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Home My WebLink About10B - Spring Clean-up Day Fees MEETING DATE: AGENDA #: PREPARED BY: AGENDA ITEM: DISCUSSION: MARCH 5, 2007 10B JENNIFER WITTKOPF, PUBLIC WORKS COORDINATOR CONSIDER APPROVAL OF A RESOLUTION ACCEPTING QUOTES FOR VENDORS AND SETTING GATE FEES FOR THE 2007 ANNUAL SPRING CLEAN-UP DAY Introduction The purpose of this agenda item is to approve contracts with vendors and to set gate fees for the Annual Spring Clean-Up Day. Historv For the past 18 years, the City of Prior Lake has organized and sponsored a clean-up I recycling event. This program has allowed residents of Prior Lake, Spring Lake Township and Credit River Township to recycle or dispose of many 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 I 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 2007, as it has done for the past 18 years. This year's Clean-Up Day is planned for Saturday, April 21 , 2007. The program is primarily supported by funding through user fees and a grant from Scott County. The Parks budget also includes $18,000 to contract with the haulers needed. Credit River Township and Spring Lake Township have requested to be part of Clean-Up Day again this year. By allowing township residents to participate, the City of Prior Lake will receive additional grant funding from Scott County to offset the cost of adding the township residents. During the events in past years, a $5 gate fee was charged for every passenger car bringing a load of material for disposal, with additional fees being charged for certain items. Items accepted at the event include: Included in $5 Gate Fee Items wI Additional Charge 1 0 Tires Additional Tires 2 Appliances Additional Appliances 1 Electronic Item Air Conditioners Batteries Additional Electronic Items Metals Console Television Yard Waste Truck Or Trailer Load It should be noted that household hazardous materials cannot be accepted at the event; these should be taken to Scott County's Household Hazardous Waste Facility. The user fees and the grant funding offset most of the R:\Council\Agenda Reports\2007\03 05 07\clean up vendors agenda.doc www.cityofpriorlake.com Phone 952.447.9800 / Fax 952.447.4245 expenses of the event. The remaining expenses are paid for out of the Parks budget. Current Circumstances As more residents utilize this City service, and vendor' hauler costs increase, grant funds and user fees no longer cover the cost to run a clean-up event. The 2006 Clean-Up Day costs were as follows: Expense Amount Vendors' haulers' disposal $13,956.05 Ads' miscellaneous $ 994.37 City PW staff 'labor $ 4,200.00 Total $19.150.42 Revenues for the event were as follows: Revenue Source Amount Grant funds from Scott County $14,903.98 User fees' gate fees $ 3,782.00 Total $18685.98 The City subsidized $464.44 for last year's event. Past event City subsidies include (records are not readily available for events prior to 2003): Year of Event Amount Subsidized by City 2005 $ 3,997.54 2004 $ 6,205.76 2003 $ 4,112.10 These funds are drawn from the Parks budget. While the City spent $4,000- $6,000 on the event in recent history, the amount subsidized in 2006 was minimal. This is the desired outcome: to "break even" on the event. Staff is proposing that gate fees and special items fees remain the same at this time. If costs and funding continue to stay in balance, the City can continue to provide this service at a very minimal user fee. Other local communities have a variety of gate fees and acceptable items, as the following table summarizes: City User Fees Items Accepted as Compared to Prior Lake $5 , vehicle' 4 tire limit Savage 1 appliance limit recyclables only MSW * extra $25 , vehicle' 4 tire limit ($5 each additional) Shakopee recyclables only 2 appliance limit MSW * extra Lakeville charge per item to directly defray the cost of Burnsville Apple Vallev disposal * MSW - municipal solid waste - charae is based on load size R:\Council\Agenda Reports\2007\03 05 07\clean up vendors agenda.doc In addition to reviewing gate fees, 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 the attached table (Exhibit A). The low quote for electronics and appliances (including air conditioners) was provided by Certified Appliance Recycling, which has collected at the City's clean-up events for many years. GreenMan Technologies offers the low price on tire disposal and has worked with the City on clean up events in the past. Waste Management provided the low quote for municipal solid waste (MSW) removal. Waste Management (formerly Prior Lake Sanitation) also donates all general recycling collection services and all labor fees for the event. When factoring the labor fees into yard waste collection, Waste Management provides the low quote as follows: Hauler Costs Total Waste Mgmt. $38/ton at 3.63 tons $ 137.94 $ 94.38 $ 340.00 $ 434.38 Dick's Sanitation $26/ton at 3.63 tons $85/hour at 4 hours The quotes provided for scrap metal collection show JR's Advanced Recyclers as the low cost per container. However, as Waste Management is the low- cost hauler for three of the other materials, and donates much of their service to the City, it makes fiscal sense to add scrap metal collection to the Waste Management contract. Alternatively, adding an additional hauler (JR's) for collection of only one item could create traffic flow issues through the school parking lot on event day. ISSUES: Because users benefit directly from the event, it is appropriate to have modest user fees. A good balance between expenses and revenues was achieved at last year's event. Staff feels that maintaining the existing fee structure and working with the qualified vendors from past events will make for another successful Clean-Up Day. At this time, the City needs to enter into contract agreements with licensed haulers who will provide services at the clean-up event. All vendors recommended by staff have participated in past events with the City and have performed their services diligently and satisfactorily. The Annual Clean-Up Day provides the residents with a valuable service from the City. The goal of the event is to have resident 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. Approximately 460 vehicles attended last year's event, demonstrating a great number of residents participated. For that reason, staff requests that the City Council approve the resolution accepting quotes I approving contracts with haulers and setting gate fees for 19th Annual Clean- R:\Council\Agenda Reports\2007\03 05 07\clean up vendors agenda,doc Up Day to be held on Saturday, April 21, 2007. Once again the Prior Lake Rotary will 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. FINANCIAL IMPACT: The Parks budget allocates funds for hauler contracts. These funds will be repaid via user fees and grant money from Scott County, thus the overall financial impact is expected to be minimal. It is difficult to estimate the amount that will be received from user fees, and staff will report to Council if further gate fee adjustments are warranted in future years. ALTERNATIVES: 1. Accept quotes and authorize staff to contract with haulers / vendors to provide services for the clean-up event. 2. Set user gate fees as recommended for the clean-up event. 3. Table this item for a specific reason. 4. Deny this agenda item for a specific reason and provide staff with direction. RECOMMENDED MOTION: Alternatives #1 and #2 Steve Albrecht, Public Works Director/City Eng R:\Council\Agenda Reports\2007\03 05 07\clean up vendors agenda.doc 4646 Dakota Street S.E. Prior Lake, MN 55372-1714 RESOLUTION 07 -xx A RESOLUTION ACCEPTING QUOTES FOR VENDORS AND SETTING GATE FEES FOR THE 2007 ANNUAL SPRING CLEAN-UP DAY Motion By: Second By: WHEREAS, The City has sponsored a Spring Clean-Up Day for the past 18 years; and WHEREAS, Scott County has provided grant funding to assist with past 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 will receive additional grant funds to offset the cost of adding Credit River and Spring Lake township residents; and WHEREAS, City subsidies for the event have decreased in past years; and WHEREAS, Based on the quotes received staff recommends award of contracts to Certified Appliance Recycling, GreenMan Technologies and Waste Management for clean up day; and WHEREAS, The 2007 Annual Spring Clean-Up Day is scheduled for Saturday, April 21, 2007; 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. Based on the quotes received Staff is hereby authorized to contract with haulers I vendors to provide services for the 2007 clean-up event as specified in the agenda report. 3. User gate fees shall remain the same as those charged at the 2006 event. PASSED AND ADOPTED THIS 5TH DAY OF MARCH 2007. YES NO Hauaen Hauaen Erickson Erickson Hedbera Hedbera LeMalr LeMair Millar Millar Frank Boyles, City Manager R:\Council\Agenda Reports\2007\03 05 07\clean up vendors reso.doc www.cityofpriorlake.com Phone 952.447.9800 / Fax 952.447.4245 2/26/2007 Exhibit A City of Prior Lake 19th Annual Spring Clean-Up Day Saturday, April 21, 2007 Item electronics per pound electronics container each appliances each air conditioners extra each tires (estimate based on collecting 1,300 passenger tires) municipal solid waste (MSW) ton general recycling (incl. batteries) yard waste ton 40 cu yd container scra metal container fees each hour / truck labor fees fuel surcharge est. from 2006 cost Vendor I Hauler Quotes Provided Ree elin Hauler First State Tire Recycling 1,300.00 $ 150.00 electronics - see above 250.00 (City) included each included included t :?Y'& f~~ \~.:. \. W.T(. . · tentatively scheduled, pending CC approval 3/5/07 U:\clean-up day\2007\cost summary-estimates.xls Vendor Quotes City of Prior Lake Dick's Sanitation $ 45.00 $ 26.00 included $ 85.00 additional 1 of 1