HomeMy WebLinkAboutAGENDA REPORT 2008 0917 CC REG ITEM 09B CITY OF MOORPARK,CALIFORNIA.
City Council Meeting tyQ
of— f -eso 8
ACTION:
MOORPARK CITY COUNCIL
AGENDA REPORT aY`
TO: Honorable City Council
FROM: Jennifer Mellon, Senior Management Analyses
DATE: September 3, 2008 (CC Meeting of September 17, 2008)
SUBJECT: Consider Commencing a Neighborhood Enhancement Pilot Program
SUMMARY
In April, at the request of Council, staff presented information about the Thousand Oaks
Neighborhood Cleanup program. Council directed staff to add the feasibility of
implementation of such a program to the Fiscal Year 2008-09 approved goals and
objectives. At this time, staff is recommending Council consider commencement of a pilot
Neighborhood Enhancement Program in 2009. The pilot program will be analyzed and staff
will make a recommendation regarding continuance or modification of the program.
BACKGROUND
City of Thousand Oaks offers its residents Neighborhood Cleanup opportunities, providing
free trash and green waste bins, to a neighborhood that has applied to participate, on a
scheduled Saturday(8:00 a.m.to noon). Neighborhoods are eligible to participate once per
year, must appoint an event coordinator, designate"bin monitors"for the event, and handle
promotion. In their experience,Thousand Oaks staff has found that most items disposed of
are furniture and household goods, items being cleaned out of garages, and green waste.
They have found that many neighborhoods participate in the program to comply with
municipal code requirements regarding brush clearance or to keep their homes free of
accumulated clutter.
Thousand Oaks currently budgets$45,000 per year for the full cost of the program including
collecting and hauling the materials, and event promotion; with their average cost per event
being $675 in bin and hauling charges. The Thousand Oaks program is well established
and runs March through October with the majority of events scheduled in June and many
neighborhoods repeating participation year after year.
DISCUSSION
Staff is proposing the implementation of a Neighborhood Enhancement Program in
I Ply
Honorable City Council
September 17, 2008
Page 2
Moorpark that is similar to the City of Thousand Oaks program but on a smaller scale. The
Neighborhood Enhancement pilot program, to occur on the first Saturday of March, April,
May, and June 2009, would make trash and green waste bins available for neighborhoods
who apply and whose applications are accepted. Events would be scheduled on the
following Saturdays: March 7, April 4, May 2, and June 6, of 2009. Staff proposes a
maximum of two events be scheduled on each Saturday for a total of eight events offered
in 2009. Applications would be made available to residents on January 1, 2009, with a
deadline to submit applications for consideration being 30 days prior to each scheduled
event Saturday(i.e. application deadlines are as follows: for the March 7 event is February
5; for the April 4 event is March 5; for the May 2 event is April 2; for the June 6 event is
May 7) in order to allow adequate time for application review, promotion of the event,
preparation for the event, and to schedule bins. Applications would be reviewed and
coordinators notified regarding acceptance or rejection of their application within 7 days of
the event application deadline (i.e. applications received on or before February 5 will be
reviewed and applicants notified on or before February 12—applications will be reviewed
on a first come, first serve basis).
To qualify, the applicant must have at least 30 households registered to participate and a
maximum of 100 households participating in the event to ensure proper disposal of waste
in the amount of containers provided. The applicant must identify a project coordinator
who will be responsible for coordination of the event with City staff and who will assign
monitors to the bins for the duration of the Saturday event (8 am to noon). Volunteer or
non-profit groups (Boy Scouts, etc) could potentially serve as a project coordinator and
would be required to adhere to the program guidelines and application process. An event
cannot serve as a fundraising activity and the program must remain free to participating
residents. Attachment 1 outlines the program guidelines and FAQ's and Attachment 2 is
the proposed program application.
Staff also proposes the events be split evenly between Moorpark Rubbish and GI
Industries with each hauler delivering a maximum of two (2) trash bins and two (2) green
waste bins to each event; depending on how many households are participating and what
the applicant has identified as potential waste to be disposed. GI Industries has
experience participating in the Thousand Oaks program and Moorpark Rubbish has been
contacted. Both haulers are very willing to participate in the program and will work with the
City to determine reporting practices and standardize costs.
Staff estimates that the time required to administer the program, design promotional
materials, develop an application process and procedure for the pilot program, as well as
gather program statistics, will be 40 hours or approximately 5 hours per event. Program
duties will be handled primarily by the Solid Waste Intern. Based upon Waste
Management data from other jurisdictional clean-up events, Moorpark should budget to
incur maximum costs of $286 per trash bin and $212 per green waste bin delivered,
removed, and discarded. The set rate per bin delivered is $145.00. Loads are dumped at
the following costs per ton $47 for trash and $33.50 for green waste. The average trash
Honorable City Council
September 17, 2008
Page 3
3 tons and the average green waste load is less than 2 tons based upon recent Thousand
Oaks event figures as provided by Waste Management. If two events are booked each
program weekend, utilizing the maximum of two trash and two green waste bins per event
with haul loads estimated high at 3 tons for trash and 2 tons for green waste, the
Neighborhood Enhancement Pilot Program total budget should be$8,000 or an average of
$1000 per event to cover maximum anticipated costs.
The Council should be aware that the City assumes any risk associated with the potential
disposal of household hazardous waste, should someone illegally deposit such waste in a
bin during a Neighborhood Enhancement Program event. Program coordinators would be
informed of the necessity to monitor the bins at all times and responsible to inform bin
monitors of wastes that are prohibited. The Program will initially operate as a pilot and staff
and the Council will have an opportunity to evaluate its actual costs, staff time, and any
issues that may arise prior to the FY 2009/10 budget process.
FISCAL IMPACT
There will be no fiscal impact to the General Fund for the Neighborhood Enhancement Pilot
Program. Funds are available in the Solid Waste AB 939 budget to cover the staff and
program costs for the proposed pilot program and program continuance if recommended.
The current AB 939 Fund Balance is about $900,000. Each year the City estimates
generation of just over $330,000 in AB 939 fees and expends approximately$194,000.
If Council approves the Neighborhood Enhancement Pilot Program, staff will return with a
budget amendment to fund the program.
STAFF RECOMMENDATION
Approve implementation of a Neighborhood Enhancement Pilot Program as outlined in the
Agenda Report.
Attachments:
Attachment 1 — Moorpark Neighborhood Enhancement Program Guidelines and FAQ's
Attachment 2 — Moorpark Neighborhood Enhancement Application
ATTACHMENT 1
City of Moorpark - Neighborhood Enhancement Program
9PFree Neighborhood Enhancement days are offered by the City of Moorpark on
the first Saturday of March, April, May, and June of 2009.
About the Program
The Neighborhood Enhancement Program offers residents the opportunity to host
clean-up events in their own neighborhood. Once per year, neighborhoods are able to
apply to participate in the City program to receive large roll-off dumpsters for trash and
yard waste disposal. Each event occurs on the specified Saturday from 8:00 a.m. to
noon and the City pays the disposal costs as part of the program.
Program Guidelines
• Only Moorpark residents, within the incorporated Moorpark City area, are
eligible to apply. County unincorporated areas are not eligible for the program.
• Applications are due to the City 30 days prior to the requested Saturday
event date to be considered. If the due date falls on a Saturday or Sunday the
applications will be due on the Friday prior to the due date. Applications must be
received by the due date to allow for adequate event preparation and bin delivery.
• Program is not for individual use. Promotion of the program is necessary to be
fair to all participants. A minimum of 30 residences must be involved to be
considered for event approval. A maximum of 100 residences per event please.
• One day collection only. Collection will occur on the scheduled Saturday from
8:00 a.m. to noon. Depending on the number of participants and needs for your
event, a maximum of two (2) 40 cubic yard dumpsters for trash and an additional
two (2) 40 cubic yard dumpsters for green waste will be delivered to your pre-
determined collection area around 7:00 a.m. on the Saturday of the event and
picked up that same afternoon.
• Limited quantity of material accepted per residence. For example, a resident
cannot use a free bin provided by the program for removal of a large amount of
landscaping, excessive volume of bulky items such as furniture, or a driveway
removal project.
• Participants must have a current account in good standing with their
contracted City Franchise Waste Hauler. Disposal company for each event is
determined by the City.
• No liquid, hazardous waste, tires, or medical waste accepted. Please visit the
City Website for Household Hazardous Waste program information and other
special waste disposal information or call 805-517-6200.
• All bins must be monitored at all times. The event coordinator, as listed on the
application, is responsible for securing bin monitors for the duration of the event to
avoid illegal dumping or misuse of the bins. If the bin is not properly monitored and
prohibited materials are found in the bin, the event coordinator and/or neighbors will
be held responsible for disposal costs.
• Keep it out of the landfill / waste reduction efforts. The event coordinator
should assess all material to be disposed of and make diversions if possible. For
9
example, furniture, clothing, and other saleable items that could be diverted from
the landfill by coordinating with local charities or thrift stores should be explored
(some charitable organizations will pick up items on the day of the event with prior
notification).
• Event Signage. Event coordinators are responsible for picking up and returning
signs to be placed on the bins on the day of the event. The coordinator is
responsible for collecting the signs before the bins are picked up by the disposal
company. Arrangements may be made with the City to pick up signage the week
prior to the event date and returned the week following the event. Materials
promoting other City Solid Waste and Recycling programs may be given to the
coordinator for distribution at the event. Coordinators are responsible for lost or
stolen signage.
• The coordinator is responsible for working with the designated hauler- to
schedle post event clean-up, including disposal of illegal dumping at the event's
conclusion.
• Civic Groups. Civic groups may participate by organizing an event for a
neighborhood and serving as the coordinator as long as they follow these
guidelines. No one shall use this program as a means to raise funds.
Application Process
1. An event coordinator should contact the City to determine whether they are
eligible to participate in the Neighborhood Enhancement Program. Please
contact the Solid Waste and Recycling Division at 805-517-6200 or via e-mail to
ji,ieliori'a,,ci.r ioorpark.ca.us. Applications must be submitted at least 30 days
prior to the chosen event date with the signatures and addresses of participating
households.
2. Upon approval of the application, the event coordinator may begin promoting the
program via flyer (example-flyers can be obtained from the City), door to door
visits, etc. On the event date, participating residents may dispose of unwanted
trash, recyclables, and yard waste during the designated program day and time.
3. Applications are available at- City •Hall or on-line at ww,�v.ci.moo__rpark_c .<
Applications should be filled out in entirety and returned via mail or fax to:
Mail to: Fax to:
City of Moorpark City of Moorpark
Solid Waste and Recycling Attn: Solid Waste and Recycling
799 Moorpark Avenue 805-532-2550
Moorpark, CA 93021
Attn: Neighborhood Enhancement Program
Once the application has been received, the coordinator will be contacted by City
staff regarding acceptance or rejection of the application. Applications are
considered on a first come, first served basis.
'� J `.
If you have any additional questions or would like further information about the City of
Moorpark Neighborhood Enhancement Program, please contact the City of Moorpark
and ask to speak with the Solid Waste and Recycling Coordinator at 805-517-6200.
Frequently Asked Questions
i. Why do I need to submit my application at least 3o days prior to my
requested Neighborhood Clean Up event date?
The 30-day notice provides time for the event coordinator to promote the event
and allows residents time to collect the materials they wish to discard. City
contract haulers, Moorpark Rubbish or G.I. Industries, supplies the bins. The 30-
day notice also allows the City to schedule delivery of the bins, which is
especially important during months when bins are in high demand.
2. I live in the unincorporated area of Moorpark. Is my neighborhood
eligible for the program?
The Neighborhood Enhancement Program is available to City of Moorpark
residents in the incorporated city limits only. Please contact the County of
Ventura at (805) 289-3339 for programs available in your area.
3. Why do we need to separate the trash and the green waste?
The Neighborhood Enhancement Program is designed to benefit residents by
providing a means to beautify neighborhoods and divert green waste (yard
trimmings) from the landfill. Non-contaminated green waste is taken to a specific
facility that grinds the material for re-use. If trash is commingled with the green
waste material the green waste will not be properly disposed of. The City is
mandated to reduce waste that ends up in the landfill. Trash rates in the City are
based in part upon our ability to successfully divert material from the landfill.
4. What plant materials cannot be placed in the yard waste bin?
Palm fronds, ice plant, and yucca may not be placed in the yard trimmings bin.
These fibrous materials decompose very slowly. Their strands are so tough they
can break the grinder used to mulch the yard waste.
5. Can I dispose of large appliances and furniture?
Large appliances, mattresses, and bulky furniture are not to be placed in the
trash bin(s). Televisions and computer monitors arQ, prohibited and are banned
from the landfill. Large, bulky items fill up the bin very quickly and the City has a
bulky item program for those items. Upon request, your trash hauler will pick up
four bulky items per year. Residents can have up to 2 collections per year free of
charge. Non-profit agencies such as Goodwill Industries, the Salvation Army
Thrift Store, and Battered Women's Thrift Store will also pick up items in good
condition so they may be diverted from the landfill and used by others.
1J's�1.
ATTACHMENT 2
City of Moorpark — City of Moorpark
Application to Participate in the.Free Solid Waste& Recycling
Neighborhood Enhancement Pro 799 Moorpark Avenue
Program Moorpark, CA 93021
Phone: 805-449-2400
Free Neighborhood Enhancement days are the first Fax: 805-532-2550
Saturday of March, April, May, and June of 2009. it+,eilor? 4 i�rnoc- a1k..j_a.us
Neighborhood Event Coordinator:
Organization (HOA/Management Co./Neighborhood) Name:
Event Coordinator Address:
Event Coordinator Phone: Event Coordinator Fax:
Event Coordinator e-mail: (include only if you use
regularly)
1. Neighborhood/area for requested clean-up event(list all addresses). If request is for an entire street just list block of street
and list total number of participants below. Minimum number of participants is 30 to qualify for the program, maximum
number of participants is 100 per event. Please attach additional sheets if necessary:
2. Total number of homes participating:
3. Requested event Saturday(March 7, April 4, May 2, or June 6). A 30 day lead time is required from the date application is
received(applications will be considered on a first-come,first-served basis. If the 30 day application lead time deadline falls
on a Saturday or Sunday,the application deadline is moved up to Friday.)
4. Anticipated bin location(s). It is required that bins must be monitored during the entire event(attach drawn map if necessary).
5. Anticipated waste to be collected. (trash,green waste,both)
6. How will the event be promoted(flyers,telephone, newsletter, other)? Please attach samples with application. Flyers must
be delivered two weeks prior to event date..
Signature of Event Coordinator—by signing I agree to the enclosed program guidelines and will:
• Monitor all bins at all times to avoid illegal or hazardous material dumping.
• Promote the program to the neighborhood at least two weeks in advance of the scheduled event date (I
understand that a minimum of 72 hours notice is required for cancellation.)
• Pick-up and deliver bin banners from the City of Moorpark.
• 1 understand that if trash or green waste banners are not returned I will be charged a replacement cost of
$55.00 per each banner not returned.
X I Date:
Signed application indicates coordinator has read and agrees to the program guidelines.
City Staff Use Only
Hauler: Date bins ordered: Additional Staff Notes/ Comments:
#of Trash Bins: #of Green Waste Bins:
Tons Trash: Tons Green Waste:
Local Giant : Amount Donated: 1 A