo County Waste
Management Board and are adopted pursuant to the Joint Powers Agreement
Establishing an Integrated Waste Management Authority for the Cities and County
of San Luis Obispo.
1.3 Purpose of Rules The purpose of these rules is to provide for the orderly and fair
conduct of the meetings of the Board.
ARTICLE 2 Organization of the Board
2.1 Composition of the Board The Board is composed of twelve (12) members and
seven (7) alternates appointed pursuant to the agreement creating the Authority.
22 Officers The officers of the Board shall be a President and a Vice-President, who
shall serve until the election of their successors.
2.3 Election of Officers The officers shall be elected at the regular meeting of the
Authority in the month of June of each year. They shall be elected by a majority
of the total authorized vote of the Board, and shall serve from July 1 through June
30 of the following year.
2.4 Duties of the President The President shall preside at all meetings of the Board
and shall conduct the business of the Board in the manner prescribed by these
Rules. The President shall preserve order and decorum and shall decide all
questions of order subject to the action of a majority of the Board. The President
shall: preside at all meetings of the Executive Committee; appoint all ad hoc
committees subject to ratification by the Board; exercise general supervision over
all activities of. said Authority; be an ex-officio member of all committees; and
execute all contracts and legal documents on behalf of the Authority.
AORGJUl C-1-8
2.5 Duties of the Vice-' aident In the absence or inability ie President to act, the
Vice-President shaai. perform the duties of the Presiuent; give whatever aid
necessary to the President in administering of the Authority; and be an ex-officio
member of all committees.
2.6 Executive Committee There shall be an Executive Committee composed of the
Officers of the Board and the Chairperson of the Solid Waste Technical Advisory
Committee. The Board President shall preside at all Executive Committee
meetings. The Executive Committee shall be responsible for coordination of
agenda items, administrative oversight, and such matters as may be referred to
it by the Board.
2.7 Solid Waste Technical Advisory Committee There shall be a Solid Waste Technical
Advisory Committee (SWTAC) comprised of one voting member from each
jurisdiction that is a member agency of the Authority and eleven (11) non-voting
members appointed by the Board. Member agencies shall appoint one voting
member each. The non-voting members to be appointed by the Board are to
represent the following interest groups: waste haulers (1), landfills (1), recyclers
(1), environmental organizations (1), the Local Enforcement Agency (1), Cal Poly
(1), the general public (1), business (1), Community Service and Special Districts
(3). The SWTAC serves as a resource for input to the MDMA on various matters
including the planning and implementation of programs and facilities.
2.8 Other Committees The Board may appoint such other committees from time to
time as may be appropriate to administer the powers and programs of the
Authority.
2.9 Manager The Board shall employ or contract for the services of a Manager who
shall be the chief administrative officer of the Authority as provided in the Joint
Powers Agreement. The Manager shall plan, organize and direct the
administration and operations of the Authority, shall advise the Board on policy
matters, shall recommend an administrative structure to the Board, shall hire and
discharge administrative staff, shall develop and recommend budgets, shall reply
to communications on behalf of the Authority, shall approve payments of amounts
duly authorized by the Board, shall carry out such other duties that may be
assigned to the Manager by the Board from time to time and shall attend meetings
of the Board.
2.10 Duties of the Manager The Manager or designee shall perform the following
duties:
(a) Attend each meeting of the Board;
(b) Maintain all records of the Authority and Board;
(c) Prepare an agenda for each meeting;
(d) Notify all Board members of the time and place of each meeting;
(e) Maintain records of the proceedings of the Board and committee meetings;
(d) Perform other duties directed by the law, the Executive Committee, or the
Board;
(f) These duties may be delegated as determined necessary by the Manager.
noacruL C-1-9
ARTICLE 3 Meetings he Board
3.1 Brown Act Requirements All meetings of the Board shall be held subject to the
provisions of the California Ralph M. Brown Act (Sections 54950 et seq. of the
California Government Code) and other applicable laws of the State of California.
3.2 Regular Meetings The Board shall hold at least four regular meetings each year.
The date upon which, and the hour at which, each regular meeting shall be held
shall be fixed by resolution of the Board.
3.3 Cancellation of Regular Meetings Any regular meeting of the Board may be
cancelled by the President, or the Manager on the direction of the President, no
less than seven (7) calendar days prior to the. scheduled date of such meeting, if
there is insufficient business to warrant the meeting. Notification of cancellation
shall be mailed to all parties who are notified of regular meetings of the Board.
3.4 Special Meetings Special meetings of the Board may be called in accordance with
the provisions of Section 54956 of the California Government Code.
3.5 Notice of Meetings All meetings of the Board shall be noticed in accordance with
the provisions of the California Ralph M. Brown Act (Sections 54950 et seq. of the
California Government Code) and other applicable laws of the State of California.
3.6 Quorum and voting For purposes of conducting business, there shall be present
a quorum consisting of a majority of representatives, including one COUNTY
representative. Each delegate shall have one vote.
3.7 Absence of Quorum In the absence of a quorum, the members present shall
adjourn the meeting to a stated time and place, and the absent members shall be
notified. If all members are absent, the manager shall adjourn the meeting to a
stated time and place and notify all members pursuant to Section 3.4 of these
Rules.
AORGJUL C-1-10
7-/6
Article 4 Conduct c -aetings
4.1 Order of Business The order of business of the Board shall be conducted, as far
as is practicable, in the following order:
(a) Call to Order;
(b) Public Comment;
(c) Request for Future Agenda items;
(d) Managers Report;
(e) Consent Agenda;
(f) Public Hearing;
(g) Regular Calendar
Unfinished Business
New Business;
(h) Member Comment;
(i) Closed Session (if needed);
(j) Adjournment
The above order of business may be suspended or changed at any time by a
majority vote of the Board. The agenda packets shall be mailed to Board
Members no later than seven (7) days prior to the meeting. The Consent Agenda
may contain those matters the nature of which have been determined by the
Manager and/or Executive Committee to be routine, and will be approved by a
single action. Any item shall be removed from the Consent Agenda and placed
for discussion on the Regular Calendar at the request of any member.
The Public Comment segment is provided for any member of the public wishing
to speak on any matter within the jurisdiction of the Authority, but not listed on the
agenda. Each speaker is limited to three (3) minutes.
All remarks are to be addressed to the Board as a body, and not to any individual
thereof. Questions of the Board members or staff shall be asked through the
President or presiding officer. The President may limit or end any commentary
that is not germane to the business at hand, redundant, or that is scurrilous,
abusive, or not in accord with good decorum and order.
42 Vote Required No action shall be effective without the affirmative votes of a
majority of those present. However, eight (8) affirmative votes shall be required
for taking any action in the event any agency demands such a vote.
4.3 Alternate's Vote A member agency's alternate may vote on any matter under
consideration only in the absence of the agency member from the meeting or as
provided under Section 4.6 of these of these rules.
AORG.JUL C-1-11
7-17
4.4 Roll Call Each roi, _-ill of the Board shall be in alphabE AI order after the motion
maker and second, except that the President shall vote last.
4.5 Roll Call Not Required The roll need not be called in voting upon a motion except
when requested by a member, except that a vote on all resolutions, formal
agreements and contracts shall be by roll call, or as otherwise required by law.
If the roll is not called, in the absence of objection, the President may order the
motion unanimously approved.
4.6 Voting Ineligibility Any Board Member abstaining on grounds of conflict or
appearance of conflict of interest must so declare at the time the Agenda item is
called, and shall leave the Board table before the matter is considered and refrain
from participation in any action concerning the matter.
4.7 Parliamentary Rules The rules and procedures as set forth in the most recent
version of Robert's Rules of Order are to be used for the governance of this Board
in all cases not otherwise provided in these rules.
AORGJUL C-1-12.
74
C.
IWMA INTERIM MANAGEMENT
SUMMARY:
The recruitment and hiring process for the IWMA manager will likely take from 4 to 6
months. The management of the iWMA affairs during that period requires staffing. The
following discussion outlines several options for this function.
DISCUSSION: There is the need to provide for the interim management of the IVVMA
until the manager is hired (estimated to take about 5 months). Several issues are a part
of determining the selection of the interim management including:
cost availability solid waste experience
knowledge of local systems objectivity required selection process
program continuity administrative experience benefits required
The attached matrix is for the purpose of facilitating a comparison of the various issues
as they relate to the alternative approaches described below. The row identifying
objectivity is assumed to be the same for all parties. The level of costs associated with
each option are dependent upon the level of service desired by the IWMA.
The following options for interim management of the IWMA have been identified:
* SLOCOG
Currently manages SWTF and has familiarity with the solid waste issues, regional
organization.
* RETIRED MANAGERS GROUP (Public Services Skills, Inc)
Hire retired manager for transition period. Personnel are generally available. PPS
will provide several candidates for Board selection. Candidates usually have
administrative background. Option likely requires gear up and transition time.
* PRIVATE FIRM/INDIVIDUAL
Contract with a firm or individual to manage the IWMA during the recruitment
process. Private firms are generally available. Option likely requires gear up and
transition time.
The member cities and County could be contacted by the IWMA to determine if interest
in adding staff to contract these services would be desired by the various entities.
* CITY OR COUNTY MEMBER
No City or County has been asked, so we don't know if a City or the County is
interested in performing interim management for the Authority. We list it here as
an option that the Authority may wish to investigate.
noacruL C-1-13
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Interim Management Issues Matrix
COG RETIRED PRIVATE MEMBER
MANAGERS FIRM CITY or
GROUP CONTRACT COUNTY
OBJECTIVITY YES YES YES 1
AVAILABILITY YES YES YES i
COST 2 2 2 1
BENEFITS EXIST CONTRACT CONTRACT 1
REQUIRED
ADMIN. YES YES YES 1
EXPERIENCE
SOLID WASTE YES REQUIRED REQUIRED 1
EXPERIENCE
SYSTEMS YES REQUIRED REQUIRED 1
KNOWLEDGE
PROGRAM DIRECT INDIRECT INDIRECT 1
CONTINUITY
REQUIRES 3 3 3 1
SELECTION
PROCESS
(1)We have not contacted so answers to this column of the matrix are unknown at this time.
(2) To be determined by level of service desired.
(3) To be selected by the IWMA
AORG.JUL C-1-14
D.
INTEGRATED WASTE MANAGEMENT AUTHORITY (IWMA)
MANAGER RECRUITMENT OPTIONS
AND
AUTHORITY MANAGER SALARY AND COMPENSATION
SUMMARY:
The options for recruitment of the IWMA Manager are outlined for the IWMA Governing
Board. The primary options available are to utilize an executive recruitment firm, SLO
County Personnel, or to conduct the process "in-house".
The subcommittee requested staff to investigate salary and benefits from a variety of
locations and positions and the conclusion of the subcommittee was to use $50,000 to
$60,000 as a starting point for discussion. During JPA discussions, potential Authority
Members made it clear that they preferred contracting for services for the Authority. A
discussion on benefits and contracting term is therefore contained in this report. The
subcommittee spent Tittle time discussing the Manager as an employee, but this is an
option that is also briefly discussed.
Comparable positions applicable to this region pay approximately$50,000 to$60,000 per
year. The benefits package is undetermined at this time. The position could be filled on
a contract basis or as 'full time permanent". However, a Personnel Policies and
Procedures Manual and an Employee Compensation and Benefits Plan have not been
prepared for permanent employees.
DISCUSSION:
The Authority members need to be aware of the general steps in recruiting personnel in
order to select the recruitment process. The recruitment process involves a series of
basic steps to narrow the available candidates for interview by the Governing Board. The
following outlines the major steps in the process:
Advertizing the position:
A. Select a geographic recruitment area (state or national); and,
B. Determine the recruitment mediums (newspapers,trade journals,Job Finder
etc.) to notify potential applicants of the job opportunity.
C. Determine the length and extent of advertizing and closing date.
Screening of applications:
A. review of applications to determine those meeting minimum qualifications;
B. secondary review of applications to determine those with superior
qualifications and select those that will be invited for interview.
C. Policy decision:
AORG2.JUL C-1-17
7-Z3
1 . Staff Committee or Board S,ocommittee to conduct
secondary screening?
2. Staff Committee or Board Subcommittee to establish criteria
for secondary screening and initial interview?
Interview of selected applicants:
An interview panel(s) (Board, Board Subcommittee, or staff committee) is formed
to conduct oral and/or role play review and rank applicants.
Board Interviews:
The Governing Board (or Board Subcommittee) interviews top ranked candidates.
Determines preferred candidate, (presents choice to full board for ratification if
Subcommittee selection) and negotiates terms of employment.
There are numerous variations and levels of detail that can be employed in the above
described procedures. The following three major options for conducting the recruitment
procedure are listed with major factors under each option noted.
Private Recruitment Firm - "Head Hunter Service"
* may be least time consuming for Board and staff
* may be more objective for local candidates
* may be most expeditious option
* appears to be the most expensive option
* estimated $12,000 - $15,000 cost
Member Jurisdiction Personnel Department- SLO County Personnel provided services
* contact with City of SLO Personnel (largest city personnel dept.) indicated they
are not set up to do this for other agencies.
* SLO Co. Personnel has done this type of "outside recruiting" and charges
$25.00/hr plus costs ($5,000 - $8,000 estimate depending upon extent and
type of advertizing). Staff or panel must identify recruitment mediums, extent
of advertizing and time deadlines. Co Personnel will then send notices.
* SLO Co. Personnel has established procedures and extensive experience in
these matters.
* SLO Co. Personnel would provide first level of review - screening candidates for
minimum qualifications, can also "manage" 2nd level of review - coordination
of screening panel to narrow applicants down to interview list for governing
board.
* Requires IWMA (or delegate to staff) to establish screening panel and criteria for
second level screening, questions to be asked, and interviews.
AORG2.JUL C-1-18
7-�y
Integrated Waste Man ment Authority - "Do-it-yourself'
* may be most time consuming for Board and staff
(manage advertizing, respond to inquiries, screen applications, establish
and coordinate interview process)
* staff time required for advertizing and processing applications
* same procedures as listed under SLO Co. Personnel for 2nd level of review
* would use similar procedures as hiring of SLORTA Manager using a combined
review of candidates by committee from member jurisdictions
* costs similar to SLO County Personnel
AUTHORITY MANAGER SALARY AND COMPENSATION
The salary level is recommended by the SWTF Subcommittee to be in the $50,000 to
$60,000 range based upon similar positions in other organizations. Examination of salary
levels for other directors of regional waste management agencies, the Calif. Integrated
Waste Management Board administrative staff and other agency division heads were
examined by the Subcommittee to reach this recommended salary range.
Some examples of the positions and salaries within the industry:
Other JPA directors
Alameda County Waste Management Authority Exec. Dir.* @ $120,000
Contra Costa County Waste Management Authority Exec. Dir.* 9 $110,000
Ventura County JPA Exec. Dir.* 9 $100,000
* the above listed agencies are much larger organizations serving larger
populations and were not considered comparable to the proposed agency
manager.
* the following positions are more "in line" with the position being considered.
Kings County Waste Management Authority Exec. Dir. @ $ 60,000
ClWMB Senior Waste Management Specialist $47,000 - $56,000
CIWMB Supervising Solid Waste Specialist $54,000 - $65,000
Two major options exist for the structure of the initial hiring:
1. The position could be filled under a contract for a specked period.
If the contract format is utilized, a "cash-in-lieu" arrangement negotiated at the time
of hiring the selected candidate, could be used in place of medical insurance and
retirement until such time as these items are developed as part of a benefit
package for agency employees.
The term of the contract normally needs to be"long enough to offer a degree of
security to candidates interested in the position. The recent hiring of the SLORTA
Manager was structured with a 3 year contract that included a 6 month
"probationary period". The individual also received a moving expense allowance
of up to $1,000.
AORG2.RIL C-1-19
0
2. The individual Id be hired as a full time employer 'iis would require adoption
of personnel puijcies and procedures and the estau...shment of a compensation
package that includes benefits).
The following table summarizes a range of benefits. The table outlines a benefit package
in the second column that is standardized with the benefits offered in member
jurisdictions and the comparable local regional joint powers agencies.
Typical Range of Benefits
BENEFIT RECOMMENDED MEMBER
BASIS FOR JURISDICTIONS
NEGOTIATIONS
12% OF SALARY PERS STANDARD
RETIREMENT IN-LIEU ALL 7 CITIES (10% -
14.5%)
SOC SEC
SOC SEC 5 JURISDICTIONS
SOCIAL SECURITY EMPLOYER - 6.2%
EMPLOYEE - 62% PRIVATE COMP.
3 JURISDICTIONS
DISABILITY SDI PAID BY EMPLOYER PAID IN
INSURANCE EMPLOYER 5 JURISDICTIONS
VARIES
LIFE INSURANCE TERM POLICY $25K- $50K - 3, $40K - 1
$50K $30K - 1, $25K - 1
$20K.- 1, $15K - 1
COLA CPI CPI STANDARD
HOLIDAYS 13 13 STANDARD
VACATION 10 10 STANDARD
SICK LEAVE 12 12 STANDARD
ADMIN LEAVE 5 5 - 6 STANDARD
PROF. ASSOC. DUES $200 VARIES
HEALTH PROGRAM $400 / MO VARIES $355 - $700
(PRIVATE INSUR.) AVERAGE @ $400
AOR02.JU1 C-1-20
r��
E.
INTEGRATED WASTE MANAGEMENT AUTHORITY (IWMA)
PROPOSED 1994/95 BUDGET
DISCUSSION:
The attached budget shows anticipated expenditures for the Integrated Waste
Management Authority for their first year of operation. The Joint Powers Agreement (JPA)
specifies that the budget will be circulated to member agencies for their review and
comment prior to adoption.
The proposed budget is shown in two parts:
• an Administrative Budget; and,
* a Program Budget
ADMINISTRATIVE BUDGET
The Administrative Budget includes the salaries, supplies, recruitment costs for the new
manager and the other overhead expenses for the IWMA.
PROGRAM BUDGET
The Program Budget is derived from the Source Reduction and Recycling Elements
(SRREs), the Household Hazardous Waste Element (HHWE) and state mandated
planning requirements for preparing a Siting Element. The Public Education and
Information Programs and the Household Hazardous Waste Programs can be adjusted
mid-year to conform with the rate of tipping fee surcharges generated. The Siting
Element is to be put out under a Request for Proposals after the IWMA is formed.
SOLID WASTE TRUST FUND
The Solid Waste Trust Fund currently has about $800,000 in the account. The City of EI
Paso de Robles is holding approximately $200,000 of the funds collected at the Paso
Robles Landfill. If all monies collected at the three landfills were deposited into the Trust
Fund, the total monies available would be about $1,000,000. The annual rate of
generation of these funds is anticipated to be about $550,000 to $600,000 if the
surcharge is maintained at $3.00.
The Memorandum of Agreement circulated with the JPA calls for the existing balance in
the Solid Waste Trust Fund to be shifted over to the IWMA.
AO RG2.JUL C-1-21
Proposed Preliminary Budget
Integrated Waste Management Authority (IWMA) - Staff and Operations
Budget FY 94/95
AGENCY ADMINISTRATIVE BUDGET
ACCT AMT JUSTIFICATION
XXXX $ 112,000 SALARIES (compensation and benefits)
JPA Manager ($ 60,000 + 36%) $ 82,000
Clerical ($ 22,000 + 36%) $ 30,000
- $112,000
XXXX $ 200 MEMBERSHIPS
Governmental Refuse Collection & Disposal Assoc.,
National Recycling Organization
Calif. Resource Recovery Assoc.
XXXX $ 900 COMPUTER SUPPLIES
New computer supplies per Tech Services
XXXX $ 2,000 SUPPLIES
Office Supplies ............................. $2,000
XXXX $ 1,000 POSTAGE
XXXX $ 23,000 PROFESSIONAL SERVICES
Recruitment costs for new positions - @ $8,000
Audit - @ $15,000
XXXX $ 2,000 TRAVEL
Assume 5 trips at $400 each.
XXXX $ 500 SEMINARS/WORKSHOPS
XXXX $ 4,500 COPYING
XXXX $ 2,000 COMMUNICATIONS
2 telephones at $500 plus monthly fees for long
distance to member jurisdictions, consultant, and
state agencies, etc.
)(XXX $ 9,000 FIXED ASSETS
Two work stations at $6,000
Personal computer/fax/printer at $3,000
XXXX $ 12,000 OVERHEAD
Based on current estimates for bldg. use, bookkeeping, Legal Counsel
costs, janitorial and maintenance.
$ 169,100 AGENCY ADMINISTRATIVE EXPENSES FY 94/95
CONTINUED ON NEXT PAGE
AORWJUL C.`-1-22 7'0
Proposed Preliminary But Continued J
Integrated Waste Management Authority (IWMA) Budget FY 94/95
PROGRAM BUDGET
ACCT AMT JUSTIFICATION
XXXX $ 137,000 SRRE PUBLIC EDUCATION AND INFORMATION PROGRAMS - Estimated
Regional Source Reduction and Public Education and Information Program
Costs from SRRE (minus salaries shown in Administrative Budget Acct.
1000)
XXXX $ 204,000 HOUSEHOLD HAZARDOUS WASTE PROGRAMS
Estimated Regional Household Hazardous Waste Program Costs from
HHWE.
XXXX $ 70,000 SITING ELEMENT-
Preliminary estimate for minimum Siting Element per state regulations.
$ 411,000 PROGRAM EXPENSES FY 94/95
TOTAL BUDGET
$ 411,000 PROGRAM EXPENSES FY 94/95
$ 169,100 ADMINISTRATIVE EXPENSES FY 94/95
$ 580,100 SUBTOTAL
28,500 5% CONTINGENCY
$ 608,800 TOTAL PROPOSED IWMA FY 94/95 BUDGET
INCOMEXURRENT TIPPING FEE SURCHARGE GENERATION
$3.00/TON (FY 92/93 TONS)
Cold Canyon @ $425,193 141,731 TONS
Chicago Grade @ $ 63,902 21,300 TONS
Paso Robles @ 71,655 23.885 TONS
@ $560,750 186,916 TONS
$608,800 / 186,916 TONS = $3.26/T
Projected Budget/Current Tonnage Rate = Minimum Tipping Fee Surcharge to Fund Proposed
Budget Without Carryover
The $48,050 difference ($608,800 - $560,750 = $48,050) between the proposed budget and
anticipated revenues is anticipated to come from salary savings (Manager salary)during the fiscal
year, and the use of funds from the carryover of tipping fees from prior years.
Estimated Carryover of Tipping Fees from prior years = @ $1,164,000
CURRENT SOLID WASTE TRUST FUND' BALANCE
TOTAL ESTIMATED TIPPING FEES COLLECTED (through 7/1/94) 1,884,000.00
ESTIMATED SOLID WASTE PROGRAM EXPENDITURES (7/1/94) 700.000.00
ESTIMATED FUND BALANCE OF TIPPING FEES COLLECTED 191849000.00
TIPPING FEES PAID TO THE TRUST FUND (through 5/6/94) 1,491,002.41
SOLID WASTE PROGRAM EXPENDITURES (through 5/1/94) 688,458.00
FUND BALANCE IN THE SOLID WASTE TRUST FUND (5/1/94.) 802,544.41
AoaG2.duL C-1-23
7-0
F.
SLOCOG SOLID WASTE PROGRAM EXPENDITURES/INCOME
EXPENDITURES
FY BUDGET AMT. ACTUAL EXPENDITURES UNEXPENDED BALANCE
90-91 646,900 332,882 314,018
(Contract rollover
included)
91-92 320,830 215,065 105,765
(Contract rollover
included)
92-93 298,193 859943 212,250
93-94 292.158 77.571 (5/31/94) 214,587
711,461
@718,000 PROJECTED 7/1/94
(YEARLY BUDGETED AMT INCLUDES ROLLOVER FOR CONSULTANT CONTRACTS)
INCOME
FY LANDFILL TONS AMOUNT PAID
90/91 (DEC-JUN)
COLD CANYON 142,979.00 142,979.00
CHICAGO GRADE 21,396.46 21,396.46
PASO ROBLES 26.770.00 26.770.00
191,145.46 191,145.46
91/92
COLD CANYON 145,024.00 435,072.00
CHICAGO GRADE 22,694.41 39,493.39
PASO ROBLES 31.356.60 64.035.00 (30,034.80)
199,075.01 538,600.39
92/93
COLD CANYON 141,731.00 425,193.00
CHICAGO GRADE 21,300.00 63,902.91
PASO ROBLES 28.498.25 0.00 (85,494.75)
191,529.25 489,095.91
93/94 ACTUAL
COLD CANYON (2/1/94) 80,781.00 242,343.00
CHICAGO GRADE (3/1/94) 17,099.02 51,297.05
PASO ROBLES (4/1/94) 20.100.00 0.00 (60,300.00)
125,980.02 293,640.05
93/94 PROJECTED
COLD CANYON (2/94-6/94) 56,500.00 169,500.00
CHICAGO GRADE (3/94-6/94) 8,745.00 26,235.00
PASO ROBLES (4/94-6/94) 7.276.00 0.00 (21.828.00)
(75,521.00) (195,735.00)
TOTALS (ACTUAL) 707,649,74 1,512,481.81 (175,829.55)
TOTALS (PROJECTIONS TO 7/94) 7835170.74 1,708,516.81 (197,657.55)
TOTAL (INCLUDES ALL MONIES) 19906,174.36
1,906,174.36 - 718,000.00 = 1,188,174.36
TOTAL EST. INCOME - EST. EXPENDITURES = EST. FUNDS AVAILABLE
AORG2JUL C-1-24
7-30
G.
TASKS REMAINING
The Regional or Countywide Siting Element, due 18 months from final Regulation approval
by the State's Office of Administrative Law (OAL), is required component of the AB 939 Integrated
Plan. The CIWMB has released the final siting element regulations and the CAL review is almost
complete.
Based upon arrangements that have been made between the CIWMB and Fresno County(where
extensive landfill capacity exists that would serve their county needs far in excess of the 15 year
minimum), the CIWMB staff has indicated that an approach that does not involve the analysis of
alternative sites would be allowed. The CIWMB staff has indicated that such an approach would
be acceptable for the Siting Element for the San Luis Obispo area if we are capable of showing
countywide capacity in excess of the required minimum of 15 years. A draft Request for
Proposals (RFP) has been prepared for the Siting Element and will be brought to the IWMA at
an upcoming meeting.
The Regional or Countywide Integrated Waste Management Plan is due 18 months after final
Regulation approval by the Office of Administrative Law. These regulations are also nearing final
approval. The proposed Integrated Waste Management Plan Regulations require the preparation
of a Summary Plan that shall:
(1) include integrated solid waste management goals and objectives;
(2) summarize significant waste management issues and problems;
(3) summarize proposed waste management programs or facilities identified as necessary in
the Source Reduction and Recycling Elements (SRREs)and Household Hazardous Waste
Elements (HHWEs) and Nondisposal Facility Elements (NDFE);
(4) be consistent with the state heirarchy of solid waste management (source reduction,
reuse,.recycling,composting,and environmentally safe transformation and land disposal);
(5) include the following issues as described in the regulation sections 18757 through 18758.1
18757.1 Goals and Objectives
18757.3 County and/or Region Profile and Plan Administration
18757.5 Description of Current Solid Waste Management Practices
18757.7 Summary and Integration of SRREs, HHWEs, and NDFEs
18758 Education and Public Information
18758.1 Countywide or regional Agency Integrated Waste Management Plan
Financing
The Countywide or Regional Agency Integrated Waste Management Plan (CIWMP or RAIWMP)
is proposed to include
*The Summary Plan; and as appendices, the
*Approved and adopted SRREs for incorporated and unincorporated areas;
*Approved and adopted HHWEs for incorporated and unincorporated areas;
*Approved and adopted NDFEs for incorporated and unincorporated areas;
*Approved and adopted Siting Element
The implementation of the following major tasks are identified in the SRREs and are
recommended as major issues for the IWMA:
Public Information and Education
Household Hazardous Waste Programs
Composting Programs
Collection System Study
AORWJUL C-1-25
741