Municipally Sponsored Condominium Recycling Program GOAL Increase municipal recycling by adding multifamily and condominium units to the community¶s residential recycling program. Providing this service to commercial sector residents will enhance the sense of community and give everyone a stake in the success of recycling WHY IT MATTERS Each community has a set amount of trash it can dispose at the Central Landfill each year. If the community goes over their amount, the cost to the city or town doubles. Recyclable material brought to the Central Landfill costs nothing to dispose, and for every ton brought to the Materials Recycling Facility, the community gets money back. WHAT DO WE HAVE TO DO? - Get everyone on the same page. Work with condominium associations and multifamily property managers to decide what type of recycling program works best for each. - Define the program boundaries. Who wants to be involved? How many units? What type of recycling? - Take action. The Public Works Director and Town or City Council develops the recycling program budget, approves the recycling program, and goes out to bid for a recycling hauler. - Budget funds. The municipality could fund program through the annual budget or utilize Rhode Island Resource Recovery Corporation (RIRRC) recycling revenue share proceeds to help fund the effort - Hire a hauler. Upon recommendation of Public Works Director a hauler is contracted to pick up recyclable material from designated developments. - Accounting. The contract should be clear that all recycling material from the condominium developments be segregated and identified as part of the community¶s recycling drop at RIRRC. Otherwise, the municipality won¶t get credit for the condo¶s recyclables. HOW MUCH IS IT GOING TO COST? Cost will depend on services and prices provided by haulers during the bidding process, and will likely depend on the number of units serviced and the type of service provided (curbside vs. central location). Bins can be purchased by the municipality with RIRRC revenue sharing funds or can be purchased by the condo association directly. OTHER BENEFITS - Maintain increased recycling for the long-term to avoid unwanted extra disposal fees - Increase recycling tonnage to boost revenue share, helping the community¶s bottom-line during budget time. - Decrease trash tonnage per household to reduce trash disposal fees, saving taxpayer dollars upfront. GIVE ME A SUCCESS STORY The Town of West Warwick has benefited greatly by establishing a condominium recycling program. West Warwick¶s recycling rate went from 15% to 21% in just two years. The town started a condominium recycling program in 2006, and spends under $40,000 a year to service 1275 condominium units. West Warwick established a three year contract with a recycling hauler that costs the town $3,283 a month. Under the contract the hauler will add condominium units as they receive certificates of occupancy and are inhabited and assess the town a per unit price. The cost was offset in 2007 by the $73,000 received for recycling revenue sharing, and considering that in 2005 the town paid $30,000 extra for disposing trash over its designated amount, condominium recycling clearly makes a difference and adds value. WHO DO I CONTACT? For questions or more information contact Michelle Maher, RIRRC Commercial Recycling Liaison at 401.942.1430 ext. 115.

CASE STUDY SUMMARY State law mandates that all businesses within Rhode Island implement a recycling program. This law encompasses all commercial entities, including condominium and multifamily developments. Rhode Island Resource Recovery has a variety of technical assistance resources and tool designed to assist all communities in their desire to enhance their recycling programs. This case study and tool kit was drafted after review of the success of the municipally sponsored condominium recycling program taken on by the Town of West Warwick and was developed to assist Rhode Island municipalities interested in similar programming. Certain aspects of the program initiated by the Town of West Warwick are specific to the circumstances in that municipality, but many aspects of this case study can be utilized by other communities interested in initiating their own program. If after review of this document, municipal officials and/or staff have comments, questions or would like to learn more, the RIRRC recycling staff is ready to meet and provide assistance. For more information please contact Sarah Kite, RIRRC Director of Recycling Services via email at [email protected] or call 942-1430 x 112.

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Municipally Sponsored Condominium Recycling Case Study & Tool Kit Town of West Warwick, RI Background -The Town¶s Past Issues As with all Rhode Island communities under contract with Rhode Island Recourse Recovery for waste disposal, West Warwick is allotted a specific amount of trash that can be disposed of at the Central Landfill annually. In 2005, the Town exceeded the amount of tonnage it was allowed by 492 tons. The cost to the town for the disposal of material exceeding its ³cap´ totaled $31,963 ± funds that were not budgeted. In 2006, West Warwick Recycling Coordinator began to look at the impact condominium developments were having on the Town¶s trash disposal rate. At the time of the review there were 17 condominium developments located throughout the Town. Most Rhode Island communities do not pick-up trash from multifamily and condominium developments, and it is common for privately owned condominium complexes to contract out trash hauling services. But unlike other municipalities, in West Warwick all the material pulled from these developments by private haulers was being disposed at the Central Landfill under the Town of West Warwick¶s disposal cap, and therefore the haulers were being charged the municipal disposal rate, approximately half the commercial disposal rate. In essence the condominium developments were benefiting while the Town was impacted. The complexes were paying less for trash disposal than complexes in other towns and cities across the state, and the Town was experiencing a negative effect. Because the condos were not recycling, the town was being penalized with added fees The situation in West Warwick was unique in the fact that each condominium complex had a contract with the Town to allow the trash to be tipped at the municipal rate versus the commercial rate Rhode Island Resource Recovery Corporation (RIRRC) would usually charge a commercial hauler. The contract was signed by all three entities - the condominium association, the private hauler and the Town. Reduction of Waste through Recycling Even though the contracts condominium developments had with the town contained a clause requiring recycling, only two recycled. The remaining 15 complexes disposed of recyclable material in dumpsters which was hauled to the Central Landfill and counted against the Town¶s disposal cap. In order to cut costs borne by the Town, the recycling coordinator initiated a policy that placed a ³cap´ on each condominium development. Under the policy each condominium complex could dispose a set amount of tonnage at the Central Landfill at the municipal rate, and every ton tipped over the cap set by the Town would be charged the commercial rate. The Town¶s view was that if it was going to be impacted by the amount of waste disposed under its umbrella by the condominium complexes then it was entitled to gain by mandating participation in the Town¶s recycling program. In order to ensure the participation of these developments, atypical steps needed to be taken. Establishing the Program West Warwick issued and invitation to bid from companies interested in providing recycling collection at condominium complexes. The chosen hauler was required to own a dual bin recycling collection truck, plan a pickup schedule and locations as provided by the town in coordination with the condominium associations, and mandated that all loads of recycled material be brought to the RIRRC facility and identified as West Warwick loads. Funding for the program was set by the Town council during the annual budget process. The Town was also awarded a $25,000 grant by RIRRC for the purchase of recycling bins for the complexes and the town then provided the bins to the condominiums free of charge. To establish the best per unit price, the bid packets requested that potential haulers give a comprehensive price covering the total number of condominium units listed as part of the bid packet, and a per unit price to cover any units added or subtracted in the future.

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Under the program, the Town would supply all recycling bins, both curbside and ³toter´ size, necessary per each condominium complexes needs. Both paper and mixed recyclable bins would be picked up by the contractor once a week. Based on the specific needs of each complex the pick up location would differ. Some would have a central location where all recycled material was disposed of in larger wheeled ³toters,´ while others would have curbside pick-up of their bins. The hauler had to guarantee all recycled material from the condominium complexes would be brought to RIRRC and designated as material from West Warwick. Any loads that RIRRC determined were overly contaminated with non-recyclable material would be rejected at their recycling facility and cost to dispose of such loads in the landfill would be the responsibility of the hauler. In September, 2008 only 130 of the 1275 condominium units were not recycling. This number represents two complexes. Future In 2007, enticed by the State of Rhode Island Historic Structure Tax Credit program, private developers began investing in a number of dilapidated mill complexes throughout West Warwick. The mills, which had been sitting abandoned and deteriorating for years were now finding new life as condominiums. West Warwick expects 750 new housing units to be added to its stock by 2012. The Town¶s contract with the recycling hauler is a three year contract that expires in 2009. Under the contract the hauler will add condominium units as they receive certificates of occupancy and are inhabited. As these new units come online with recycling, the cost to the Town will also increase. The profit sharing funds provided by RIRRC can be used to offset the cost of the program. In August, 2007, West Warwick received a ³profit sharing´ check for $73,071 and had a recycling rate of 21%. Cost to the Town Total costs of one-time investment items = $25,000.00* Recycling Bins & Receptacles Recycling Bins ± Curbside = $3,861 Recycling Bins ± Toters = $21,139 Long-terms costs = $39,392.64 annually** Monthly cost for recycling pick-up per contract = $3,282.72 (This number will increase as new units join the program)

NOTES: * Funds for bins through a RIRRC grant award. ** The contract amount includes per unit cost as follows: $3.02 per unit per month for each condo receiving centralized collection (wheeled tote pick-up) $4.28 per unit per month curbside collection

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APPENDIX MATERIAL

General Documents & Tools •

Example Letter - Regulatory Requirement Letter for Condominium Complexes

•

Bid Specification Example

•

Example Letter ± Recycling Agreement

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Regulatory Requirement Letter for Condominium Complexes EXAMPLE LETTER DATE: Dear Condominium Association Representative: This letter is intended to clarify the requirements of the Rhode Island Department of Environmental Management¶s (RIDEM) Rules and Regulations for Reduction and Recycling of Commercial and NonMunicipal Residential Solid Waste effective September 1996 (³the Regulations´) as it relates to the Town/City of _________________ and its Commercial Recycling Program. RIDEM regulations dictate that all commercial entities establish and maintain a recycling program. For those property owners not participating in a recycling program, strict compliance with Rule 10 of these Regulations is required. These requirements include the following: 1. Owners/condominium associations shall submit to the Department a source reduction and recycling plan within 60 days of receipt of this letter. This plan shall include a waste audit, description of the process by which recyclable materials are to be segregated from waste, as well as a plan for the reduction of total waste generated. 2. The reduction and recycling plan must also be submitted to the recycling coordinator in the city or town in which the multi-unit housing is located. 3. The Department will notify the Condominium Associations within 60 days if their recycling plans are approved or will specify which revisions are necessary. 4. It is the responsibility of the owner/condominium associations to ensure that the recyclables are segregated. Any person who fails to meet the requirements of these regulations may be subject to administrative penalties as authorized by Chapter 42-17.6 of the General Laws of Rhode Island. We therefore encourage property owners to cooperate with town/city officials to lessen the burden of regulatory compliance. Those condominium complexes participating in a recycling program are not required to provide RIDEM with waste audits, segregation process descriptions or related recycling reports as required by the Regulations. If you have any questions, please contact ___________________at 401-XXX-XXXX. Sincerely,

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Municipally Sponsored Condominium Recycling BID SPECIFICATION EXAMPLE Scope: The purpose of these specification is to describe minimal requirements to sublet collection of all recyclable material at ___________ condominium complexes with approximately _______units, on a weekly basis., within the Town/City of ____________________ and the delivery of the segregated loads to Rhode Island Resource Recovery Corporations (RIRRC) Materials Recycling Facility (MRF) crediting all tonnage to the Towns¶ recycling account ± tip free. General Specification as follows: 1. Timeframe: Successful bidder will be awarded a three year contract with the Town/City of ________. Starting date is projected to be _________________. 2. Vehicle Requirements: a. Must have a dual bin recyclable collections body. b. The body shall have capacity enough to collect all condominiums listed. c. Must be capable of providing curbside collection or some multi-family collections as worked out with condominium associations. d. Magnetic sign to be applied to the vehicle door to read Town/City of _________Recycling. 3. Containers: The Town/City shall supply necessary blue containers for co-mingled recycling and green containers for paper and cardboard to any locations that do not have appropriate amount for maximum recycling. Containers for centralized collection may vary between 65 gallon and 95 gallons in size. 4. Container Location: The exact location for pick-up (curb-side or centralized areas) will be determined with each condominium association. 5. The Town/City may from time to time adjust the recycling guidelines on how to separate and prepare materials. The tow bins per family will not vary without additional discussions with contractor. 6. Day and Time of Service: One per week with the day and time of the pick-ups to be negotiated between the Town/City and the successful bidder. 7. Contamination: Hauler to be responsible for any contaminated loads delivered to the MRF. 8. Must provide proof of insurance. 9. Drivers must be properly licensed. 10. Deliver all recyclables to RIRRC, MRF located at 65 Shun Pike, Johnston, RI, crediting all tonnage to the Town/City of ________________ recycling account, tip free. The ³Rules for Use of the MRF´ are attached. 11. Payments will be made m0onthly by the Town/City of ______________. 12. The Town/City is requesting a combined price for the units listed on the attached sheets. The Town/City is also requesting a per unit price to provide services for any additional units participating during the term of the contract. 13. Penalties of up to one day¶s contract amount may be assessed when scheduled pickup is not completed. 14. Attend an annual meeting at with the DPW director to discuss program and discuss/resolve issues. 15. Develop a program of customer notification in conjunction with the Town/City.

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Specifications for Recycling Collection Proposed Prices

Combined Price for units as listed

$____________________________

Unit Price for additions or deletions

$____________________________

Signature of Bidder: (Printed)

____________________________________________ _____________________________________________________

Bidder¶s Name and Address:

_______________________________________ ________________________________________ ________________________________________

Date:_________________________

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Recycling Agreement for Condominium Complexes EXAMPLE LETTER DATE:

Mr./Ms. Condominium Association 123 Main Street Town/City, RI Re: XYZ Condominium Complex Recycling Agreement Dear Mr./Ms. Smith: This letter will serve as a recycling agreement between XYZ Condominium Complex and the Town/City of__________________, commencing on_________________. The Town/City of________________, in conjunction with ______________Waste Services, will provide recycling collection from your facility located at _______________ on Friday of each week. XYZ Condominium Complex has been issued _________ 95-gallon recycling containers ± ____ green for paper and cardboard and _____ blue for plastics, bottles and cans. All recyclables are to be properly separated and placed in the appropriate containers, placed in a central location, accessible for pick up. If additional containers are needed, the Town/City agrees to provide them at no charge. In the event the 95gallon containers are damaged or missing, the replacement cost will be the responsibility of XYZ Condominium Complex. The Town/City and will monitor this program in order to achieve the state mandated recycling goal that is presently set at 20%, and set to increase to 29% for fiscal year 2008. If you have any questions, please give us a call. Sincerely,

Director of Public Works/Manager/Mayor

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