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HomeMy Public PortalAboutCitizens Waste Managment Advisory Committee (15) Town of Truckee CITIZENS WASTE MANAGEMENT ADVISORY COMMITTEE MEETING MINUTES JANUARY 25, 2000, 4:00 P.M. Truckee Donner Public Utility District Board Room 11570 Donner Pass Road,Truckee. CA 1. CALL TO ORDER—Chair Ingalls called the meeting to order at 4:02 pm. 2. ROLL CALL PRESENT: Members Fairman, McCormack, Perata, Salas, Stephens, Sutton, Thomas, Walterscheid, and Chair Ingalls. ALSO PRESENT: Jim Smith, Administrative Staff Assistant 3. PUBLIC COMMENTS -None 4. APPROVAL OF MINUTES 4.1 Minutes of November 30, 1999 and December 21, 1999. Motion by Member Sutton to approve the minutes of November 30, 1999,Seconded by Member Walterscheid,passed unanimously. Motion by Member Walterscheid to approve the minutes of December 21, 1999 as corrected, Seconded by Member Stephens,passed unanimously. Member Salas clarified his statement in Item 5.2, second paragraph concerning the reference in the minutes about a weak signal from USA Media/TV6. He later discovered that the problem was with his personal television set and not a problem with USA Media. 5. OLD BUSINESS 5.1 Affirmation of Consensus Items from December 21, 1999: a. Video Advertising Prototype—Al Salas.Discussed out of order. b.Blue Bag Distribution Program for Property Management Firms.Motion by Member Stephens, to affirm the Committee's consensus to proceed with the blue bag distribution program for property management firms,Seconded by Member Salas, passed unanimously. Member Salas reported that the bags would be delivered Thursday, January 27,2000. Member Sutton inquired why the affirmation action was necessary. Chair Ingalls reported that it was a result of the continuing quorum problem. Counting all eleven (11)members on the current roster, there needed to be six(6)members present to satisfy the quorum requirement. Chair Ingalls requested that this matter be agendized for the February meeting to discuss changes to the membership roster and request the Town Council replace non-attending members. a.Video Advertising Prototype—Al Salas.Discussed out of order. Member Salas stated that the prototype was not scheduled for completion until February,and it would be presented for Committee review at that time. Member Salas made a report on available options for a marketing plan, including the Weather Channel,AT&T Media, advertising time, station programming and demographics. There would be $450 paid up front for production cost for the Weather Channel,and they could convert a 30-second commercial to a 24-hour runner that would run approximately three times per day. KOLO was contacted about PSAs, and they agreed to provide that service at no cost for the Committee.Member Salas mentioned that AT&T agreed to provide matching funds as a contribution for a PSA. Member McCormack sought clarification that the production would be aired on CNN and TNN.Discussion ensued about which network might provide better exposure and the consensus was to proceed with CNN. Member Sutton reported on the Public Utility District's media spots and noted their spots were shown on more channels. Member Salas clarified the $5,000 budget allocation for the project. Member McCormack praised Member Salas on all the research and taking the lead on the promotional project. Motion by Member Thomas to move forward with the CNN proposal with a $5,000 cap, a Weather Channel crawler,and a$450 production cost,Seconded by Member Stephens. Member Sutton thought the motion should provide clarification on the length of time. Member McCormack thought a one-month trial would be good to initially review the ad. Member Thomas amended his motion to include a one-month trial,Amendment Seconded by Member Stephens,Motion passed unanimously. b.Blue Bag Distribution Program for Property Management Firms. Member Walterscheid read a draft letter for Committee approval. She reported that she spoke with nine local firms who made commitments to distribute blue bags and fliers. She received feed back from Vacation Property Management's prior experience and they reported most of the blue bags came back with mixed trash and were not being used for the original purpose. She also reviewed the flier to accompany the bags. Member Walterscheid reported she thought the management firms would actually save money in the long run because most of the firms had been disposing of the refuse themselves. Member Perata inquired as to who paid the extra cost for blue bags filled with trash. Member McCormack felt the homeowner would be billed since that was the only name the hauler had on file. He also requested that Member Walterscheid find out what happened to trash picked up by the cleaning staff.Discussion ensued about short-and long-term rentals and refuse disposal by the tenants, cleaning staffs, and the property management firms. It was agreed that eventually long-term rentals and realtors' home sales could also be included in the program. Member Salas reported that renters dump trash in Association dumpsters all the time.Member Sutton commented that the Tahoe Donner Association should make the effort to provide more dumpsters and clean up any overflow conditions as that subdivision has a high percentage of renter vacation traffic. Member Thomas noted that the Association would be requesting the Town designate a site perhaps outside Tahoe Donner for more dumpsters. Member Walterscheid reviewed a proposed distribution allocation,and stated she would request feed back from the firms before increasing distribution. Member Sutton expressed concern that some firms were so busy she would like to see more bags given out at the beginning. Member Thomas clarified prior meeting discussions that it would be a promotion only and not a steady hand-out. Member McCormack felt a higher number of blue bags distributed at the beginning of the program could provide better reports indicating the number of blue bags used had increased. Member Walterscheid Town of Truckee Citizens Waste Management Advisory Committee Page 2 felt the current numbers would be adequate to allow the firms to distribute bags three to six times during the year. Consensus was to recognize participating firms and explain the program in the next news article for the Sierra Sun. c.Update on Cardboard Recycle Bins Downtown. Member Perata reported on a meeting with Ed Candler, President of the Truckee Downtown Merchants Association(TDMA),and verified that the refuse company would provide free service for one(1)six-yard locked bin for newspaper and cardboard recyclables only.He requested that TDMA contact the disposal firm directly to avoid his third-party involvement. Member Perata reported three possible sites with the best location being in the western portion of the Post Office parking lot. However,it was learned that the area was used as a snow storage area.No approval had been received from the property owner to date, so the bin was not placed.Member Stephens wanted to know how many weekly pickups would be scheduled. Member Perata said for the test period it would be two pickups per week. Concerns were expressed about garbage being piled on top of the dumpster and possibly creating another unsightly garbage problem. Member McCormack felt two sites would be appropriate and it might be more of an incentive for use.Too much time and energy had been devoted to drop the issue,even if TDMA took no action to finalize the recycling effort. It was mentioned that Member Candler already agreed on the need for more dumpsters when he attended the October 26, 1999 Committee meeting, but it appeared that neither he nor the TDMA were taking steps to implement the program.Member Sutton felt that the individual merchants generating the waste should bear responsibility and cost of waste products disposal. She felt a time limit would be needed for the trial program if public funds would be spent.Additional follow-up would be made with Mr. Candler on the status. Obtaining a legal and approved site for placement of the dumpster and a meeting with TDMA would be needed prior to program implementation. 5.2 Review Consultant RFP. Chair Ingalls introduced the RFP for review and approval. Cost of a consultant versus an additional part time Town employee was questioned and discussed. The Chair further explained that the employee costs would be prepared for next year's budget consideration by the Town Council.Member Sutton also requested clarification as to why one firm instead of two would be hired to implement the two separate functions as outlined in the RFP. It was felt that due to the general nature of both programs,one firm should be able to implement both parts,but that might change depending upon the responses received. Motion by Member Thomas to approve release of the RFP. Member Salas felt the Hospital's need for medical waste disposal should be included in the RFP.He also wanted to know if that waste was counted against the Town's disposal counts. Member Sutton stated the Hospital was not dropping medical waste at the landfill as they were required to follow different disposal requirements for medical waste.Member Salas also questioned why schools were not included in the RFP.The Chair explained that they were included in the commercial category. Member Sutton questioned whether a Nevada firm needed to be licensed to do work in California.She also felt the motion should include Council approval to issue the RFP. After discussion, Member McCormack requested that staff review the issues with the Town Manager. Motion Seconded by Member Walterscheid to approve the RFP as written, passed unanimously. Town of Truckee Citizens Waste Management Advisory Committee Page 3 5.3 Subcommittee Reports: a.Retail Displays/Retailer Outreach—Chair Ingalls. Neither the Chair nor Member Fairman had anything to report. b.Reference Library—Jim Smith. Mr. Smith reported that approval had not been received from the Public Utility District,so Town staff prepared the display in a portable fashion so it could be relocated if required. He also stated that the public had been picking up information pieces and he would manage the inventory and replacement as needed. 6. WORKSHOP/NEW BUSINESS 6.1 The Chair reported receiving a notice of grant availability from the Truckee Tahoe Community Coalition. Grants of$2,000-5,000 would be accepted,with funding by May.Deadline for submission was March 1, 2000. Member McCormack questioned why the Committee would seek additional funding when the Committee was not spending available funds it had. Chair Ingalls stated a lot of funds were being expended, and she felt this grant would be good for the Committee to explore and help get more publicity for a community-wide recycling effort. Suggestions for a grant application included a community-wide recycling fair;mobile displays for schools;portable commercial display pieces; sponsorship of booths at the Home Fair and other community events. Member McCormack felt the Committee should ask for something new and not ask for funding for an event previously done. The Chair clarified her intent of obtaining a grant, it should help both sides; i.e., help the Committee obtain more publicity and help the Coalition's publicity in that they helped the Truckee community. Member McCormack left at 5:35pm. Member Stephens suggested a portable booth of some type for school cafeteria placements. Development of an idea, program implementation, and schematics would be needed prior to application submittal.Member Walterscheid reviewed her prior experience with the grant solicitation process and emphasized how important the application process actually was when it came time to review submittals. Discussion was held about having the Chair develop a proposal and that the Committee should not micro-manage.Members Stephens and Fairman volunteered to assist.Member Sutton suggested hosting a"blue mountain day"to have the community bring all their recyclables to one spot, such as the high school parking lot, for pickup by the disposal company. Member Salas suggested bathtub races where the tub would be made from recycled products and make it a community event like the Duck Races.Member Sutton spoke about thrift shops selling recyclables and that some were doing quite well. 7. MEMBER REPORTS Member Sutton complimented the Committee on the design of the recycling fliers. She was noticing more blue bags on the disposal trucks than a year ago. Member Fairman complimented the members for all the work done by the Committee during the last year. Town of Truckee Citizens Waste Management Advisory Committee Page 4 8. ADJOURN. Chair Ingalls adjourned the meeting at 5:50 pm. Respectfully submitted, by: f/YN> g hna -` e • Jim S th,Administrative Staff Assistant • Town of Truckee Citizens Waste Management Advisory Committee Page 5