Minutes - Council - 09/25/1990 - Laserfiche WebLink

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minimize additional space and equipment needs. Figuring the cost at approximately 2,500 hours per year for the part-time temporary person and 800 hours of supervision, the salary and associated costs would be $24,600.00 annually. Regarding additional equipment, Ms. Ashley stated that one additional CRT for cash receipting and a PC for more detailed f'mancial analysis will be required at a start-up cost of $4,800.00. Ms. Ashley also explained that the City would change to a postcard billing rather than the statement form currently used. This process would save envelope stuffing time and its associated cost. The supplies and postage will total $4,400.00 annually. The software, staffing, equipment and supply costs will total $38,800.00 for the first year of the program; subsequent years would be $33,400.00 - all else being equal. This compares to $42,000.00 if the contractor does the billing. The Finance Office will do the billing and send out late notices and reminders, but seriously delinquent bills will be submitted to the Council for special assessment through the County. Councilmember Cich stated that if the billing was done through the County system in the first place, this would avoid the collection procedures on delinquent accounts as far as the City was concerned. Ms. Ashley explained that the Finance Officer would have to prepare all the information for the County and then the City wouldn't have amounts per address, etc. since the amount would be in one lump sum. Ms. Ashley also explained that if the City does the billing for the curbside recycling service, it will then gain an effective City-wide billing system for any number of billable services. These services could be added with minimal staff time and costs. Ms. Ashley stated that with decreasing revenues and increasing services, such as street lighting, brush chipping, etc., this capability would be a definite advantage. She explained that a utility company will not bill an individual for street lighting, however, they will bill a homeowners association or the City so the City would need a billing system set up for that purpose also. Ms. Ashley asked that she be allowed to address the remaining pending issues before a discussion ensued regarding the billing. She continued with issue #3) How/when will the recycling containers and information be made available to each household? Ms. Ashley explained that initially the residents were going to be asked to pick up their containers at City Hall, however, identifying and staffing for the number of residents that could arrive would be difficult and failure to serve a resident promptly could result in a negative feeling toward the new program. Ms. Ashley recommended that the recycling contract be amended such that the first stop by the vendor would be to provide the resident with their recycling container and information. Mr. Hartley stated he had spoken with Mr. Dean Warden from Ace Sanitation regarding this amendment and he was very receptive. Mr. Hartley informed City Council that Mr. Warden was present to answer any questions. Mr. Hartley explained that Ace Sanitation would also record addresses and provide information to the residents regarding the recycling program and recycling service. Mr. Hartley handed out an information sheet given to him by Mr. Warden of Ace Sanitation and remarked that this same handout would be given to the residents regarding the recycling program. It was the consensus of the City Council that the first stop by the vendor would be to supply the recycling container. Issue #4 states that a contract must be awarded to the lowest responsible bidder for implementation by October 1, 1990. Ms. Ashley explained that by awarding the contract at tonight's meeting, this would provide implementation by October 1, 1990. Containers could be delivered during the first half of October with the first pick-up during the last half of October. Issue #5 concerning the need for program coordination by City Staff was summarized by Ms. Ashley. She stated that the need for a "Public Relations" person had been discussed at previous Budget Committee meetings. Among numerous tasks described for that person, the curbside recycling program would involve a good deal of time especially during the implementation of the City Council/September 25, 1990 Page 12 of 20