SUBJECT:
Title
A Resolution of the Town Council of the Town of Erie Approving the First Amendment to Professional Services with Kearns & West, Inc. to Facilitate the Landfill Task Force Project
Body
DEPARTMENT: Environmental Services
Department
PRESENTER(S): David Frank, Director of Environmental Services
FISCAL SUMMARY:
Cost as Recommended: $125,387.00
Balance Available: $136,811.00
Budget Line Item Number: 100-25-115-560100-000000
New Appropriation Required: $49,730.00
POLICY ISSUES:
Amendment to the Agreement for Professional Services with Kearns & West to finish facilitation of a resident-led Task Force to give advice on potential landfill requests reflects the Council’s previous direction to facilitate robust community engagement on this issue.
Costs incurred will be reimbursed by Waste Connections, thus the contract has a net zero fiscal impact on the Town.
STAFF RECOMMENDATION:
Recommendation
Staff recommends approving the Amended Agreement for Professional Services to finalize the recommendations of the Landfill Task Force. Work to facilitate the meetings and draft recommendations of the Task Force was greater than originally anticipated, necessitating an increase in budget. This increase was approved by Waste Connections, who is reimbursing the Town for costs incurred by Kearns & West for this project.
End
SUMMARY AND BACKGROUND OF SUBJECT MATTER:
The initial budget helped establish the Landfill Task Force, engage Erie’s Town Council, build relationships among the Landfill Task Force, and coordinate and facilitate three productive Landfill Task Force meetings. There were many tasks that Kearns & West was not explicitly scoped for that helped foster trust amongst all parties and established a productive and inclusive process. Tasks included managing initial reservations by one Council member, facilitating the addition of an eighth Task Force member, managing information requests from the Task Force, coordinating and attending an additional landfill tour to understand new entrance options, and additional coordination between meetings.
Kearns & West respectfully requests $49,730 in supplemental funding to complete this work and support the Landfill Task Force in delivering to Waste Connections and the Erie Town Council a series of recommendations regarding the future of the Front Range Landfill.
The modification of the budget would fund the team’s work for the following ongoing tasks:
• Project management.
• Facilitating biweekly planning meetings with the Town and monthly planning meetings with Waste Connections.
• Preparing for, facilitating, and coordinating follow up actions for three Landfill Task Force meetings.
• Managing issues that arise from substantive matters related to the future of the landfill and coordination with Task Force members.
• Developing and finalizing a recommendations document and managing the associated strategic communications.
TOWN COUNCIL PRIORITY(S) ADDRESSED:
ü Attractive Community Amenities
ü Engaged and Diverse Community
ü Prosperous Economy
ü Well-Maintained Transportation Infrastructure
ü Safe and Healthy Community
ü Effective Governance
ü Environmentally Sustainable
ü Fiscally Responsible
ATTACHMENT:
1. Resolution 24-160
2. Original Agreement for Professional Services
3. Amendment to Agreement for Professional Services
4. Kearns & West Landfill Task Force Budget Modification Memo