The URL can be used to link to this page

Home My WebLink About10C Annual Clean-Up DayPRIp� ti U ny �INNESO�/ 4646 Dakota Street SE Prior Lake, MN 55372 CITY COUNCIL AGENDA REPORT MEETING DATE: FEBRUARY 22, 2011 AGENDA #: 10C PREPARED BY: STEVE ALBRECHT, DIRECTOR OF PUBLIC WORKS PRESENTER: STEVE ALBRECHT AGENDA ITEM: CONSIDER APPROVAL OF A REPORT REGARDING ANNUAL CLEAN- UP DAY DISCUSSION: Introduction The City does not have a City sponsored Clean -Up Day budgeted for 2011. Staff has researched alternative options available for the City and needs additional direction from the City Council. History The City has historically provided a City sponsored Clean -Up day. The City has subsidized this event annually in an amount ranging from $0 to $8,450. In 2010 in an effort to reduce the subsidy the City raised entrance fees and experienced an all time low of 350 cars. These vehicles included residents of Credit River and Spring Lake Townships. It is estimated that about 250 of the 350 vehicles were City of Prior Lake residents or about 3% of the total households in Prior Lake used this service. The City did receive a grant of $7,000 from the State of Minnesota in 2010 which reduced the city subsidy to $2,262. Due to State budget uncertainty in 2011 there is no guarantee of future grants. Due to low turnout, budget concerns and increasing private options for disposal of materials, the City eliminated funding for the event in the 2011 budget. Current Circumstances City staff has researched private options. A detailed summary of those options is included on the attached table. Staff met with several vendors and received proposals from three of them to provide a privately sponsored clean -up day for 2011. The City Council should make a decision on whether the City should have any involvement in facilitating a Clean -Up day at this meeting so the staff can take the prerequisite preparatory actions. The following table summarizes the private options available to the City: CADocuments and Settings \cgreen \My Documents \SharePoint Drafts\2011 Cleanup Day agenda.doc Certified Recycling will provide a one month period for residents to contact them for at home pick -up at a discounted rate. They do not pick up standard garbage, yard waste or construction materials. The only City cost is associated with promoting the awareness of the option. JR's Recycling will pick up all the listed categories, but requires a City site and police traffic control assistance. City costs are associated with promoting the event and traffic control. Dick's Sanitation requires a City site and staff to run the event. They also require that the City obtain grant funds on their behalf to offset costs associated with the event. The grant funding for 2011 is unknown based on the current State budget thus increasing the City's potential liability. Conclusion City staff believes the services provided by Certified Recycling represent the best value to the residents. This option allows for at home pick -up by appointment. The items that Certified Recycling will not pick up can be disposed of through standard garbage service or the City's compost site. ISSUES: With uncertain grant funding, continuing City subsidies and declining participation, the annual Clean -up Day was eliminated from the 2011 budget. Private vendors require varying levels of City assistance to facilitate an event. The City Council should determine what involvement if any the City should have in a 2011 Clean -Up Day. FINANCIAL The costs to the City range from $700 to $7,700 depending on the option. IMPACT: The staff's recommended option will cost approximately $700. Should the City Council decide not to pursue a privately sponsored event the costs would be $0. ALTERNATIVES: 1) Direct staff not to pursue a privately sponsored clean -up day. 2) Direct staff to work with Certified Recycling on a privately funded Clean -up Day. RECOMMENDED Alternative No. 2. MOTION: Reviewed, by: Frank Boyles, City Manager CADocuments and Seftingslcgreen\My Documents\SharePoint DraftsOl l Cleanup Day agenda.doc 2 Certified Recycling JR's Advanced Recycling Dick's Sanitation Location Curb Side Pickup City Site City Site City Cost $700 $1,000 $7,700 City Staff None Police Officer Full Event Staff Recycling Categories Provided 7/11 11/11 10/11 Certified Recycling will provide a one month period for residents to contact them for at home pick -up at a discounted rate. They do not pick up standard garbage, yard waste or construction materials. The only City cost is associated with promoting the awareness of the option. JR's Recycling will pick up all the listed categories, but requires a City site and police traffic control assistance. City costs are associated with promoting the event and traffic control. Dick's Sanitation requires a City site and staff to run the event. They also require that the City obtain grant funds on their behalf to offset costs associated with the event. The grant funding for 2011 is unknown based on the current State budget thus increasing the City's potential liability. Conclusion City staff believes the services provided by Certified Recycling represent the best value to the residents. This option allows for at home pick -up by appointment. The items that Certified Recycling will not pick up can be disposed of through standard garbage service or the City's compost site. ISSUES: With uncertain grant funding, continuing City subsidies and declining participation, the annual Clean -up Day was eliminated from the 2011 budget. Private vendors require varying levels of City assistance to facilitate an event. The City Council should determine what involvement if any the City should have in a 2011 Clean -Up Day. FINANCIAL The costs to the City range from $700 to $7,700 depending on the option. IMPACT: The staff's recommended option will cost approximately $700. Should the City Council decide not to pursue a privately sponsored event the costs would be $0. ALTERNATIVES: 1) Direct staff not to pursue a privately sponsored clean -up day. 2) Direct staff to work with Certified Recycling on a privately funded Clean -up Day. RECOMMENDED Alternative No. 2. MOTION: Reviewed, by: Frank Boyles, City Manager CADocuments and Seftingslcgreen\My Documents\SharePoint DraftsOl l Cleanup Day agenda.doc 2 Exhibit A Proposed Options for the City of Prior Lake 23rd Annual Spring Clean -Up Day Date TBD Recycle Options / Fees 0 �� I `�tR's „Advtthdi d R r lers Dick's Sanitation Tire car ea ch $5.0 $5.00 $5.00 /unit or take to count Electronics $7.0 $5.00 $25.00 /unit or ta ke to count Co mputer /la ptop* each Sma copier each $7.00 $15.00 $ /unit or take t county Small TV 13" & smaller each $10.00 $15.00 $25.00 /unit or take to co unty Larger or bu each $15 - 45 for resi dential up to $125 /unit $125 00 /unit or take to coun Applianc each $10.00 $10.00 $35 .00 /unit or ta to county Furniture not accepted by Bridl each Takes all residential furniture. Call them for further information Does not collect $35 /yard No charge per item, under per vehicle charge Municipal solid waste (MSW)*** per yard $35.00 No charge per item, under per vehicle charge $25.00 Riding mowers** each $20.00 $25.00 Yard waste /brush*** per y Do es not collect $35.00 $10.00 Exercise equipment $10.00 No charge Does not collect $20.00 No charge $35.00 No charge per item, under per vehicle charge No charge per item, u nder per vehicl charge No charge per item, under per vehicle charge Tre admill Scrap metal Construction material - * each each Fl bulb each $1.00 $0.50 Refer to S cott C ount y 4' & un straight ov 4', strai & compact $2.00 $0.80 _ - Re fer to Scott C ounty Misc Fees & City Involvement Truc charge or e ntrance fee $ 10.00 truck char No entrance fee $2 0.00 - $65.00 Entranc Fee (de pending on vehicl type) Site Req No needed -curb side service City to provide sit Cit to p rovide sit Site cl ean up Not n eeded - curb side servi Vend Responsible City Respo nsible Advertising - last year paid for 1/4 page ad in P.L. American $629.79 (for two weeks). Website & message on utility bills free. City Responsible Estimated $700 City Responsible Estimated $700 City Responsible Estimated $700 Use of Sco Co unty Grant Mo nies_ N o grant monies r equired. No gran monies required Appli for g rant monies requi Deadli is 3/3/11. Duration of Event Available for one -month to residents. Vendor is proposing the month of April for reduced rates. One half -day event. Proposed time of 8:00 a.m. - 12:30 p.m. One half -day event. Proposed time of 8:00 a.m. - 12:30 p.m. City Labor Fees None due to curb side service Police Officer @ 310.91 A total of $2,982 of labor fees would be dedicated to assisting Dick's with this event. Although they will reimburse the labor fees, this proposal requires City Staff involvement. Admin @ $217.68 , Police @ 310.91, Public Works personnel @ $428.58 for 4 1/2 hr, 2 loaders @ 150.00 /ea /hr for 4 1/2 hours = $1350, 1 sweeper @ 150.00 /ea /hr for 4 1/2 hours = 675.00 Certified Recy - most household ele are 7.00 /unit " "J Adv anced Recycl & Dic k's sanitation- will reject if h ave fluids " "JR's Advanced Recyclers - minimum charge is 1 yard S: \Clean -Up Day \2011 \vendor quotes for 2011 clean up day - Final 2 9 11