03-13-2013 Council Agenda - Laserfiche WebLink

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MAYOR Bill Mesener COUNCIL Rick Montour John Keis Michael McGraw Shelly Boss 515 Little Canada Road, Little Canada, MN 55117 -1600 (651) 766 -4029 / FAX: (651) 766 -4048 ADMINISTRATOR www.ci.littte- canada.ntn.us Joel R. Hanson MEMORANDUM TO: Mayor Blesener & Members of the City Council FROM: Joel Hanson, City Administrator DATE: March 8, 2013 RE: Organized Collection Contract Violation Update Pursuant to our discussion at the Last Council Meeting, staff met with representatives of Waste Management this past week regarding outstanding contract issues, including a "Notice of Breach" letter. I'm happy to report the meeting went very well and it appears we have resolved the outstanding issues in a manner that should prevent a repeat occurrence. Here is a quick summary of the resolutions: • We have a situation where the hauler was billing a Little Canada resident even though they were being billed by us pursuant to our Organized Collection Contract. That specific situation was resolved in short order, but we asked for verification that no similar problems were occurring. We also asked for a system to snake sure this would be prevented in the future. In our discussion, Waste Management said they conducted a review of their records and did find one other occurrence of double billing. They have already processed the refund to this customer. More importantly, they will put a methodology in place that if someone calls in to set up service and their Zip Code shows other than Little Canada (i.e. 55117 will show up as St. Paul), they will do a double check of the address with a city /route verification to make sure they are not part of our organized collection system. If they are part of our system, they will be directed to contact the City. • Recycling tonnage reporting will be brought current and kept that way going forward. Waste Management staff said, like many companies, they have been doing more with less. However, they have the capability to ensure timely reporting of recycling tonnages. We explained to them that Ramsey County has asked us to be more diligent in this regard and they fully understood the need to be timely in reporting and assured us they will be going forward. • We discussed the tipping fee reduction issue and pointed out the contract language that made them subject to a $2,500 fine. They readily acknowledged the issue, but pointed out that they did not get notice of the tipping fee reduction from