HomeMy WebLinkAboutHauler Transition Meeting AgendaHAULER TRANSITION MEETING PART 1- COMMUNICATIONS
Meeting: Tuesday, March 4th from 2:30 to 4:30
Location: Windmill Room, City Hall
City: Ryan McLean, Anthony Santos, Cecilia Arellano, Tara Reyes, Cathy Nguyen, Sandy Pantoja
VVS: David Perez, Grisell Vazquez, Erika Santillan, Tomas Solis
WM: Lily Quiroa, Josh Goldman
Agenda
City Outreach
City Landing Page and other Communications
Marketing assets
File sharing repository
Points of contact for community relations team
Flyer for Earth Day
Postcard (Residential and Commercial)
Key Dates: timeline for cart swap, holiday, service days
Account transfer and service level change procedure
Billing schedules (below)
Transition Workshops: July (2x), August (2x), September (1x)
Facility Tour Dates
Frequency
People per tour
Registration
EnviroLink
Content clarifications
Plastic bag usage in organics
Holiday tree collection- flocked tree handling procedures
Phone numbers for services: Bulky, HHW, Other services
Hauler Outreach
Hauler webpages (Beta Mode DUE: 7/1/2025)
Transition information
Rate schedule
Educational materials
Hauler Materials & Deadlines
Educational Materials due by 3/31/2025
Welcome packet/ Annual Brochure
Sorting guide and SB1383 overview
Transition Letter drafts due to City by 5/1/2025
Billing Inserts- Drafts due to City two weeks prior to hauler deadline
Customer Service
VVS/ WM Call Logs
Call logs Template (Template Attached)
Submission Schedule:
EOD July - December
EOW May - June & January - March
City Forwarding Calls to Follow-Up
Respond to customer within 24 hours of notification from City
Submit follow up report within 48 hours
Multifamily Outreach Strategy
Exchange property manager contacts
Send transition letters to property manager and residents
Billing
Quarterly billing schedule ends with May-July
Temporary monthly billing for August, September, and October
Quarterly billing resumes November- January and going forward
HAULER TRANSITION MEETING PART 2- LOGISTICS
Meeting: Tuesday, March 11 from 2:30 to 4:30
Location: Windmill Room, City Hall
City: Ryan McLean, Anthony Santos, Tara Reyes, Cathy Nguyen
VVS: David Perez, Grisell Vazquez, Erika Santillan, Tomas Solis
WM: Lily Quiroa, Josh Goldman, Daniel Hernandez
Agenda
Carts & Cart Exchange
Expectations:
Separate carts for trash, recycling, and organics
Correct carts colors (Black/Gray, Blue, Green)
Carts ready for service on first day of contract (9/2/2025)
Requests:
Provide current inventory and ordering needs (Template Attached) by 3/31/2025
Provide a detailed cart exchange plan by 3/31/2025
Coordinate to swap out once carts emptied
Route Review
Provide route review by 6/1/2025
Trucks
Question: Compact trucks for Select HOA’s
Provide truck inventory summary (Template Attached) and describe ordering needs and expected date of delivery by 3/31/2025
Facilities
Provide updated facility list (Exhibit 4 of Contract) by 6/1/2025
Diversion & Contamination
Provide detailed plan of diversion programs for new contract and initiatives to meet 75% diversion goal by 6/1/2025
Contamination monitoring procedures due by 6//2025
Contamination monitoring program description for respective sector
Contamination notices (letter, email, etc)
Contamination Cart Tags
Other
Illegal Hauler tag and updated procedures due by 6/1/2025