City of
Recycling and Resource Conservation
Advisory Board
|
MEMBERS PRESENT: |
|
|
MEMBERS ABSENT: |
|
|
STAFF PRESENT: |
|
|
GUESTS PRESENT: |
Dave Corliss, Interim City Manager,
Chuck Soules, Public Works Director, |
|
PUBLIC PRESENT: |
Tim Evans |
1
DISCUSSION W/CITY MANAGER and STAFF
RE: Role and function of city advisory boards
Note: RRCAB members had provided a list
of questions, in advance, to Dave Corliss, Interim City Manager (see Attachment
A.)
Q. How do Advisory Boards function and
work within the city?
A. There are over 40 advisory board
associated with the City of
A board cannot change its function and
scope - only the City Commission can create this change. However, the City Commission would want to
hear from the board as to what change(s) in charter they are requesting, and
how it would function and take that into consideration of their decision.
The board may request consideration of
changes to scope and function of their board via a letter to the City
Commission.
Q.
How much work can/should the board expect staff to do for
them?
A.
Staff can assist the board by providing them delivery of
existing data, reports, information, etc. upon request.
Q. Who takes the minutes at board
meetings?
A. It is mixed. With some boards there is a preference for
staff to take minutes, some boards choose to take minutes themselves. What is important is that the minutes reflect
who is at the meeting, capture the flavor of the discussions, and provide
information as to what action was taken.
Use of paraphrasing in encouraged.
Q. How much responsibility is board
members expected to shoulder?
A. The board is expected to fulfill the
expectations as written in the City Code.
See Chapter 1. Administration
Article 19.
http://web.ci.lawrence.ks.us/legal_services/citycode/
Board members should show commitment
through their attendance at board meetings. It is preferred that board members
be active or be able to serve as a resource to the subject area that the board
is focused on. Board members do not have
to take on research work for themselves.
Board members are not expected to do a staff person’s work.
Q. How much independence should a board
exercise?
A. The board is not an extension of
staff. Boards communicate with both the
City Commissioners and staff. Boards are
independent in the sense of judgment, and while there may be friction at times,
the relationship between board members and staff should remain professional and
courteous. A board should exercise
independence in their gathering of facts, information, etc.
Q. What is the relationship between the
staff liaison, the Division/Department and the Board?
A. The relationship should be
professional in demeanor. The staff liaison can take care of “housekeeping”
details for the board (meeting locations, copies of printed materials, emails
of requested materials, etc), and respond to the Board’s requests for access to
other Division/Department personnel, information, etc.
Q. How does the board communicate to
the City Commission (through staff or directly)?
A. The function of the Advisory board
is to speak to policy matters of their respective city
division/department. In other words,
“how can we be better stewards as to the management of our natural resources?”
For example, the RRCAB can be a catalyst in the adoption and implementation of
energy conservation strategies by the city.
The Board should be involved in this effort.
Advisory Board memos can be addressed
directly to the city commissioner, with a carbon copy to the appropriate
management team and staff (Interim City Manager, Public Works Director, Solid
Waste Manager, etc.). It is preferred,
but not required that boards work with staff on issues relevant to their
charter. However advisory boards can
take issues directly to the City Commissioners.
If the City Commissioners do not think they have enough information on
the issues they will kick it back to the board, to staff, etc. It is a reiterative process with the function
of advisory boards to push the policy issues.
Q. What is your perspective on a
board’s relationship to the city commission and how the board can best assist
them (commissioners) to help make Lawrence the most ecologically friendly city
possible within budget constraints?
A. Let’s take the issue of the
International Energy Conservation Code (IECC) as an example. The City
Commission would like to see more progress happening in this area, but they
haven’t defined clearly how is should be done.
The City Commission should take a leadership role on the adoption of the
International Energy Conservation Code (IECC) for new construction. The RRCAB can send a letter to the City
Commissioners summarizing the work done to date on this issue and express
frustration on the delay of its determination and placement before the City Commission’s
agenda. The RRCAB could express the wish for a defined timeline; remind the
commissioners of the potential for burnout by the voluntary (board) technical
reviewers of the IECC; the changing editions of the IECC which are being
reviewed; and then ask that the Commissioners, “place resources where the
priorities are – and this is a priority.”
Q. How do other boards handle the issue
of non-attending board members?
A. Sometimes there is direction
regarding attendance requirements within a board’s respective by-laws. Sometimes, with city commission support,
staff will send them (non-attending board member) a letter requesting the
person re-assess their ability to meet the expectations of being a board
member.
Q. How can the board best get
information out to the citizens of
A. Marketing and advertising budgets
can be increased if there are adequate resources to do so and a need to
increase efforts to get information out to citizens. Sources such as paid advertising in print and
radio media, online advertising, utility bill inserts, Channel 25 (city
channel) are all valuable and available outlets for providing information to
the public.
OPEN Q & A WITH DAVE CORLISS,
INTERIM CITY MANAGER
Q. (Laura Routh): In the case of the Solid
Waste Division’s Annual
A. (Corliss) Clearly the preference is
for an advisory board to receive division-generated annual reports prior to
media release.
Discussion: (Mangerich) noted
– in that particular case - staff was unprepared as well for its release as the
content of the report was given to media by then city manager,
(Corliss) asked the Board if they have
direction within the Code to provide reports to the City Commission. (Mangerich) stated yes, there is language to that
effect currently in the code requesting semiannual reports. Mangerich continued that, to date, she’s left
the decision to provide such a report up to each Advisory Board.
Corliss encouraged the Board to report
to the City Commission at some level each year regarding the policy issues and
projects they are working on. If the
Board is unable to meet the current reporting requirements of the Code – then
the Board should recommend changing that requirement - to a reporting level
which is considered appropriate and doable.
Q. (Routh) Who sets the agenda – staff
or board members?
A. (Corliss) The Board should establish
the Agenda or the staff liaison may provide a “recommended agenda” to the
chairperson.
Q. (Routh) Is it the role of a staff
liaison to screen who or who should not should a Board meeting for the purpose
of a presentation?
A. (Corliss) The Board should determine
whom they invite to a meeting for the purpose of a presentation.
Q. (Strecker) Does the City have a
person / or plan to create position akin to an “Energy Manager” that
coordinates energy conservation throughout city departments and facilities?
A. (Corliss) No, the city does not have
such a position created at this time. We
are decentralized in our current organizational structure and as such each
department is mindful of the budget requirements to meet their energy needs and
costs.
Q. (Strecker)
Does each department pay for their respective utility costs?
A. (Corliss) Yes, there is a line item within
each Department’s budget for electrical, gas, stormwater fees, etc.
Q. (Poull) Does the city have
intentions or plans to develop or appoint a person to coordinate the process of
implementing the US Mayors Climate Protection Agreement / Cool Cities Program?
Comment (Cobb): John
Geist, Energy Manager of USD 497 has saved the school district a lot of money
by researching and distributing best management practices (BMPs) to facilities
within the district.
A.
(Corliss) No, the City has not appointed or hired such a
person to coordinate the process of implementing the
2
Approval of
Meeting Minutes
Action to be taken: Staff will provide
approved minutes for submission to the City Commissioners and posting on the
city’s website.
3
Laura Routh presented the Board with
the draft memo “Improving
Comment
(Routh): Laura commented she would have preferred to not have had Bob comments
on the draft prior to board discussion.
While he (Yoos) may believe his information as fact, Laura believes some
of it as opinion.
Comment
(Stewart): Aimee commented she liked having all information in front of her
prior to discussion on these types of issues.
Comment: (Routh) The
intent of the memo isn’t meant to be prescriptive but rather serve as a broader
call to look at other methodologies to increase recycling participation and
increase recycling convenience.
Discussion: (Routh) The implication of this memo is that
staff should think outside the current model of city-provided curbside
collection of recyclables. (Strecker)
Staff should look at recycling methodologies used in the Big 12 cities or
comparable cities as a comparison to see how others are doing it. (Stockett) The memo should include statement
of preference to contract with local curbside recycling companies.
Comment: (Routh) Laura
asks the Board members to discuss with their constituents their opinions /
ideas on how best to increase recycling in
Question: (Routh) Laura
comments that she is not clear in the situation where specific suggestions are
given to the City Commissioners by the Board – if staff doesn’t agree with the
suggestions – how does that manifest into a policy?
Answer: (Mangerich)
Mollie will ask this question of the Asst. Public Works Director
Comment:
(Routh) Laura fears that Bob will rebut the recycling memo point by point.
Comment:
(Stewart) Aimee thought that rebuttal wouldn’t be bad, in that isn’t it a Board
function to bring policy recommendations up for analysis and review.
Comment:
(Craft) John thinks the Board should submit draft memo as written to the City
Commissioners for their consideration.
Comment:
(Heckler) Dickie states that staff looks at different “working models” for
increasing recycling other than curbside.
Question: (Routh) Laura
asks if the Board should discuss this subject with staff.
Answer: (Board) No vote was called, but board members
said “yes”.
Comment: (Dobbs) Kevin
states the memo be given to City Commissioners as is, the Board doesn’t need to
satisfy all staff concerns at this time.
Action Item: Laura asks (1) the Board to provide comments
to her by 6/21/06 and she will forward revised draft to Mollie and the Board by
next week 6/23/06; and (2)
Action Item: Mollie will send Laura’s
first draft memo to all board members electronically.
Action Item: Mollie will invite
Next meeting of the
4
Energy
Conservation Subcommittee Report
No meeting of the Energy Conservation
Subcommittee was held.
5
2006 RRCAB Goal
Setting Session
Facilitated, Carol Nalbandian, PhD
Date: August 9 and
Time: 7:30
8:00 p.m.
Location: SWAN building
Action Item: Please
note CHANGE OF TIME FROM
Action Item:
6
Home Energy
Conservation Fair and Sustainable Homes Tour
Steering Committee met June 2nd (M. Crank, Steve Hughes,
“Save the Date” card out by early July
Date Confirmed: Sunday, October 8th
Sustainable Homes Tour will have two
repeating tours at
7
Waste Reduction
and
Printed copy of monthly updates
provided to Board.
8
Miscellaneous
·
·
Discussion: Daniel explained “green tags” to
the board as an investment commitment to increasing covering costs of producing
renewable energy. Purchasing green tags
can offset the polluting effects of traditional energy use by supporting the
development of clean renewable energy.
The Bowersock hydroelectric dam is certified as a low-impact energy
resource by the Low Impact
Hydropower Institute (LIHI) and as a newly re-powered
facility by the Center for Resource Solutions.
Discussion points: (Dobbs) What assurances does the
city have – using tax dollars- to support a private business? (Routh) Should
our priority be placed on increasing energy efficiencies or supporting
production of renewable sources of energy?
(Cobb) More information is needed regarding the oversight and appropriateness
of use of public monies for the purchase of green tags which underwrite the
costs of a private sector business.
Action Item: Daniel will send the Board the website
regarding the partnership between The Bonneville Environmental Foundation (BEF)
and The Bowersock Mills and Power Company to offer Zephyr Energy™, a new Green Tag product
comprised of Green-e® certified wind energy resources and environmentally
preferred hydroelectric power resources.
Action Item: Green Tags will be placed o
Comment:
Action Item: Mollie
will notify city commissioners of the vacancy on the board.
Comment (Cobb): Chris suggests the Board
draft a letter to the City Commissioners requesting that a determination be
made on adoption of the IECC and that a date be set for its implementation.
Action Item: John Craft will draft a memo for revision and
review of the Board. The eventual memo
should be sent from the Chairperson,
Comment (Tim Evans, guest): Tim had heard
through a source that the city was taking their recyclables to the landfill
instead of recycling them. Mollie
responded that the City has not taken its recyclables to the landfill (OCC,
ONP, SOP). All materials are baled and
shipped from the SWAN facility directly to mills. Mollie told Tim that prior to mandated use of
preferred containers at the curb (cans, carts, compostable bags) for yard waste
– when plastic bags were in high use – sometimes trucks and crews would be told
to take their last load to the landfill as they wouldn’t have been able to
finish their route within the day. This
was back in the days when crews had to open each of the plastic bags at the
back of the rear loader trucks. This
happened very rarely.
Tim wondered if Walmart really recycled their materials
collected. Mollie suggested they contact
Ruth Becker, Green Team coordinator, or Deffenbaugh
Attachment A.
Questions from RRCAB members to city management
·
How
do advisory boards function? How do
other advisory boards work within the City?
·
Issue:
some members of the Board have questions regarding the scope of the RRCAB and
have expressed interest in changing its scope and function – is this within the
Boards purview and how would that be accomplished?
·
How
much work can/should the board expect staff to do for them?
·
How
much responsibility are board members expected to shoulder?
·
How
much independence should the board exercise;
·
What
is the relationship between the staff liaison, the Division/Department and the
Board?
·
How
do other boards with similar charters to ours function? In other words,
how do they communicate with the Commission (through staff or directly); how
much autonomy do they have; and how and where is that defined; how do they
address shared responsibilities with program staff; and how are
they handling the issue of non-attending board members?
·
What
is your perspective on the Board’s relationship to the City commissioners and
how can we (RRCAB) best assist them (CC) to help make