CITYOF ~ SAN JOSE CAPITAL OF SILICON VALLEY

TO: TRANSPORTATION AND ENVIRONMENT COMMITTEE

SUBJECT: ILLEGAL DUMPING INITIATIVE UPDATE

Approved s ·P~L '1

RECOMMENDATION

-

T&E AGENDA: 03/07/2016 ITEM: d (6)

Memorandum FROM: Hany Freitas

Kenie Romanow

DATE: February 17,2016

Date

a. Accept a status repmt on the City's Illegal Dumping Mitigation Efforts; and

b. Recommend a cross-reference of this report to the March 15, 2016 City Council agenda for discussion.

OUTCOME

To provide a status report on the implementation of various initiatives which are cleaning up, reducing and deterring illegal dumping across San Jose and to improve our City.

BACKGROUND

San Jose has experienced an increase in both the fi·equency and volume of illegal dumping in recent years. Illegal dumping is the improper disposal of solid waste and results in city-wide blight, and negative environmental and public health effects. A status report on the City's illegal dumping mitigation efforts was presented to Council on October 27,2015, and included Council direction to return to the Transportation and Environment (T&E) committee in spring 2016. At this meeting, Council also approved an ordinance amending Chapter 9.10 ofTitle 9 ofthe San Jose Municipal Code (SJMC) to add the definition of illegal dumping and language prohibiting illegal dumping, and a resolution amending the Administrative Citation Schedule of Fines by adding new fines for illegal dumping.

The City administration created an interdepartmental effort aimed at preventing illegal dwnping which includes staff from the Environmental Services Department (ESD), Department of Transpmtation (DOT), and Planning, Building, and Code Enforcement (PBCE) in 2014-2015. The 2015-2016 Adopted Budget provided on-going funding of$150,000 from the General Fund

TRANSPORTATION AND ENVIRONMENT COMMITTEE February 17,20 16 Subject: Illegal Dumping Initiatives Update Page2

and one-time funding of$100,000 from Community Development Block Grant funds to continue the illega19umping response efforts initiated in 2014-2015.

The illegal dumping mitigation efforts status report presented to Council October 2015 also outlined the interdepartmental illegal dumping response efforts planned for implementation during late 20 15-early 2016. The progress on these initiatives is highlighted in this report.

ANALYSIS

Staff has made considerable progress on the efforts reviewed with Council in October 2015. These efforts are sunm1arized in the table below.

T bl S a e- f '11 I d ummary o 1 ega f & 'f f t d umpmg preven 100 m1 1ga 1on measures Impl emen e Goal(s) from Oct 2015 Date

Outcome(s) Council Work P la n Implemented

• Road closure bollards or barricades in 4

Physical Deterrents - December locations (December 20 L4)

• Cameras in an additional 4 locations (June Installation & Evaluation 2014

2015)- moved based on effectiveness • Signage at all of above locations

Single Point-of-Contact for • Single point-of-contact (Call Center) for

October 2015 public to easily contact City on issues related illegal dumping related issues

to illegal dumping

Coordinate with • Initiated engagement with stakeholder

stakeholder agencies October 2015 agencies to coordinate illega l dumping and

homeless encampment response Implement No-Cost SFD

October 2015 • No-cost SFD large item collection service

Large Item Collection Pilot • SFD collections increased 65 percent • Increased usage of MFD large item collection

Implement No-Cost MFD 2014-2015

serv1ce Large Item Collection • Implemented direct call to hauler by resident

for service • Production of trilingual outreach materials • Pa1tnership with local sports teams for

promotion of large item collection • Bloomberg Philanthropies' What Works

Increase Outreach Effmts 2015-2016 Cities Initiative - CMO Data Analytics working with Behavioral Insights Team

• Extensive focused outreach (by CommUniverCity and City staff) in selected neighborhoods with high illegal dumping activity began January L 3, 2016.

Eliminate DOT Service October 20 15 • Backlog eliminated

Request Backlog

TRANSPORTATION AND ENVIRONMENT COMMITTEE February 17,2016 Subject : Tllegal Dumping Initiatives Update Page3

Reward Pi lot Program Benclunark with other October 2015 programs

Enhanced Enforcement December

2015

Enhanced Enforcement January 2016

Use contracted haulers to augment illegal dumping pick- January 2016 ups

Seek funding opportunities Explore role for Downtown February 2016 Streets Team

Engaged CommUniverCity for illegal dumping related February 2016 projects

• Response time reduced to within seven days (Non-Priority One)

• City staff met with Oakland illegal dumping staff- reviewed Oakland model.

• Staff is evaluating components (e.g., resources needed, processes) of a reward program pilot.

• Adoption of SJMC and Resolution for Illegal Dumping Fines

• Warning Notices developed and first issued in January

MFD Inspection Program Implemented • GreenTeam pilot route for il legal dumping

collection (January 2 to February 6, 2016: cleaned 427 sites of24 tons of dumped material)

• Republic Services route started February 16, 2016 - with DOT targeting non-priority calls in commercial areas

Submitted Urban Sustainability Directors Network grant proposal (partnered with Downtown Streets Team) • Assessment oflllegal Dumping in Hot Spot

Pilot Areas • Completed plan for SJSU Neighborhood

Move Out Event (May 2016)

Preventive Measures to Reduce Illegal Dumping

Large Item Collection Program: A detenent to illegal dumping is access to convenient and inexpensive means to dispose of large unwanted items. The City recently implemented free large item collections for both Multi­Family Dwelling (MFD)s and Single-Family Dwelling (SFD)s to address customer needs and requests for this service.

The 2015-2016 Adopted Operating Budget included funds for large item collection for SFDs at no additional charge to residents. The program began in October 2015 and provides SFDs with one three-item cmbside collection per fiscal year; additional pickups are $27 per three items. From September 2015 (prior to the strut of the program) through December 2015 (three months into the program) SFD collections have increased nearly 65 percent. ESD will evaluate the resolU'ces needed to expand this program in2016-2017. Accepted items include mattresses, fumitme, appliances, tires, and boxed smaller items. The webpage for the program (www.sjenviromnent.org/largeitems) contains a comprehensive list of eligible items and frequently asked questions in English, Spanish, and Vietnamese.

TRANSPORTATION AND ENVIRONMENT COMMITTEE February 17,2016 Subject: Illegal Dumping Initiatives Update Page4

The City has provided MFD complexes large item collection service at no extra cost since 2014-2015. In t4e first year, large item collections from MFDs increased significantly, with tons collected increasing 2000 percent from 30 tons in 2013-2014 to over 600 tons in 2014-2015. This program continues to be popular, with over 12,580 items collected in the first half of2015-16. At the cunent rate, collections are forecasted to be over 25,000 by the end of this fiscal year. For 2015-2016, staff has also implemented a procedural change so MFD tenants can contact GreenTeam (the MFD hauler) directly instead of their building's propetty manager to use the servtce.

Outreach: Staff is pursuing several strategies to fmiher promote large item collection services to residents:

• ESD developed trilingual (Spanish, Vietnamese, English) outreach materials to promote the program, including a small, business card sized handout that ESD, PCBE, DOT, and the garbage haulers can easily provide to the public while in the field; posters and handouts in libraries and community centers; and door hangers that will be distributed by CommUniverCity in targeted neighborhoods.

• ESD has advettised the program City-wide through a number of channels, including social media (Facebook, Twitter, and Instagram). A large item pickup service message has been sent to the majority of San Jose's NextDoor neighborhood groups, and will be sent to all NextDoor neighborhoods by the end of February. An ad on the dasher board at Downtown Ice ran from November 2015 to February 2016. Program information was also included in Council e-newsletters. In mid-January 2016, radio ads on Vietnamese and Spanish stations began promoting the large item collection program. In the spring, ESD plans to place digital ads and Google search ads. The program continues to be promoted through the hauler trucks signs and hauler-attended community events.

• In addition to City-wide outreach, ESD is also pursuing targeted adve1iising in hotspot areas for illegal dumping. In the spring, adve1iisements for the large item program will be posted on bus shelters, and a sh01t commercial will be displayed at select laundromats.

• ESD has partnered with local sp01t teams to promote the program. Advertising at Earthquakes games includes match day ads and LED signs, while there will be a pocket schedule ad and outfield sign for large item collection at the San Jose Giants Municipal Stadium.

• City staff met with the Neighborhood Commission on Feburary 10,2016 to discuss the problem of illegal dumping and possible solutions, including targetted collaboarative community engagment.

• The City Manager's Data Analytics Team is also working with the Behavioral Insights Team, as part of the City's patiicipation in Bloomberg Philantlu·opies' What Works Cities Initiative, to develop an outreach strategy for encouraging use of no cost large item collection services for SFDs. The evaluation wi ll employ a randomized control trial for a sample of residents to determine which type of messaging is most effective. This study is planned to run from April tlu·ough June 2016, with analysis and results completed by the end of July 2016. The results of this study will inform the content and design of futme, city-wide messaging for no cost large item collection hauling services.

TRANSPORTATION AND ENVIRONMENT COMMITTEE February 17, 2016 Subject: lllegal Dumping Initiatives Upda te Page 5

Enforcement: Staff initiated an enforcement pilot utilizing City inspectors to regularly inspect MFDs in previously identified illegal dumping hot spots. During hot spot inspections, inspectors are communicating with residents, landlords, and property managers to inform them about proper bulky item and hazardous waste disposal methods. Infmmation on preventing illegal dumping in the MFDs is provided, allowing the community to act on reducing illegal activity in the area. Outreach materials in tlu·ee languages, such as dumpster and bin enclosure signage stating proper disposal methods, is being utilized to reduce inadvertent illegal dumping by residents of MFDs. Enforcement actions, such as Warning Notices or Administrative Citations are used to assist with compliance when wananted. There are over 3,000 MFD complexes city-wide, and City inspectors target visiting a minimum of ten complexes per week, prioritizing those with high incidents of illegal dumping.

Staff has developed tools, such as warning notices and administrative citations, to enforce the newly executed SJMC and schedule of fines for illegal dumping. In January, ESD inspectors began issuing warning notices based on identifying information found in illegally dumped material.

Physical Deterrents: Staff in PBCE and DOT field tested some physical detenents for illegal dumping (utilizing $50,000 from the PBCE appropriation for deterrents). Road closure bollards or banicades have been placed in four locations in the city (December 2014) and cameras at an additional four locations (June 2015). Signs have also been placed at these locations. The number of complaints in areas with detenents decreased overall (pre-installation service requests for 2013-2014 was 97, compared to 40 service requests post-installation during January to November 20 15). Locations of camera placements were evaluated for effectiveness, and where appropriate, cameras were moved to new locations.

SJSU Neighborhood Move-Out Event: Staff is collaborating with San Jose State University (SJSU) and ComrnUniverCity to pilot May 2016 move out initiatives, which include off-campus student housing in neighborhoods near SJSU. CommUniverCity will partner with non-profit organizations to provide drop-off locations for canned foods, books, electronics, clothes, and accessories. CornmUniverCity will also hold a community Reuse and Recycle Event for students and the nearby conununity to swap items; donate unwanted items to nonprofit partners; attract attists, students, businesses, or conununity members who need reused or recycled materials; and educate students and residents about proper disposal of unwanted items. ConunUniverCity will be responsible for marketing the event, repmting on reuse effmts, and recommending enhancements for future events.

State Mattress Recycling Program: California's State Mattress Recycling Program began on December 30, 2015, and is operated by the non-profit, Mattress Recycling Council. California state law now requires retailers to collect a $11 recycling fee on each mattress and box spring sale to fund the program. Staff is exploring oppmtunities to integrate this program into City illegal dumping prevention efforts. Residents

TRANSPORTATION AND ENViRONMENT COMMITTEE February 17, 2016 Subj ect: Illegal Dumping Initiatives Update Page 6

can drop-off their old mattress at no-cost at a participating collection site or recycling facility. A reimburserp_ent per mattress and box spring is only given at pmticipating facilities approved by the Mattress Recycling Council. There is one recycling drop-off facility in San Jose (Goodwill of Silicon Valley, 1080 North 7th Street), and three additional drop-off facilities in San Jose have pending applications (http://byebyemattress.com/recycling-locator/). Funds from tllis eff01t will also be made available to cities to cleanup illegally dumped mattresses. Staff plans to request this funding as soon as it becomes available.

Enhanced Collection Efforts

Hot Spot Pilot: As part of a proactive approach to manage the City's illegal dumping situation, staff implemented an illegal dwnping collection pilot program. Every Satw·day since January 2, 2016, Green Team of San Jose, the City's contracted hauler for City facility solid waste services, dispatched a crew of two with a compacting gm·bage truck to collect all illegally dumped material within pilot program m·eas. Each area, generally in downtown and east San Jose, is approximately four-square miles and was determined by previously rep01ted illegal dumping data. Staff contracted with CommUniverCity to conduct street by street assessments of pilot neighborhoods before Green Team's start of service. Tllis information was used to deternline the most effective routing and crew/truck configurations and establish baseline conditions to evaluate pilot results. Staff is evaluating the information to date and planning to make some adjustments to the pilot boundaries in Mm·ch.

Since implementation, the pilot program has completed six Satmday collections and covered all tlu·ee pilot progrmn areas at least twice, cleaning over 425 dumping sites, including 250 bags of trash and 300 large items (e.g., furnitme and mattresses). GreenTeam will continue these illegal dwnping routes every Saturday through June 30, 2016. Staff and Green Team are currently investigating ways to maximize the efficiency of tllis service, including field trials vm·ying crew size and equipment. ESD m1d ConunUniverCity staff are attending neighborhood forums in hotspot areas in the spring to inform community leaders and residents of the lm·ge item collection service and build awareness of easily available altematives to illegal dumping and of dumping penalties.

Before After

TRANSPORTATION AND ENVIRONMENT COMMITTEE February 17,2016 Subj ect: lllegal Dumping Initiatives Update Page 7

Before After

Staff will evaluate how to leverage the results of this effott to other hot spot areas for 2016-2017 as pa1t of a larger Clean City Initiative, a collaborative effort to streamlined response to illegal dumping with other impacted City departments and services.

Additional Enhanced Collection Services:

DOT utilized funds for illegal dumping in the 2015-2016 Adopted Operating Budget to address the backlog of public requests to clean up dumped sites and have now cleared the backlog. DOT staff is now able to respond in a timelier manner to new service requests with a completion time for non-Priority One requests of seven days or less. Priority One requests (e.g., right-of-way hazards) continue to be addressed on the day the request is received.

In May 2015, Council approved an amendment to the Republic Services contract, which includes the addition of illegally dumped material collection for up to 50 tons per month. ESD, DOT, and Republic Services are working together to pick up illegally dumped material in commercial areas. Republic Services is going as a team with DOT crew (I rear loader, 2 crew-cabs) to non­priority illegal dumping calls in commercial areas; this route started February 16, 2016.

Additional Opportunities for 2016

• Staff continues to pursue grant opportunities to fund illegal dumping mitigation and prevention efforts, including CalRecycle's Illegal Disposal Site Abatement Grant Program, due August 2016. Staff pa1tnered with Downtown Streets Team on a grant proposal to the Urban Sustainability Directors Network•s Pmtners for Places program, for funds to combat illegal dumping in low income neighborhoods. Grant awards will be announced in April 2016.

• Staff will evaluate the resomces and processes needed to determine feasibility (based on funding) of a pilot program that rewards residents for reporting an illegal dumping occunence that successfully leads to enforcement action (similar to successful programs in Oakland and Sacramento).

TRANSPORTATION AND ENVIRONMENT COMMITTEE February 17,2016 Subject: ntega l Dumping Ini tiatives Update Page 8

• Staff will look to the model established for the homeless encampment response for engaging and partnering with stakeholder agencies, including Santa Clara County, Caltrans, Union Pacific Railroad, and Valley Transportation Authority to develop a more holistic response to illegal dumping.

• Staff will leverage efforts cunently w1derway to implement a smmiphone application to facilitate public reporting of illegal dumping and other neighborhood service requests with pictures of the incident and GPS information to facilitate routing and pickup.

EVALUATION AND FOLLOW-UP

Staff will return to the T & E Committee with an update on current effmt and recommendations for going forwm·d in fall 2016. Staff is also considering potential items that may be included as part of the 2016-2017 Proposed Operating Budget process.

PUBLIC OUTREACH

This memorandum will be posted on the City's website for the March 7, 20 16 T &E Committee agenda.

COORDINATION

This memorandwn has been coordinated with the City Attomey's Office, the City Manager's Budget Office, and the Depmtment of Transportation.

COST IMPLICATIONS/IMPLICATIONS

There are no cost implications to the City as a result of these actions.

CEQA

Not a Project PP-1 0-066

/s/ HARRY FREITAS Director Planning, Building, Code Enforcement

/s/ KERRIE ROMANOW Director Environmental Services Department

TRANSPORTATION AND ENVIRONMENT COMM1TTEE February 17, 2016 Subject: lllegal Dumping Initia tives Update Page 9

For questiqns please contact Diane Buchanan, Deputy Director, Department of Plamung, Building, and Code Enforcement, at (408) 535-7780; or Jo Zientek, Deputy Director, Environmental Services Depattment at (408) 535-8557.