Subject:
Title
Leaf Collection and Mulch Program Alternatives
Body
EXPLANATION AND SUMMARY:
On March 21, 2022, the Vienna Town Council held a public hearing to gather input from interested residents regarding the leaf collection and mulch program. As a result of this public hearing, the Council held a conference session on April 18, 2022, for further discussion before deciding on potential changes to the leaf collection and mulch operations.
At the May 16, 2022 meeting, the Council directed staff to complete a leaf mulch program user survey. Residents who ordered mulch last season were mailed a survey to see if they would be willing to pay for future mulch deliveries. In response to the question: “Will you continue to order leaf mulch from the Town of Vienna for $50 per load (approximately 3 cubic yards),” the Department of Public Works received 62 YES and 52 NO answers via U.S. mail, email, in person and telephone/voicemail for a total of 114 responses out of 303 letters sent - a 37% response rate.
For our current leaf collection program, residents rake leaves to the edge of the street. The Town uses three separate crews, each consisting of four employees (driver and three laborers) and a leaf loader trailing behind a tandem truck equipped with a leaf box to vacuum up the leaves. Other employees and equipment such as a supervisor, loader operator, and loader are also used. The leaves are collected until the end of December and stored at the Beulah Road site. Half of what the Town collected this year was ground in January this year and delivered to residents throughout January, February, and March. The remaining half of the collected leaves was delivered to a disposal facility.
The Town engaged NewGen Strategies and Solutions, LLC to evaluate the Town’s leaf collection program and look at costs for the existing program, a short-haul alternative, and a long-haul alternative. The short-haul option eliminates mulch delivery while the long-haul option eliminates mulch delivery and the need to use the Beulah Road site. Staff has also met with a town resident, who has offered his time and skills to collaborate with staff to run various cost scenarios for long-haul leaf collection options.
Overview:
The three options analyzed and discussed at the March 21, 2022 public hearing include:
1. Continue with the current program
2. Short Haul Option - eliminates leaf mulch and continues to use Beulah Road site for short term leaf storage
a. Under this scenario collected leaves would be hauled to the Beulah Road site as currently practiced; however, there would be no leaf grinding and no delivery of leaf mulch. Once all collections are completed, the leaves would then be hauled from the Beulah Road site to the disposal facility.
3. Long Haul Option - eliminates leaf mulch and eliminates the use of the Beulah Road site.
a. Under this scenario collected leaves would be hauled directly to the disposal facility and eliminate the use of the Beulah Road site for leaf operations and eliminate leaf mulch delivery.
b. To maintain the current collection rate up to an additional two trucks are needed during the heaviest peak collection weeks. We estimate that one additional truck would be needed for nine weeks, and two trucks for four weeks. These would be contracted (rented) which includes the driver requiring no additional staff.
At the April 18, 2022, conference session, two additional options were discussed:
4. Long Haul Option with limited Short Haul Operations
a. Under this scenario collected leaves would be hauled directly to the disposal facility; however, during the heaviest peak collection weeks leaves would also be hauled to the Beulah Road site for short term storage. We estimate that one additional truck would be needed for nine weeks. This would be contracted (rented) which includes the driver requiring no additional staff. Using the Beulah Road site for short term storage would eliminate the need for two additional rental trucks as outlined in Option 3.
b. Under this scenario approximately half of the collected leaves would be hauled to the Beulah Road site; however, there would be no leaf grinding and no delivery of leaf mulch.
5. Long Haul Option with limited Mulching Operations
a. Under this scenario collected leaves would be hauled directly to the disposal facility; however, during the heaviest peak collection weeks leaves would also be hauled to the Beulah Road site for mulching. We estimate that one additional truck would be needed for nine weeks. This would be contracted (rented) which includes the driver requiring no additional staff. Using the Beulah Road site for short term storage and mulching would eliminate the need for two additional rental trucks.
b. Under this scenario approximately half of the collected leaves would be hauled to the Beulah for leaf grinding and delivery of leaf mulch.
The updated analysis also includes an attached comparison to identify the total round-trip cost for Town trucks (including fixed costs) versus rented trucks.
Strategic Plan Initiative: Vienna as an influential and well-governed community.
Board or Commission of Interest: N/A
Departmental Recommendation: Staff recommends that Council discuss the options and provide guidance on potential changes to the leaf collection and mulch program.
Finance Recommendation: Recommend Council give staff direction for the option they prefer. Finance further recommends that if the preferred option includes mulching that the Town charge for delivering mulch.
Purchasing Recommendation: N/A
Town Attorney Recommendation: The Town Council may consider the proposed leaf/mulch program options in its discretion.
Town Manager's Recommendation: I recommend the Town Council make a decision in this meeting so the Department of Public Works may adequately plan for the leaf collection season.
Cost and Financing: N/A
Account Number: N/A
Decision Needed by This date: July 11, 2022
PROPOSED/SUGGESTED MOTION
Recommended Action
"I move to direct the Town Manager to implement Option __ for the FY 23 leaf collection season."
Or
Other action deemed necessary by Council.