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Home My WebLink About22- Public Works ORIGINAL CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION From: Nadeem Majaj, Director of Subject: Resolution of the Mayor and Public Works Common Council of the City of San Bernardino authorizing the revision of the Dept: Public Works— Integrated Waste Windy Day Event Pilot Program in the 5th Management Division Ward operated by the Public Works Department, Integrated Waste Management Date: March 23, 2011 Division. Meeting date: April 4, 2011 Synopsis of Previous Council Action: Recommended motion: Adopt Resolution. Signature Contact person: Nadeem Majaj, Director of Public Works Phone: 384-5140 Supporting data attached: Staff Report and Resolution Ward: 5 FUNDING REQUIREMENTS: Amount: $4,800 Annual Cost to IWM Source: (Acct. Nos.) 527-400-5011-0000-0095 Acct. Description: Finance: Council Notes: s d y//,-d'4 Agenda Item No. CP- A//-A»,a > >/ CITY OF SAN BERNARDINO—REQUEST FOR COUNCIL ACTION Staff Report Subject: Resolution of the Mayor and Common Council of the City of San Bernardino authorizing the revision of the Windy Day Event Pilot Program in the 5'h Ward operated by the Public Works Department, Integrated Waste Management Division. Background: In an attempt to mitigate the high winds' impacts on the 5th Ward's refuse collections, the Public Works Department, Integrated Waste Management Division (IWM Division) initiated the Windy Day Event Pilot Program (Program) in FY 2005-06. This pilot program was initiated to adjust the Monday refuse collection day for approximately 2,500 customers who live in the north end of the city, west of Campus Parkway and north of Kendall Avenue. Public Works recommends aligning the Program closer to surrounding jurisdictions. This recommendation intends to formalize the program, decrease overall costs, and decrease customer complaints. Further, residents will maintain a consistent refuse collection day, which will reduce confusion and streamline city services. Current Program Description: The current program, in general, postpones refuse collections from Mondays to the following Fridays. On Sunday afternoons, IWM Division staff utilizes information received from weather forecasting sources to determine the likelihood of experiencing wind velocities in excess of 45 miles per hour (MPH). In the event wind velocities are expected to exceed 45 MPH, approximately 2,500 residents would be informed, via a Televox phone message system, of the forecasted high winds. The residents would also be informed that the Program has been activated and their regularly scheduled Monday collections would be rescheduled for Friday. The following are some of the challenges the current program presents: • The area experiences dramatic changes in wind conditions within a matter of blocks. While high wind conditions may exist in specific parts of the Program area, it may not exist for all areas. However, the whole Program area would have their service-day changed. • Should the windy condition cease by Monday morning, some residents conclude that the collection service would be resumed and place their containers out for collection. However, once the City announces activation of the Program, the Monday collection is cancelled without consideration of changed wind conditions. • As residents see refuse collection vehicles in adjacent areas, they often assume the Program has been cancelled and that their service would continue uninterrupted. Consequently the residents often place their refuse containers out for collection. Once residents realize that the containers have not been serviced, they assume the containers were missed and call to the customer call center to complain. • The call volume to the customer call center typically doubles when the Program is activated, due to complaints and confusion from residents. x 1 • In the event the Program is activated due to windy conditions on Sunday, residents expect the service to resume on the following Friday. However, windy conditions may still exist then. The Program costs the City approximately $3,150 per incident which includes $300 for the Televox telephone notification service and $1,500 for overtime (since drivers work Monday through Thursday) and $1,350 for additional vehicle cost and maintenance. On average, the City activates the Program four times annually for a total cost of$12,600 per year. Revised Windy Day Program: I Public Works surveyed seven other cities to better understand available options to mitigate such high wind impacts on collection services. The cities surveyed included Highland, Riverside, Fontana, Claremont, Anaheim, Rialto, and Azusa. This revised windy day program is modeled after the City of Fontana whose refuse services are operated by Burrtec Waste Industries. The revised program includes a consistent refuse collection day regardless of wind conditions. Residents have the option to place refuse containers out for collection on windy days or do so on the next scheduled collection day. Excess refuse that does not fit in the container should be placed alongside the container and all accumulated bags will be collected on the next scheduled collection day, provided that the resident requests this service through the customer call center. The Windy Day Event Pilot Program in the 5th Ward is hereby revised as follows: • Residents will have a consistent refuse collection day. • Residents have the option to place refuse containers out for collection on windy days. • City refuse vehicles will service the entire area, regardless of changing wind condition elements. • Residents will continue to bag and tie their refuse before placing it in containers, which make their clean-up efforts easier should their containers blow over. • Should a windy condition occur in which a resident does not place out their containers for collection, the City will collect all additional accumulated bags that are placed alongside their containers on the next scheduled collection day, provided that the resident requests this service through the customer call center. • IWM Division staffs who regularly conduct container deliveries may or may not be available during windy days to assist with blown containers and refuse collection. • Once the revised Windy Day Event Pilot Program has been in effect for one year, staff will evaluate and determine the effectiveness and overall maintenance requirements. Revising the Program may also provide the IWM Division a greater opportunity to work closer with the community in order to better inform residents of their role in protecting the environment. Further, revising the Program will reduce the cost for administering such a program and is expected to also reduce customer complaints. This revised Program will cost the City approximately $1,200 per incident which includes $700 for overtime (to pick-up extra refuse bags) and $500 for vehicle cost and maintenance for added time on route. The IWM Division anticipates the annual cost to be approximately$4,800, if such windy conditions occur four times annually. 2 Financial Impact: Total annual cost to IWM Division for the current program is approximately$12,600. The revised program cost will be approximately$4,800 annually, which will result in a$7,800 overall reduction thereby increasing available resources. Recommendation: Adopt Resolution. 3 a s 1 i i 3 3 a 1 3 On.RESOLUTION NO. r 2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF 3 SAN BERNARDINO AUTHORIZING THE REVISION OF THE WINDY DAY 4 EVENT PILOT PROGRAM IN THE 5TH WARD OPERATED BY THE PUBLIC WORKS DEPARTMENT, INTEGRATED WASTE MANAGEMENT DIVISION. 5 6 WHEREAS, the Integrated Waste Management Division initiated a Windy Day 7 Event Pilot Program in FY 05/06; and; 8 WHEREAS, the Windy Day Event Pilot Program is formally revised; 9 NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND COMMON 10 COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: 11 12 The Windy Day Event Pilot Program in the 5th Ward is hereby revised as follows: 13 Residents will have a consistent refuse collection day. • 14 Residents have the option to place refuse containers out for collection on windy 15 days. 16 City refuse vehicles will service the entire area, regardless of changing wind 17 condition elements. 18 Residents will continue to bag and tie their refuse before placing it in containers, 19 which make their clean-up efforts easier should their containers blow over. 20 Should a windy condition occur in which a resident does not place out their 21 containers for collection, the City will collect all additional accumulated bags that 22 are placed alongside their containers on the next scheduled collection day, 23 provided that the resident requests this service through the customer call center. 24 • IWM Division staffs who regularly conduct container deliveries may or may not 25 be available during windy days to assist with blown containers and refuse 26 collection. 27 • Once the revised Windy Day Event Pilot Program has been in effect for one year, 28 staff will evaluate and determine the effectiveness and overall maintenance requirements. - _- 1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF 2 SAN BERNARDINO AUTHORIZING THE REVISION OF THE WINDY DAY 3 EVENT PILOT PROGRAM IN THE 5TH WARD OPERATED BY THE PUBLIC WORKS DEPARTMENT, INTEGRATED WASTE MANAGEMENT DIVISION. 4 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and 5 Common Council of the City of San Bernardino at a meeting thereof,held 6 on the day of , 2011,by the following vote, to wit: 7 8 Council Members: AYES NAYS ABSTAIN ABSENT 9 MARQUEZ 10 VACANT 11 BRINKER 12 SHORETT 13 KELLEY 14 JOHNSON 15 P 16 MCCAMMACK 17 18 19 Rachel G. Clark, City Clerk 20 21 The foregoing resolution is hereby approved this day of , 2011. 22 23 Patrick J. Morris, Mayor 24 City of San Bernardino Approved as to Form: 25 26 By: Ai4� 27 es F. Penman, City Attorney 28