Sanitation – FY 2007

Restructuring Solid Waste Collection to Benefit the Customer and the City

Residential Routes

Maintaining the best level of service with lowered operational costs

Current Residential Routes

We currently have 4 routes (Mon, Tue, Thurs, Fri) that use a 4 truck system Inefficient – no formalized routing so trucks pass

back over previously covered roads, wasting time and money

Ineffective – some houses get skipped and some houses get picked up twice due to the lack of standardized routing and route maps

New Residential Routes

Will be 5 routes that will be picked up by 3 trucks (each weekday) More efficient – one less truck on the road everyday

means, reduced costs to maintain daily wear and tear on 3 trucks instead of 4

More effective – new mapping of standardized routes ensures everyone gets picked up on their day and only gets picked up once. This saves time, manpower, and decreases operational expenses.

No residential crew overtime – standardized routes will eliminate overtime because the day will be properly planned out. The only exception is when a major emergency happens (i.e. refuse trucks break down)

New Residential Routes

Monday Tuesday Wednesday Thursday Friday

Proposed Pickups per Truck

Ave of 400 pickups per truck per day Ave of 32lbs of refuse per household per

pickup Trucks will pickup 1.2 houses every minute National Standard is 1.5 to 2.5 houses per

minute This allows us room to grow as a City and still

maintain a 3 truck system

Contingency Plans

Developed for worst case scenarios to ensure two backup plans were in place because trash must be picked up each day

Plan 1 – if a truck goes down, the routes can be completed with only 2 residential trucks, but 3 hours of overtime per truck will have to be used

Plan 2 – If 2 trucks go down, the commercial polycart truck will be utilized to pick up the rest of the route. Overtime will depend on the amount of the route left to complete. The commercial polycart truck has a lifter arm on the back and the polycarts have wheels so there is little chance of a worker’s comp injury during this process

Holiday Routes

Goals Minimal Disruption of Routes If your pickup day is moved it will only be moved

one day Days only move forward, that way if a customer

forgets it is a holiday route, they will remember when their trash is not picked up and it will be picked up the next day. This will keep customers from having their trash

accumulate for days during the holiday and reduce the number of customers that do not get their trash picked up on holiday routes

Holiday Routes – 2006

Holidays Labor Day Mon., Sept. 4th, 2006

All routes will move one day forward (Mon. goes on Tues., Tues on Wed., Wed. on Thurs., Thurs. on Fri., and Fri. on Sat.)

Veterans Day Fri., November 10th, 2006 All days go on their day except Fri. goes on Sat.

Thanksgiving Thurs., November 23rd, 2006Fri., November 24th, 2006

All days go on their day except Thurs. goes on Fri. and Fri goes on Sat. (Employees will be paid holiday pay on Fri.)

Christmas Mon., Dec. 25th, 2006Tues., Dec 26th, 2006

All routes will move one day forward (Mon. goes on Tues., Tues on Wed., Wed. on Thurs., Thurs. on Fri., and Fri. on Sat.) also, employees will receive holiday pay for Tues., Dec. 26th

Truck Maintenance Changes

We are coordinating with Bridgeport (makers of our truck packers) to have a day long training session with the shop employees to teach them basic weekly maintenance of the automated residential trucks.

This should cut down on the amount of down time for the trucks and allow our shop to complete weekly preventative maintenance on them so we have a reduced number of “break downs”.

Coordination with the fleet maintenance department is key to keep the sanitation trucks running since they are the backbone of the sanitation department.

Polycart Placement Changes

No polycarts will be picked up in alleys, polycarts must be placed within 5 feet of the driveway and 1 foot of the street; also there must be at least 1 foot between polycarts and 3 feet between polycart and another object (i.e. mailbox).

An Option for Every Citizen

From free to full price, there will be a bulk refuse option for every citizen.

The price of the service will directly relate to how much refuse is disposed of and how much effort the sanitation department has to expend to dispose of it.

There will be four options – Sanitation Yard Rolloff, City Coded Bag System, Additional Polycart, Regular Bulk Pickup.

Sanitation Yard Rolloff

The sanitation yard will have a rolloff next to the side gate that will be available for customers to dump their bulk trash.

This is good for the customer: They can dispose of their bulk trash for no extra charge as long

as they are willing to do it themselves This is good for the City:

They can offer a service to the citizen that does not cost them more than their monthly trash charge and does not require any manpower or vehicle expense from the City to collect. Once the rolloff is full, it is brought to the dump for an approximate cost of $80 per rolloff (tipping charge, truck, and personnel costs)

This rolloff is expected to be dumped once a week for an annual cost of $4,160. This cost will be absorbed by the monthly residential trash charge.

City Coded Bag System The City will sell packages of 10-30 Gal. bags from Wal-Mart, Reasors, and

Warehouse Market for the price of one month’s trash charge ($12.50, or $1.25 per bag) Note: the bags will be available only in packages of 10.

These bags will be specially made to have the Claremore Logo on them so they are easily identifiable by our sanitation employees.

As our residential routes are completed, the locations of these bags will be recorded and a truck will be sent out only to the houses that have the bags out for collection. This way there is no time wasted driving down streets looking for bags.

This is good for the customer: They have an low cost option to use if they only have a small amount of refuse They do not have to worry about placing a call and scheduling a bulk pickup They can save the extra bags for another time so no money is wasted on small

pickups This is good for the City:

We have a low cost service for the customer that does not require additional administrative costs to maintain

We have a system that allows our employees to collect refuse without having to coordinate to ensure that the service is paid for since the bags will be pre-paid.

The system will have an initial cost to start but will then be self-funding (runs on the proceeds from the sales of the bags)

We have officially started a pay-as-you-throw (PAYT) program, rapidly becoming an industry standard and a proven success across the country.

City Coded Bag System Flow

Additional Polycart

An additional Polycart can be purchased for the price of $3/Month. This polycart will not be sold at an initial cost to the customer, but will instead have

a monthly charge associated with it. It will supplement the original polycart and will be set out and picked up weekly on

the same schedule as the normal trash pickup.

This is good for the customer: This will allow those that consistently have extra trash a low-cost opportunity

to dispose of it without monthly bulk calls or having to buy city-coded bags constantly.

It will be a small monthly charge so it will easily be affordable to all citizens This is good for the City:

It is a viable solution to those residents that want twice a week trash pickup. The City will net more revenue in the end if the polycart is paid for on a

monthly charge instead of a one-time charge. It falls in line with our PAYT programs, those that want to dispose of more

trash pay for it, those that do not require additional refuse pickup do not.

Full Service Bulk Pickup The citizen calls for bulk pickup and the service is scheduled by

the Light and Water Department This charge will remain the same due to the expenses occurred in

personnel, vehicle, and administrative costs to collect this refuse. The citizen calls and can schedule a bulk pickup only on their normal

polycart pickup day The citizen must call no later than 3:00 pm on the day prior to their

scheduled pickup day. If the call is not made by then, the citizen will be scheduled for the following week.

This is good for the customer: They can have bulk trash picked up and only have to take it to the

curb Once a phone call is made, they do not have to do anything else to

dispose of the refuse This is good for the City:

We have an option for those customers that want full service We can pick up refuse at individual residences with no loss to the

City

Bulk Pickup Procedure

Monday Pickup will need to be scheduled by 3:00 pm The Friday before

Tuesday Pickup will need to be scheduled by 3:00 pm The Monday before

Wednesday Pickup will need to be scheduled by 3:00 pm The Tuesday before

Thursday Pickup will need to be scheduled by 3:00 pm The Wednesday before

Friday Pickup will need to be scheduled by 3:00 pm The Thursday before

Refuse Violation Procedures

Helping the Citizen Keep the City Clean

Refuse Violations

Logged to keep track of habitual offenders Have escalating responsibilities to ensure

situations are properly resolved Help the citizens understand what they are

doing wrong and affords them the opportunity to change before corrective action is taken

Keeps the City looking clean and ensures that extra time is not wasted constantly helping those citizens that knowingly do not follow the procedures

Residential Violations Procedures First Warning – Fill out route log, do not get trash (only if you cannot get it

from the truck) Turn in Route Sheet to supervisor , supervisor makes a copy Route Sheet Originals go to L&W Office at the end of the day when s/o are

retrieved. Resident is logged into the Violation Database. If resident requires a call back on account, a $5 fee is charged.

Second Warning - Fill out route log, do not get trash (only if you cannot get it from the truck)

Turn in Route Sheet to supervisor , supervisor makes a copy Route Sheet Originals go to L&W Office at the end of the day when s/o are

retrieved. Resident is logged into the Violation Database. Resident is sent a violation letter via mail. If resident requires a call back on account, a $5 fee is charged. Third and Subsequent Warnings – Fill out route log, do not get trash (only if

you cannot get it from the truck) Turn in Route Sheet to supervisor , supervisor makes a copy Route Sheet Originals go to L&W Office at the end of the day when s/o are

retrieved. Resident is logged into the Violation Database. If resident requires a call back on account, a $5 fee is charged. Resident is turned over to Code Enforcement.

Commercial Violations Procedures First Warning – Pick up trash, log violation in Route Sheet. Turn in Route Sheet to supervisor , supervisor makes a copy Route Sheet Originals go to L&W Office at the end of the day when s/o are

retrieved. Commercial Entity is logged into the Violation Database. Commercial Entity is charged for extra services rendered (if any). Second Warning - Pick up trash, log violation in logbook. Turn in Route Sheet to supervisor , supervisor makes a copy Route Sheet Originals go to L&W Office at the end of the day when s/o are

retrieved. Commercial Entity is logged into the Violation Database. Commercial Entity is sent a violation letter via mail. Commercial Entity is charged for extra services rendered (if any). Third and Subsequent Warnings – Pick up trash, log violation in logbook. Turn in Route Sheet to supervisor , supervisor makes a copy Route Sheet Originals go to L&W Office at the end of the day when s/o are

retrieved. Commercial Entity is logged into the Violation Database. Commercial Entity is sent a violation letter via mail. Commercial Entity is charged for extra services rendered (if any). Commercial Entity is turned over to Code Enforcement.

Route Log Sheet Sanitation Logbook

Date __________ Unit # __________ Driver Name__________________

Time Out: _______ am / pm Time in : ________ am / pm

Address Violation Code or Description

______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ ______________________________________________________________________________________________________________________________

Violation Codes 1 – Polycart not out 2 – Car in front of polycart 3 – Excess trash sticking out of polycart

Lid not able to be shut (means trash will dump out on street when picked up) 4 – Polycart not placed correctly, can’t pick up

Fill out why polycart is placed incorrectly (i.e. too close to mailbox, turned the wrong way, etc.) 5 – Overhead Obstructions

Basketball Goal, Low lying branches, etc. 6 – Bulk Observed 7 – Brush Observed 8 – Dumpster not on Hard Surface 9 – Lids not closed on dumpster 10 – Trash outside of receptacle 11 – Hazardous materials in container, can’t pick up 12 – Damaging material in container, can’t pick up; Call for bulk pickup 13 – Dumpster wheels need to be repaired 14 – Dumpster need to be repaired or replaced, hole in bottom 15 – Dumpster pickup bar needs to be repaired 16 – Dumpster lid(s) missing 17 – Not City issued polycart

Bulk/Brush Violations Procedures While the Routemen are driving their routes and they see a bulk or

brush pile, they are to log that address into their logbook. This logbook is turned over to the Sanitation Foreman at the end of

each route. These logs are then transferred to the Light and Water Office at the end

of the day when the Sanitation Foreman comes to pick up new work orders, turn in old work orders.

The Sanitation Clerk will then check to see if the address has an active occupant.

If yes, then the Sanitation Clerk will then check to see if a work order has been issued. If not, then the Clerk will attempt contact with the account holder, if the

account holder refuses or cannot be contacted, the situation is then turned over to Code Enforcement per ordinance § 51.12 Par. (D) and § 96.16.

If no active account is found, then the address along with any pertinent information (description of trash/brush, length it has been out there, etc.) will be turned over to Code Enforcement as an Ordinance Violation.

Customer Notification

Making Sure the Customer is Informed about the New Procedures

Customer Notification Timeline New Procedures to go into effect 7/8/06

Initial Mailing of new procedures to go out to all customers on 5/15/06, and again on 6/15/06

Notification to go on the website (dedicated page) on the same day and website link will be posted on utility bills for the 4 cycles (total of 2 notifications per customer) prior to implementation

Meeting will be set up with the newspaper to write an article on the changes and the reasons for them two weeks prior to implementation

The first week of new operations will be Monday July 8th, 2006