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02-15-1994 - Annual Cleanup Campaign. City of Wat Covina Memorandum To: From: Subject: City Manager ..City Council Environmental -Services Director Annual -Cleanup Campaign AGENDA ITEM NO. F-1 DATE 2-15-94 (9 PRINTED ON RECYCLED PAPER SUMMARY: over the last several years the City has conducted an annual Clean Up, Paint Up, Fix Up Week. in conjunction with West Covina Beautiful, West Covina Disposal and others in the community. The current Waste Collection Franchise Agreement requires West Covina Disposal Company to conduct this annual event. The Company has submitted a plan to conduct an Annual Clean Up Campaign over five consecutive Saturdays commencing April 30, 1994.� History For many years the City has conducted this annual program. We worked closely with West Covina Beautiful, West Covina Disposal, the Tribune, the Chamber of Commerce and schools to promote' and execute an annual program to encourage residents to clean up, paint up and fix up their properties. Through the years the City has taken the point to collect the discards and waste materials placed at thecurb during one week in May. You may recall last year's campaign consumed,3,000 'regular staff hours and 1,300 overtime. staff hours in the Maintenance Department over a 16 day period. The Maintenance personnel collected over 1,050 tons of waste materials. The video shown to the City Council after the event graphically depicted the large piles of waste, the liquids dropping from ' the waste as it.was picked up and the wastes left at the curb that are not eligible materials for pick up. Attached is a written summary of the 1993 event. In the current Agreement with West Covina Disposal they are to take the point in this annual program. To do this the Company must move to the collection of these discards and wastes over five consecutive Saturdays instead of the 'single week in May. This modification is the result of the Company not having a f leet of "manual" waste collection trucks. The automated waste Collection system means that the only "manual" collection trucks are for the commercial customers. Since these trucks are used heavily during �the week, they . and their drivers would only be 'available for, a clean up event on weekends. To minimize costs, five consecutive Saturdays will allow the program to proceed. Collection trucks. from other Arakelian Enterprises collection areas will also be used to supplement those, available fr,om,West Covina Disposal to conduct the Clean Up Campaign. According to the Agreement, the City Council may designate a longer period for the Annual Cleanup Campaign if it is agreed to by the Company. The Company has agreed to conduct the program as provided in the Agreement. To have the City avoid the costs expended by the City in last year's event, Staff asked the Company to submit a Plan for the Annual Cleanup . Campaign. 'Their plan is - attached and submitted for City Council approval. Staff is recommending city Council approval of the Plan. Revised Annual Campa gn Plan The Agreement provides in Section 5.6: 115.6 Annual Cleanup Campaign During one.particular week (or longer period as may be designated by the City.Council and agreed to by contractor) of each calendar year' of the term of this Agreement, when such is, declared by the City Council to be part of an annual clean up campaign, the Contractor shall, o I n the regular. pick-up day for each area during such. period, pick up, and remove from residential customers items such as, but not limited.to, the following items,.and other items of a similar nature, at no cost to the customer: Furniture chairs, sofas, mattresses, rugs, etc. Appliances washers, dryers, water heaters, plumbing fixtures, refrigerators, TVs, small household appliances, etc. . Residential Wood Waste - Tree branches, scrap wood, etc. Materials to be collected shall specifically exclude auto parts and bodies, and rocks, sod,.and concrete and similar materials. Contractor 'shall also provide a plan for recovering reusable and recyclable materials offered for collection as part of the "Annual Clean-up Campaign and for recycling at the source." The Plan can be summarized as follows: Collections will take place over five consecutive Saturdays according to the following schedule: . Regular Service Day Monday Tuesday Wednesday Thursday Friday Clean Up Saturday April 30 May 7 May 14 May 21 May 2 8 2. Waste collection -biil inserts will be used to promote the schedule ' of pick ups, discourage the inclusion, of household hazardous wastes, highlight the materials that will be picked up and those materials not permitted to be 'picked up. 3. To discourage the inclusion of household hazardous waste, the City, according to the Agreement, will prepare inserts advertising the next three available household hazardous waste roundups in our area. The first is on March 26 in Diamond Bar, followed by roundups on April 30 in Clarement and on May,21 in Alhambra. 4. The discards and wastes that may be picked up are the .same materials all,owed for the bulky item pick up a. resident can use any week during the year. The promotion of this event will highlight that fact and be clear on what materials are allowed for pick up. 2 5. Materials not permitted for pick up are the same items that cannot be picked up during * the year. This includes auto bodies, auto parts, rock, sod, concrete, dirt and similar materials. Please note, tires are considered an auto part. If these are placed at the curb, they will not be picked UP., 6. This program will be different from the past years. In the past, if materials were placed at the curb that were not permitted to be picked up, if they were non -hazardous material-s, they were picked up. This year, these materials, including concrete,. dirt, sod, rocks, auto bodies and auto parts, will not be picked up. This year greater efforts are being made to divert household hazardous wastes. Overall, the program is more comprehensive and attempts to comply with current State laws. 7. To encourage the collection of useable discards, the Company will be, calling the various non-profit organizations asking if they are interested'in possible donations. They will be encouraged to canvas the city in the weeks prior to the clean up campaign. Residents will be encouraged in the advertising of the event to send useable items to these organizations. 8.. A rejection tag system will be used to inform residents w'11 be why material(s) were not picked up. The City 1 kept informed of this process.� 9. Materials put out late or that are not acceptable for pick up will probably occur.. If the resident places acceptable materials.at the curb after their collection Saturday, they will be advised to arrange d bulky item pickup through West Covina Disposal. As long as they call at least 24 hours prior to their regular collection day, it will be picked up then. However, the resident must call.. Regarding unacceptable materials, the resident will be given an estimate for removal if it is not a hazardous material. If it is hazardous, they will be advised as to where and when they can dispose of it. 10. Under the Agreement,, the City is not charged for landfill tip fees. Thus, there were no such costs during Clean Up Week. ' The Company does not have this arrangement with BKK Landfill.. At the request of the Company., Staff has contacted BKK to find 'out if they would not charge the Company.on theseSaturdays. 11. Household appliances like refrigerators, ranges, washers, dryers and other "white". goods will be collected and recycled. Under State law these items are not permitted in landfills. other metal household items will also.be recycled. The submitted plan is in compliance with the Agreement and is acceptable to the Staff. It should be noted here that several other activities will be undertaken by the City to facilitate the completion of the Clean Up 'Campaign. These activities include:', A. Contacting the participants Pf past programs to determine their willingness to 'participate. Staff particularly wants to declare May as West,Covina Beautiful Month and have WestCovina-Beautiful receive the proclamation. We will also ascertain their willingness to staff a phone or phones provided during the week by the Company and answer question's about Clean Up, Paint Up, Fix Up Week and the 3 R collection schedule and rule * s. Staff also will be contacting the school district(s), the Chamber of Commerce and the Tribune to assist in the program. B. Contacting. the businesses that have offered paint discounts or clean up services to ascertain their willingness to participate. We will also contact Blackard's and others to have them participate as they have in the past. C. Preparing the trash bill inserts, flyers and newsletter articles to promote this event and the household hazardous waste roundups. Staff will also review the materials prepared by the, Company as provided in the Agreement. D. Receiving and responding to complaint�calls. Although the Company will only advertise their telephone number for complaints, it is fair to assume the City will receive some complaints. Staff will respond to these complaints according to the program outlined in this report. E. Monitoring the field operations on each of the collection Saturdays and being available to resolve questions.for the Company. Funding The Company's conduct of the Annual Clean Up Campaign. is a part of, the Waste 'Collection Agreement approved in 1992. The cost.of this program is included in the monthly waste collection rates. There will be no other additional costs, except to those residents.who place materials at the curb that are not permitted for pick up. The cost for.the Staff time and materials is funded.by the City's Integrated Waste Management Fee. There are no General Funds used for this program.. BKK has orally agr eed not to charge the Company's waste collection trucks used in this Clean Up Campaign the usual landfill tip fee. BKK' may submit a request to the CIty to have the City Council approve the dollar amount of this action as' an "in kind" service under the terms of the Integrated Waste Management Fee Agreement with BKK Corporation.and West Covina Disposal. Under the terms of this Agreement, BKK pays the City about $50,000 a year to fund the City's Integrated Waste Management Program. If BKK goes beyond that required of them and does not charge the landfill tip fee for this program, the value of that service may be deducted from the amount owed to the City if the City Council determines this is an "in kind" §ervice. If the'tons of collected waste equals the 1,050 tons collected last year, the waived landfill tip fee would equate to about $16,700. If BKK subits the request and the City Council determines that this is an "in kind" service, the $16,700 used in this example would be deducted from the $50,000 due from BKK. Summary Staff is of the opinion this revised Clean Up Campaign proposed by West Covina Disposal will relieve the City of the cost to run such a program and eliminate the diversion of Maintenance Department personnel from their critical public works maintenance.functions. The impact on Maintenance Department Staff would be eliminated, but. there will still be City -Staff time devoted to the program. There are no additional funding impacts unless BKK requests the City Council to make an "in kind" services determination and. the City Council approves same. 4 ARM - 'This p rogram will be different from_the p ast years. In the past, if materials were placed at the curb that were,not permitted to be picked up and if they, were non -hazardous materials, they were picked up. This year, these materials, including concrete, dirt, sod, rocks, auto bodies and auto Parts, will not be picked up on the designated cleanup -collection day. This year greater efforts are being made to divert household hazardous wastes. Overall, the program is more comprehensive and attempts. to, fully comply with current State laws. Recomm ndation It is recommended the City Council approve the Annual Clean Up, Paint Up, Fix Up Campai4n to be the full month of May and approve the clean up collection schedule for a five week period Of time, commending with April 30, 1994. Michael L. Miller Environmental Services Director Attachment I WEST COVINA DISPOSAL comPANY P.O. BOX 1807 WEST COVRVA- CALIFORMA 9 1793 (818) 962-4031 I FMRUARY 1994 CITY OF WEST COVINA Mr. Mike Miller - Environmental services Director 1444 West Garvey Avenue West COvi!18, CA 91790 Dear Mike: the tim e t hat Sharon and yourself took this pastMursday to Ineet with Michael, Dennis, Joe and myself on a number of, topics. If I may, let me address a few areas prior to Clean Up Week apreparation. In regards to the response to your letter dated 28 D=MbCr due 2.Februaq, we immigly greed to pompone the content until you have done SOM additional leg �work on combining the landfill increase! with am proposed ' CPI iu�- Once that information has been received I win forward our schedule Of communication to all parties invohred. As discussed, this approach would be much better received fi=, Council's standpoint as well as from the accounts within the city. in addition, per your r"picst, I will forward gross tonnage information to your office on a quarterly basis sCParatedbYJn=th_ This will satisfy any questions that Y ow may have fro C estiniated gmen waste diversion. in Ouncil on city tonnage and Now let's discuss Clem Up Week. In reviewing your ""A or.res I Ponsibilities", let me add and confirm ,what WeSt Covina Disposal is planning to accomplish. We will &.- inserting Stuffers into the billing months of March - April - May. As stated Previously, our bills are inwied the fm week of trje month and the May bfiling ` reach the hour prior to the dates scheduled during this month. will eholds Re' ' WO are ill the Pro= of developing a two-part form to tagitems that do not Comply with the program guidelines. one Part will be left on the item(s) the second part. will return to Our Office for verification ad Communication to either the city. or resident upon contact. Upon dj�ng of this documm a copy will be forwarded for your review, organizations co A letter/phone call will be generated from Iny office to the listed non- mmunicating the event and aslang whether they have any interest in possible donations, 1f 50, this information will be added to our informational flya and possibly to any data distributed by the city. fQMRWRUPUML Our gaff VAR be prepared for potential service complaints on the Monday following the Saturday service am, previously you had inqt*ed or offered th phones on several days. � in afterthought, I e services Of volunteers to "man" -the would like to accept your off�T for seMces during the , wmk(r You fbel would benefit the Program We can Provide a worldng space for this individual and specific inquiries to that individual. As far as weekend calls, our office is cl direct those Osed but we do not anticipate any ".emcrgencies" as we simply pick up all the acceptable rubbish. ZO 39Vd '00 _1VS0dSIG VNIA00 iS3M 99VC Z96 8T8 vs:TT VG/Zo/zo Meeting Review Page 2 Ewcatim Plan: Briefly stated, our action plan is to wo* with West Cov= BeauUW in corarnaracaung our resPOURInlitim. We will WhxIule successive Saturdays as noted below to complete Clem Up WeWS). Our SaMrdaY Clean Up days are axed below; RaOILr Service D Clean UR Monday April 30 Tuesday may 7 Wednesday May 14 Thursday May 21 Friday may 28 We do allficiPaft completing the area(s) on Saturday. If, for whatvver reason, t1to area(s) am not completed on the indicated Saturday, we will, finish the fbUawmg day (Sunday). lit addition, we will hue field supervisors thmughout the service area to assist in the overall operation (i.e., addressing concerns, tagging rejected items, etc.). BKK Landfill: At your earliest convenierice, would you please no* us of vow dmussions with BKK in regards to the tipping fm for Clean Up activities, In the past BKK bw allowed the free tipping for this program We are hoping that this can be odended to us as the activity is t—he sam Latp—V��Iq Iterns* We do anticipate many calls due. to late placement at the curb. Thew accounts will be instructed to place the itenis (accqftable) at the curb after calling in a bulky item pick-up. Iteras nut acceptable to the PlOgrarn will be given (also indicated on staffer) the number for hazardous waste, if applicable, or we will forawd a supervisor. for a removal estintate. This information in regards to hazardous waste or special handlin will be noted on the rejection notice, I belie�v 9�d this touches the: maJOr areas discussed at our meeting. As we approach the scheduled dates,, I a=4" comnumic-mrig with your office as well as West Covina BeautifW a great deal. If I can be of adqftio#Ifissistance, please give me a call, Flahem ! Manager PF/co CC: City of West Covina/Clm-Up File 60 39vd '0.0 -IVSOdSIG VNIAOO iS3M 9906 Z96 9T8 � VS:TT t,6/ZO/ZO .1993 CLEAN-UP, FIX -UP, PAINT -UP WEEK HIGHLIGHTS Highlights Over 1,050 tons of waste were picked up and disposed at the BKK Landfill. This was an increase over the 278 tons picked up last year. It took over 3,000 regular And almost 1,300 overtime hours for the Maintenance Department field crews. to pick up and transport this waste to the landfill. This activity took place over 16 working days. The cost to conduct this program this year was over $167,000. Several residential locations in the City required the use of fourtrucks to transport all of the waste to the landfill. The bulk of the waste materials at the curb were materials that qualify for the residential bulky item pick up anytime throughout the year at no additional charge. this includes: furniture, appliances, patio chairs, bundled branches, scrap wood, plumbing fixtures, and mattresses. Waste oil, solvents, broken concrete and asphalt, windows and glass and tires were advertised as being' unacceptable -wastes' for this Clean Up Program. However, a significant amount of these wastes were -found at the curb. Program Participants' West Covina. Beautiful. West Covina Disposal..West Covina Chamber of Commerce..San Gabriel Valley Tribune..West Covina Unified School District..local businesses ( Blackard's Towing, West Covina Youth Employment Office, -Sunset Service & Tire Center, Pick's Building Material & Supply, Inc., J & J Equipment, Dunn -Edwards Paints & Wall Coverings, and Sinclair Paint ) . 11 0 0 Observations The amount.of scrap wood, branches, furniture and appliances placed at the curb was more than expected. , , Useable items like children's bicycles, patio furniture, televisions and other household items' that were in good repair were at the curb in numbers greater than expected. Many residences did not.haveany additional waste materials at the curb. Several waste piles covered the full width of t he residential property and were several feet d eep. A few residential sites had waste that extended from the curb to the canterline of the street and was 20 or more feet wide. Scavengers.were extensively picking the waste pile over for "useablell,items. As a result, some initially "neat" waste piles were not so neat when.the Maintenance Department field crews arrived. Some scavengers took so much "useable" items back to their residence in West Covinathat the City received complaints and put them under a Code Enforcement action., I Concerns The following concerns were raised as a result of this year's Clean Up Program that will require further Staff examination and report back to the City Council for consideration of appropriate options: 1. Staff. observed several instances where liquids were coming from waste as it was picked up and placed in the truck. This liquid fell to the curb and gutter. There was no way to know these liquids were present. The field crews have no way to know what these liquids were. . In addition, these liquids become a "non -point source pollutant" that the City is required to prevent and/or mitigate according to Federal law and regulations. This source of pollution can becarried by, storm water in the gutter, into the storm drains that drain into the San Gabriel River. This could cause further contamination of the Valley's groundwater. The City is obligated to examine this matter. -2- A 2. The $167, 000 spent on this program was not from the Integrated Waste Management Fee or paid by the residential customers of the waste collection system. The use of other City funds -in this era of limited resourcesfor�a specialized purpose needs to be reviewed. 3.- During the 16 days the Maintenance Department field crews were invIolved in the Clean Up Program, other city maintenance activities were placed on hold. This included: tree planting and removal; tree trimming; mowi , ng of parks and open spaces; sidewalk, curb and gutter re i ,pairs; pothole or asphalt road repairs; traffic sign replacement; traffic lane striping; and routine sewer maintenance. The resulting back log will.take some time to reduce but probably not be totally 'eliminated. Is it appropriate to put the Clean, Up Week Program out to contract and how much could,it cost? 4. The amount of materials. at the curb that are useable or are eligible for bulky item pick up was a very significant volume. Staff has already initiated inserts for the coming waste collection bills to let the residents know what their options are. We will examine other ways to reinforce this information., 5. The small number of people that placed, at the curb, large volumes of yard waste that should be placed in the yard waste container for collection and dive ' rsion needs to be reviewed. The- yard waste outside the .. yard waste containers is not collected for diversion. Are there residents who have not accepted their responsibility to pay for an additional container for yard waste as many residents have and are using the "free" Clean Up Week as a way to get rid of their yard waste and have the City pay for it? Is there something -in the automated waste collection program that can be promoted or adjusted.to reduce the accumulation of yard waste to be put out during Clean Up Week? 6. There were reports that some of the residents included in the waste placed- at the curb, wastes from businesses or residences in other cities to take advantage of.this "free" City program. Should there be a limitation on the amount of waste that may be placed at the curb during Clean Up Week? Is there any other option? 7. In the process of scavengers*removing "useable" items, they made a mess of the wastes placed at the curb. On the other hand, they removed "useable" items that would have gone to the landfill. . Should we control this situation in the future? If so, how? -3- a Mat can a Resident do? Source Reduction What wastes did I place at the curb this year for Clean up Week that I could take some steps to not generate over the coming year?" "Can I buy household items and avoid the cardboard containers in which they are packaged? "Can I buy household items that I can reuse instead of purchasing ones that I can only use*once and throw a way? Use Existing Programs "Are there current programs offered by the Waste collector that I could use?". .."Is there a Household Hazardous Waste Round -up to which I can take my unwanted paints, solvents, waste oil, and battery? Call the County Sanitation Districts at (800) 552-5118 to find out. "Where canJ take my scrap metal to recycle it? Reuse "Is there someone in the community that could use what I want to get rid. of and are they willing to pick it up?" Lokk in the yellow pages for those organizations who collect used clothing and/or furniture. Call your Church or Temple to find out if they can usethe unwanted household items. . FOR MORE INFORMATION CALL CITY OF WEST COVINA ENVIRONMENTAL SERVICES DEPARTME14T AT (818) 814. - 84,11. envsys 7/93 -4-