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04/20/1992 - Packet • s AGENDA SOLID WASTE ADVISORY COMMITTEE APRIL 20, 1992, 7.00 PM TIGARD CIVIC CENTER - TOWN HALL CONFERENCE ROOM 13125 SW HALL BLVD. TIGARD, OR 1. CALL TO ORDER 2. ROLL CALL: Wogen_ Dispenza_ Irwin_ Jacobs_ McReynolds_ Sullivan_ VACANT 3. APPROVE MINUTES:3/16/92 4. ADMINISTRATIVE RULES UPDATE- 92-2- Stationary Compactor Permit 92-3 -Annual Report Form 92-1 - Construction Site Cleanup 5. OTHER BUSINESS A. Next meeting 6. EXECUTIVE SESSION: The Solid Waste Advisory Committee will go into Executive Session under the provisions of ORS 192.660 (1) (f) & (h) to consider records that are exempt from public inspection and current/pending litigation. 7. ADJOURNMENT TO ENSURE A QUORUM TO CONDUCT BUSINESS, PLEASE CALL LIZ NEWTON AT 639-4171, EXTENSION 308 IF YOU ARE UNABLE TO ATTEND. le/swacagen T • • q CITY OF TIGARD SOLID WASTE MANAGEMENT ORDINANCE (TMC 11 . 04) Per Tigard Municipal Code Section 11 . 04 . 160, Administrative Rules are to be developed to assist with interpretation of the Solid Waste Management Ordinance. ADMINISTRATIVE RULE 92-1 PROPOSED APRIL 14, 1992 EFFECTIVE The purpose of this rule is to clarify the intent of Section 11 . 04 . 040 .D.7 (Construction Site Cleanup) of the Solid Waste Management Ordinance. The purpose of the rule is to define the types of contractors and activities which are allowed to haul waste from construction sites pursuant to the franchise exception set forth in Chapter 11 . 04 . 040 .D . 7 . That exception allows a contractor registered under ORS Chapter 701 to haul wastes created in connection with construction or land clearing and development . The section specifies that waste may be hauled only in equipment owned by the contractor and operated by contractor' s employees . The term "a contractor registered under ORS Chapter 701" for the purposes of this subsection, means a specialty contractor as defined by ORS 701 . 005 (6) that is employed for the purpose of site cleanup and hauling of waste that is created in connection with the construction activities occurring on that site. The site cleanup function on the site must be a substantial portion of the activity undertaken by the specialty contractor and not be merely incidental to the hauling of waste from the site. Specifically excluded from the operation of that term is any person who performs the function of hauling waste that has been gathered or collected by some other person, notwithstanding that the person hauling the waste may incidentally be a contractor registered under ORS Chapter 701 . I FRANCHISEE COMMENTS 1 . What has your business done during this reporting period to address the Washington County Wasteshed Annual Waste Reduction Program? Continuing provision of weekly, same day as garbage recycling collection. Established hi-grade paper recycling route . Provide containers for commercial cardboard recycling . Provide multi-material recycling service to commercial accounts l and schools . Cooperative development of recycling plan for major shopping center for corrugated cardboard. Provided several community clean-up and recycling events in cooperation with youth and/or service clubs . Phone book recycling program. Christmas tree program. Acquired 10yd drop boxes to comply with county developed DEQ approved yard debris program. 2 . What plans do you have to comply with next year ' s Washington County Wasteshed Annual Waste Reduction Program? Provide recycling containers to all residential service customers with promotional and educational materials through cooperative effort of haulers , Washington County and its cities to enhance curbside collection program. Expand curbside program to include magazines . Continue expansion of multi-family recycling programs through grant provisions and rate analysis for services . Continue promotional emphasis on commercial recycling. Continue to research and analyze viability of high grade/material recovery processing . Continue promotion of available yard debris programs to include community projects as in ( 1 ) above . Participate in and support the county wide Solid Waste and Recycling Hot Line, an information service sponsored by the Washington County Haulers Association . Continuation of all existing programs . Continue to provide notices and reminders regarding programs through the use of flyers , statement messages , and telephone } messages . Most anything else our rate structure can support. ;i i f 3 . Comment about the educational promotions your business initiated or participated in during this reporting period . Direct communication via billing statements , hand delivered flyers on route, direct mail , jurisdiction provided materials distribution , community events , on site waste analysis , speakers to public/youth groups , schools etc and telephone . We provide a "guideline" solid waste and recycling packet to every new residential customer to identify programs and requirements l for participation . We were first to use informational services "on hold" with our telephone system. We make available facility tours for youth groups to give them an "up close" look at what happens before, during and after we visit their house . We provide commercial customers with waste handling alternatives and when requested, make recommendations as to how best to meet their specific needs . Applied and received 1 % grant from Metro to conduct Multi-grade plastics recycling pilot program. This was done totally outside Miller ' s to preclude any cost over run from effecting performance of collection business and therefore our customers . 4 . What has your business done to increase efficiency of the company? We have retrofitted all of our residential collection trucks with cart tippers to allow for the collection of roll carts which we made available to all customers . At the same time we provided "crew carts" for our drivers/collectors so that they no longer have to lift a carry can to their shoulder and carry it to their truck for manual dumping. Although there is no certain link to tie this action to the apparent decrease in back strains/injuries , we are making this connection and are pleased with the decrease . The customer roll cart program is a curbside collection and for those using our carts , we are able to save collection time and further reduce the amount of manual lifting required . We have gone to mostly one man trucks to increase productivity and track individual performance. We have downsized our residential trucks to provide better maneuverability, visibility, driver, access and to reduce impacts on public roads . This has been a popular decision with both our drivers and their customers who feel a little less apprehensive with the smaller vehicle that the larger ones we used previously. We have received several positive comments regarding this especially from customers with children . Like us , they feel this is a safer alternative . We have expanded our commercial fleet to include front loading equipment which allows for the more efficient loading of large containers . We continue to upgrade our computer equipment to maintain a "state of the arts" accounting/billing system. We are incorporating many new programs on an ongoing basis to attempt to provide for tracking of information as required by the four ( 4 ) separate jurisdictions we serve . A specifically designed recycling truck was added this year and has proven to be successful in providing more "on route" collection time for our drivers by its increased capacity. We have our own recycling "depot" where we off load and store recyclables until sufficient quantities exist for economical transportation to markets . Included in this area is a plastics granulator which reduces milk jugs to granulate for shipping to market . This process increases the value of the plastic and reduces its volume about 20 to 1 making it more efficient to ship. Also included in this area is a compactor truck for the residential cardboard and a downstroke baler for aluminum and paper products , both for densification of product and for more efficient shipping. We provide for the majority of our own vehicle maintenance with a complete service facility on site as well as a mobil service unit for emergency road service . On site fueling provides for purchase of fuels and lubricants in bulk for substantial savings . We have installed a waste oil burning furnace in our service shop and consume our waste oil from vehicle service as well as oil collected from our curbside recycling collection program. This has saved us considerable expense in the purchase of # 1 diesel oil which was our previous source of heat in open space heaters and has created a safer environment for our employees as well . We may still have to have some oil removed during the summer months when the furance is not operating if supplies exceed available storage capacity but we should not have to purchase any further fuel for the heating of the shop. Our only two ( 2 ) man residential truck was replaced this year with an upgrade to a low entry, left and right hand drive cab . The rear load body has two independently operable cart tippers , also new design . S . Other insights you wish to share . Reporting: We would appreciate a joint review and analysis of reporting requirements as to the amount of time and effort required to complete reports , the quantity and quality of information and most importantly, the methodology used for allocations to develop the information . We feel there may be substantial costs being generated in the area of cost accounting which might better be used in service programs . We also feel these costs could be minimized through a simplified yet accurate, consistant reporting procedure which is specific and applicable to all jurisdictions . If this is not possible, then we feel we must at least strive for specific methodologies applied consistantly to all haulers in the city. Rates : we feel it is extremely important to begin to address a rate structure more closely related to the cost of providing services . Manipulation of rates to achieve a desired outcome of system usage is a very short term approach which can i severly impact the service providers if the portion of the system which is being encouraged is dependent on the portion being discouraged for funding . We believe that a comprehensive menu of services with appropriate rates for each level of service which allows the user to select the level best suited to his/her needs is the best long term solution to this issue . This will become more and more difficult to accomplish as time goes on due to the ever increasing disparity in the current rate structure as a result of exising policy of subsidization . Service/Performance Standards , Communication : In order to accomplish either of the above, a consistant performance standard should be developed and applied to all levels of service ( s ) offered on the menu and to all providers of service ( s ) . All services should be offered system wide and new or additional services added ( again system wide) only after review and resolution of impact . These standards should provide clear and objective criteria developed in cooperation with the jurisdiction , the citizens through SWAC , and the franchised haulers . We would also encourage scheduled work sessions with jurisdictions to propose , analyze, develop and implement new programs as well as to review and evaluate existing programs as to their relationship to overall system performance . We need this ongoing process to stay up to date, to match our desires/mandates with physical and financial realities and to make longer term planning more efficient. Thank you for this opportunity to express our position regarding these items . There are surely many more issues I have overlooked which could and hopefull will be discussed in future forums . We look forward to a continued positive relationship with the City in our joint efforts to best serve its citizens . Sincerely, MILLER ' S SANITARY SERVICE, INC ci�111 ,rdp�I�f Thomas -C Miller, President TCM: b L Pride Disposal Company Additional Comments for 1991 Annual Report I . During the first quarter of 1991 a large block of assets became fully depreciated . This results in lower depreciation expense in some service areas . For example , in 1990 drop box depreciation was $79 , 585 compared to 1991 expense of $42 , 468 . We do not expect to require large drop box equipment purchases in 1992 but will need to replace a drop box truck in late 1992 or early 1993 . 2 . During the first 9 months of 1991 our commercial routes were organized into "dry " and "wet " ( those loads containing food ) loads . The dry loads were disposed of at Hillsboro Landfill . Until 10/ 1/91 Hillsboro charged for disposal by the yard . We estimate aproximateiy 295 tons per month went to Hillsboro during this period . Their rate when converted into a per ton rate was around $35 per ton . This allowed us to save $20 per ton . On October 1 , 1991 Hillsboro went to scales and now charges. $52 per ton . The rate spread between Hillsboro and Metro is no longer large enough to justify the increased distance to the landfill . The savings we enjoyed enabled us to offer more recycling services than mandated . These savings are no longer available in 1992 . 3 . Residential recycling steadily increased during 1991 . We had an average daily set out amount of 312 for the entire year . During the first quarter the average was 278 and for the fourth quarter it was 340 . An increase of 22% during 1991 ! With the distribution of red bins in the last two weeks we have already seen a large increase in participation . We anticipate requiring an investment in additional equipment in 1992 of around $ 150 , 000 . Up to this point we have been able to put new recycling bodies on used garbage truck chassis . Future equipment needs will require entirely new equipment . Franchisee Comments ( page 2 ) Pride Disposal Company 5 . - We currently have a rate for " recycle only" in Sherwood and would like to discuss this in Tigard . - A curbside rate for garbage collection and an extra fee for walkin would promote efficiency and give a cost savings to the customer who helps us increase our efficiency . - Commercial container locations are critical - design of enclosure as well as location/access . I i I i Franchisee Comments Pride Disposal Company 1 . We have met all requirements in the program prior to their effective dates . These include increasing curbside pickup to weekly and multi - family recycling . 2 . - We already provide recycling for multi - family units where requested . - We are now picking up magazines at the curb - We promoted an employee to respond to customer service needs . He meets with customers to analyze their service , improve the quality and level of service for two reasons , a ) save the customer and Pride Disposal $ , b ) increase their recycling services . 3 . During 1991 we were involved in the following community events : Fanno Creek Cleanup Recycle Awareness Day - Tigard Recycle Rodeo - Washington County Christmas tree recycling We also run regular ads in 3 local newspapers and provide newspaper drop box for 3 local Lions clubs . 4 . - We added scales to our commercial trucks to begin the process of enabling us to charge for service by the weight . This will help encourage recycling and also allow us to better allocate disposal fees . - Added automated equipment capability to our residential routes . - Completed routing to fully side load collection for residential routes and front load for commercial routes . - Started to convert drop boxes to multi - use system . This will allow a lighter chassis to better distribute payload resulting in a larger legal payload , or better cost per pound . This will also allow the truck to be used for multiple purposes . We are currently investigating a scale system that could be used on residential routes - possibility of charging by weight ? ? a 1 l ) SCHMIDT SANITAOSERVICE,. INC. 8325 SW ROSS 639-2378 • TIGARD, OREGON 97224 February 11 , 1992 1 . To contribute to the Annual Waste Reduction Program, our company has had a pilot yard debris program in the city of Durham since June of 1990 . We offer commercial cardboard and office paper recycling, and have supplied five gallon buckets for our redidential customer recycling upon request, we also started weekly curbside recycling seven months before it was mandated . We schedule: and ran a Christmas tree recycling pick-up for residential and multi-family customers . We do promotional message lines on all billing cycles that we send out each month. 2 . We have already started recycling for multi-family units , schools in our service area, and commercial businesses . We also recycle in house. 3 . To contribute to educational promotions , we have placed recycling flyers in the schools in our service area, and as wehave already stated, we have placed a message line on our customers bills encouraging them to recycle. We participated in plastic recycling. 4 . We have purchased a new computer to facilitate the efficiency of our office, we have also purchased an updated recycling truck to met the rising recycling demands of our customers . We have consolidated and rearranged our daily routes to lower the number of miles driven , thus reducing ruel consumption , In 1990 , we purchased a new refuse truck, we have equiped this truck with a TAG axel . This has been proven to reduce tire wear. while still hauling a large volume of weight . 5 . There are other programs we would like to institute , however, due to the size of this business , and the cost of start up, 4.e are unable to do so . l INFORMATION TIDBITS EARTH DAY CELEBRATION- Washington Square is allowing people to setup booths in the Square during the week of 4/20. The City has decided not to provide material for displays since Washington Square will be taking curbside recycling brochures, the pillars of preparation, and the compost cafe display. MILK JUG RECYCLING AT CURBSIDE- The three haulers in Tigard have offered to being recycling milk jugs at curbside for residential customers starting 7/1/92! This is the result of the haulers desire to meet the needs of the citizens and not the result of the City mandating a service. CONGRATS TO OUR HAULERS and their customer service orientation. METRO FUNDING-Funding for Year 3 of the Wasteshed will continue from Metro and Washington County funds. Year 4 funding is really questionable from METRO at this time. We will need to review this more in the future to determine what$$$will be needed from Tigard citizens to pay for the mandated recycling and collection services. OFFICE PAPER RECYCLING CONTAINERS - The State Fire Marshalls office seems to agree that the plastic bags&metal racks currently being used by our haulers for office paper recycling will be allowed until at least 1998. FAIR MARKET VALUE - Much discussion and disagreement has been seen Statewide about what 'fair market value"is for recycled material collection. Washington County Wasteshed Technical Committee has decided to review this issue in detail over the next few months and develop a position that hopefully all jurisdictions within the County can take on the fair market value issue. RATE STUDY REPORT DUE SOON- The Haulers Association in Washington County is developing their rate recommendation based on their Price-Waterhouse study for the County. When that material is available, I will review results with SWAC. • rrC" ; MEMORANDUM CITY OF TIGARD, OREGON TO: Pat Reilly FROM: Loreen Edin DA TE: March 18, 1992 SUBJECT. METRO Rate Setting Process In response to the City Council's request for more information on the above subject, I contacted METRO and received the following information. HISTORY. Three years ago, METRO developed a three year plan to increase the tipping fee to cover the cost of closing the St. John's Landfill($30 Million) and changing the packaging, transfer, & disposal system to include transfer stations, trucking to Arlington, and disposal. Last May, METRO Council approved a $13.00/ton increase which was the last increase to accomplish their three-year plan. CURRENT RATE SETTING PROCESS: The current rate setting process is as follows at METRO: • Staff presents the budget request to METRO Council ($7/ton increase suggested this next FY) • A Rate Review Committee meets and reviews the recommendation (this process should take 3-4 meetings over the next month) This 7-member Committee is made up as follows: 1 Metro Councilor (Chair of the Committee) 2 Solid Waste Haulers 1 person with a recycling background 1 person with business/finance experience 1 person with rate setting experience 1 citizen at-large • METRO Council reviews budgets and considers the Staff request along with the Rate Review Committee recommendation. METRO Council is scheduled to adopt the formal rate increase no later than mid-May. WHAT THE RATES SUPPORT: Currently, the tipping fees are set to support the following functions: • Disposal System Support = 90% (includes operation of transfer stations, trucking to Arlington, and disposal costs at Arlington) • General METRO Support = 10% (not limited to any one function or set of support staff at METRO) There has been no public indication that this funding allocation will change in the near future. NOTE: I anticipate METRO will need to review their funding allocations and rate process over the next couple of years for a number of reasons (i.e., the $1.2 Million downturn in revenue due to reduced tonnage; the rapid change of the solid waste industry; continued economic pressures regionally; etc.) MEMORANDUM CITY OF TIGARD, OREGON TO: Pat Reilly FROM: Loreen Edi DATE : March 25, 992 SUBJECT : 1991 Annual Report Review - Solid Waste Haulers The Solid Waste Haulers submitted their 1991 financial reports to the City . The aggregate report showed a profit percentage of 9 . 160 . The Solid Waste Advisory Committee reviewed this report on March 16, 1992 . SWAC unanimously voted to forward to the Council a recommendation to not adjust the rates based on the results of the haulers financial reports . rn March 25, 1992 CITY OF TIGARD OREGON Russ Iwanchuk 11710 SW Fairview Lane Tigard, Oregon 97223 Dear Mr. Iwanchuk : The Solid Waste Advisory Committee (SWAC) reviewed your letter regarding the procedure for "no can out" that our haulers require . SWAC will be reviewing this along with other business procedures in the future to develop service standards that all haulers must use when running their businesses . The procedure to be followed by the hauler and the customer will be reviewed for vacation time or a "no can out" policy . On behalf of SWAC, I would like to thank you for taking the time to share your concern with the City. I will put a note in my file to share with you the results of this review when they are available. Should you be interested in attending any of the monthly SWAC meetings, they are held the third Monday of every month at 7 : 00 PM at Tigard City Hall, 13125 SW Hall Blvd. , Tigard. If you have questions about the meetings, please call me at 639-4171 . Sin erey, oreen R. Edin Admin . Services Manager lre/ms c : SWAC 13125 SW Hall Blvd.,P.O.Box 23397,Tigard,Oregon 97223 (503)639-4171 March 25, 1992 CITY OF TIGARD OREGON Bob L . Tommy 7120 SW Gonzaga Tigard, Oregon 97223 Dear Mr. Tommy: The Solid Waste Advisory Committee (SWAC) reviewed your letter regarding the possibility of a 20 gallon sized garbage can rather than 32 gallon . SWAC and City staff have recommended to the City Council that a "mini- can" rate be established in the rate structure revision which is scheduled for a 7/1/92 effective date . The City Council has expressed interest in developing a rate that will be less than the regular can rate and thus offer an incentive to all citizens to recycle more . On behalf of the City, I would like to thank you for taking the time to share your concern. I would also like to congratulate you for recycling and reducing the amount of waste you send to the landfill ! The City' s SWAC meets monthly to discuss and review issues such as you raised in your letter . Should you be interested in attending any of these meetings, they are held the third Monday of every month at 7 : 00 PM at Tigard City Hall, 13125 SW Hall Blvd. , Tigard. If you have questions about the meetings, please call me at 639-4171 . tr rely, rlr�41� cct� L/Loreen R. Edin Admin . Services Manager lre/ms c : SWAC 13125 SW Hall Blvd.,P.O.Box 23397,Tigard,Oregon 97223 (503)639-4171