HomeMy WebLinkAbout10B - 2010 Annual Spring Clean Up Day
Exhibit A
City of Prior lake Clean-Up Day Quotes
Saturday, April 17, 2010
Liberty Tire First State Tire Certified JR's Advanced Waste Dick's
Recycling Recycling Appliance Recyclers Management Sanitation**
Recycling*
tires $ 7,000
53' containerl ***$ 1,750 $ 1,200 $ 150
--
electronics per pound $ 0.31 $ 0.35 $ 0.21
5 hrs / driver included included $20/hr/~rson
-
appliances each $ 10.00 $ 10 $ 15.00
air conditioners extra each $ 5.00 $ 5
water softeners extra each $ 5
- -
municipal solid waste (MSW) per ton $ 41.60 $ 50
5 hrs / driver $85/hr/truck
yard waste per ton $ 32.00 26.50/ton
5 hrs / driver $85/hr/truck
No fee
for clean steel, Rate per ton
contaminated steel
scrap metal per roll-off $ 150 ,would be charged value credited
5 hrs / driver Cjtv2s_MSW $85/hr/truck
construction material per ton $ 41.60 $ 45
5 hrs / driver $85/hr/truck
-
general re~ycling_ _yer to~ donated
driver/laborer donated $ 85/hr
labor fees 'City staff included included City staff! + City + City
container fees included in cost, unless noted otherwise
fuel surcharge included in cost, unless noted otherwise
*Certified Recycling pricing would reduce to $9/each if contracted for both appliances/electronics
**Dick's Sanitation pricing does not include taxes and fuel assessment
*** plus freight surcharge
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4646 Dakota Street S.E.
Prior Lake, MN 55372-1714
CITY COUNCIL AGENDA REPORT
MEETING DATE:
AGENDA #:
PREPARED BY:
MARCH 15, 2010
10B
STEVE ALBRECHT, PUBLIC WORKS DIRECTOR
AGENDA ITEM:
CONSIDER APPROVAL OF A RESOLUTION ACCEPTING QUOTES AND
AUTHORIZING STAFF TO CONTRACT WITH HAULERS I VENDORS TO
PROVIDE SERVICES FOR THE APRIL 17, 2010 ANNUAL SPRING
CLEAN-UP DAY
DISCUSSION:
Introduction
The purpose of this agenda item is to approve contracts with vendors for the
Annual Spring Clean-Up Day.
Historv
For more than 20 years, the City of Prior Lake has organized and sponsored
a clean-up / recycling event. This program has allowed residents of Prior
Lake, Spring Lake Township and Credit River Township to recycle or dispose
of many household recyclable materials including: batteries, electronics,
appliances, tires, scrap metal, brush and yard waste. In February, a grant
request was submitted to the Scott County Environmental Health Department
requesting funding assistance for this year's clean-up / recycling event. This
grant was pursued for the purpose of having a mechanism for funding in the
event that the City Council approves a clean-up event for 2010. This year's
Clean-Up Day is proposed to be Saturday, April 17, 2010.
The program has been primarily supported by funding through user fees and
a grant from Scott County although the City has made a contribution from $0
to $8500 over the last seven years. Credit River Township and Spring Lake
Township have requested to be part of Clean-Up Day again this year. In the
past, the City has received additional grant funding from Scott County to
offset the cost of including the township residents.
In past years, a $5 gate fee was charged for every passenger vehicle
bringing a load of material for disposal, with additional fees being charged for
certain items and large loads. This year the fee is recommended to be $8.
Items accepted at the event included:
Included in $8 Gate Fee
4 Passenger Tires
1 Appliance
1 Electronic Item
Batteries
Scrap Metals (clean)
Yard Waste
General Recycling
Items wI Additional Charge
Additional Tires
Additional Appliances
Additional Electronic Items
Large-screen Television
Console Television
MSW (municipal solid waste)
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Household hazardous materials cannot be accepted at the event and should
be taken to Scott County's Household Hazardous Waste Facility.
The 2009 Clean-Up Day expenses and revenues were as follows:
Expense
Vendor I disposal (electronics)
Vendor I disposal (appliances)
Vendor I yard waste
Vendor I tires
Vendor I propane tanks
Municipal solid waste
Ads I miscellaneous
City staff I labor
Total
Revenue Source
Grant funds from Scott County
User fees I gate fees
City Contribution
Total
Amount
$8,271.50
$3,770.00
$ 174.08
$1,250.00
$34.50
$1,935.81
$ 846.14
$4,802.05
$21,084.08
Amount
$6,612.11
$6,021.75
$8,450.22
$21,084.08
In 2008, revenue actually exceeded costs by $921.49 attributed to Waste
Management providing free electronics recycling; but typically, the City has
subsidized a portion of the event costs, with funds drawn from the Parks
budget. Below is a history of City subsidy of Clean-Up Day.
2003 ($4,112.10)
2004 ($6,205.76)
2005 ($3,997.50)
2006 ($ 464.44)
2007 ($3,782.24)
2008 $ 921.49
2009 ($8,450.22)
Current Circumstances
Staff has contacted material haulers from past clean-up events at Prior Lake
and other local cities. Quotes were solicited from at least two vendors for
each of the materials accepted at the event, as outlined in Exhibit A
(attached).
First State Tire Recycling is recommended for tire recycling based on their
low bid. This will be the first time the City has used them for this event.
Waste Management provided the low quote for electronics, municipal solid
waste (MSW), yard waste, scrap metal and construction material. Waste
Management donates all general recycling collection services and most of
their labor fees for the event.
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Certified Appliance Recycling and JR's Advance Recyclers provided equal
quotes for appliance collection. Since the City has had successful
experience with Certified Appliance Recycling, it is recommended to continue
using them.
ISSUES:
The Annual Clean-Up Day does provide the residents with a valuable service.
The goal of the event is to have residents bring their unwanted household
materials to be disposed of properly. This is beneficial to the environment
and helps maintain the clean, litter-free landscape of Prior Lake and
surrounding area. This event was not included with service cuts during 2010
budgeting believing that grant monies would be available.
The Prior Lake Rotary would conduct their Bridging program at the same time
and location. Through this program, useful household furniture may be
donated at no cost. Bridging then gives the furniture away to those in need.
River of Joy would also be on site to collect bicycles that can be refurbished
to good, safe condition. They then give them away through partner agencies
to kids and families in need. Bicycles that cannot be refurbished will be taken
with the general recycling that has been included with the gate fee.
FINANCIAL
IMPACT:
Contracts
At this time the City needs to enter into contracts with licensed haulers who
will provide services in order to ensure contractors are available for the event
Budaet
The 2010 budget includes a gate fee increase from $5 per car (plus
additional item fees) to $8 per car (plus additional item fees). Based on the
2009 participation of 520 cars, we can estimate that gate revenues would
increase by $1,560 to $7,582.
Based on 2009 the estimated grant amount will be $6,600 ($4,800 City!
$1,800 Townships):
Estimated: With Grant W!out Grant
Gate fees ($8 X 520 cars) $ 4,160 $ 4,160
User fees (based on 2009 experience) $ 3,422 $ 3,422
Grant $ 6,600
Revenue $ 14,182 $ 7,582
Expense (based on 2009 experience) $ 21,000 $ 21,000
City Cost $ 6,818 $ 13,418
The total subsidized City cost is $6,818 if we receive the $6,600 grant and
$13,418 if we do not.
Grant Funds
The grant funds distributed by the County are provided by the State of
Minnesota. The State has identified preliminary budget cuts that may
3
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jeopardize these funds. However it is most likely that the City will not find out
whether grant funds are available until after April 17. As is noted above, the
City typically funds a portion of the Clean-Up Day and has budgeted funds to
cover $6,818 for 2010. Should the grant funding not be available the City's
cost would increase to $13,418.
Staff believes the City should not plan to receive the grant this year and make
a decision accordingly.
ALTERNATIVES:
The following alternatives could be considered (These options assume that
Spring Lake and Credit River Townships continue to participate):
1. Cancel the event.
2. Discontinue electronics and instead advise customers that other
programs are available for them to use. In 2009 the electronic recycling
cost nearly $8,300. If we eliminated acceptance of electronics and
increased the cost per vehicle to $8, then costs would be within budget
limits. (Expenses reduced from $21,084.08 to $12,812.58 with total
revenues of $7,582 requiring a city subsidy of $5,230.58.)
3. Continue the event with the new $8 fee and subsidize the event in the
estimated amount of $13,418 if the grant is not received. Funds for this
purpose would need to be allocated from contingency in the estimated
amount of $6,600.
4. Accept all recyclables as we have in the past and raise gate fees from $5
to $20 per vehicle. Assuming 520 cars, this fee would keep the city
contribution to $7,200 which is generally within budget guidelines.
RECOMMENDED
MOTION:
As determined by the City Council. The first attached resolution would
address options 2 and 4. The second resolution would address option 3.
Revie'(4 by:
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Frank Boyles, y
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4646 Dakota Street S.E.
Prior Lake, MN 55372-1714
RESOLUTION 10-xx
A RESOLUTION ACCEPTING QUOTES AND AUTHORIZING STAFF TO CONTRACT WITH
VENDORS TO PROVIDE SERVICES FOR THE 2010 ANNUAL SPRING CLEAN-UP DAY
Motion By:
Second By:
WHEREAS, The City has sponsored a Spring Clean-Up Day for more than 20 years; and
WHEREAS, Scott County may provide grant funding to assist with City-sponsored recycling events;
and
WHEREAS, Credit River Township and Spring Lake Township have requested to be a part of the
City's clean-up event; and
WHEREAS, The City may receive additional grant funds from the County to offset the cost of
adding Credit River and Spring Lake township residents to the clean-up event; and
WHEREAS, In previous years, except for 2008, the City Council has authorized expenditure of
funds from the Parks budget to cover the shortfall between the expenses of and
income (grants and user fees) for the event; and
WHEREAS, The City solicited and received quotes from vendors for collection services and the
quoted fees are set out in Exhibit A, attached hereto and made part of this resolution;
and
WHEREAS, The 2010 Annual Spring Clean-Up Day is scheduled for Saturday, April 17, 2010;
NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE,
MINNESOTA as follows:
1. The recitals set forth above are incorporated herein.
2. The City Manager is hereby authorized to contract with First State Tire Recycling, JR's Advanced
Recyclers and Waste Management for Clean-Up Day to provide collection services at the rates set
out in attached Exhibit A.
3. Funding for Clean-up Day shall come from account #45200-403.
PASSED AND ADOPTED THIS 15th DAY OF MARCH 2010.
YES
NO
Myser
Erickson
Hedberg
Keeney
Millar
Myser
Erickson
Hedberg
Keeney
Millar
Frank Boyles, City Manager
R\Council\2010 Agenda Reports\03 15 1O\clean up day ~E(;tfY'6<fPriorlake.com
Phone 952.447.9800 / Fax 952.447.4245
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tO~ 4646 Dakota Street S.E.
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4rlNNESO~~ RESOLUTION 10-xx
A RESOLUTION ACCEPTING QUOTES AND AUTHORIZING STAFF TO CONTRACT WITH
VENDORS TO PROVIDE SERVICES FOR THE 2010 ANNUAL SPRING CLEAN-UP DAY
Motion By:
Second By:
WHEREAS, The City has sponsored a Spring Clean-Up Day for more than 20 years; and
WHEREAS, Scott County may provide grant funding to assist with City-sponsored recycling events;
and
WHEREAS, Credit River Township and Spring Lake Township have requested to be a part of the
City's clean-up event; and
WHEREAS, The City may receive additional grant funds from the County to offset the cost of
adding Credit River and Spring Lake township residents to the clean-up event; and
WHEREAS, In previous years, except for 2008, the City Council has authorized expenditure of
funds from the Parks budget to cover the shortfall between the expenses of and
income (grants and user fees) for the event; and
WHEREAS, The City solicited and received quotes from vendors for collection services and the
quoted fees are set out in Exhibit A, attached hereto and made part of this resolution;
and
WHEREAS, The 2010 Annual Spring Clean-Up Day is scheduled for Saturday, April 17, 2010;
NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE,
MINNESOTA as follows:
1. The recitals set forth above are incorporated herein.
2. The City Manager is hereby authorized to contract with First State Tire Recycling, JR's Advanced
Recyclers and Waste Management for Clean-Up Day to provide collection services at the rates set
out in attached Exhibit A.
3. In the event no grant funding is received from Scott County, funds up to the amount of $6,600 shall
come from the Contingency Funds.
4. All other funding for Clean-up Day shall come from account #45200-403.
PASSED AND ADOPTED THIS 15th DAY OF MARCH 2010.
YES
NO
Myser
Erickson
Hedberg
Keeney
Millar
Myser
Erickson
Hedberg
Keeney
Millar
Frank Boyles, City Manager
www.cityofpriorlake.com
R\Collncil\2010 Agenda Reports\03 15 1 O\J?~~ ~~ 1e~~~ / Fax 952.447.4245