HomeMy WebLinkAboutAdopt-A-Highway Pgrm Criteria, Admin, & Funding 4 ImplmntatnCITY OF PALM DESERT
PUBLIC WORKS DEPARTMENT
STAFF REPORT
REQUEST: Approve Adopt-A-Highway Program Criteria, Administrative
Process, and Funding for Implementation
SUBMITTED BY: Mark Greenwood, P.E., Director of Public Works
DATE: November 12, 2009
CONTENTS: Program Information and Requirements
Risk Acknowledgment and Individual Liability Release
Volunteer Statement of Commitment
Sample Courtesy Sign
Recommendation
By Minute Motion, approve the criteria, administrative process, and the
expenditure of funds not to exceed $5,000.00 per year, for the
implementation of the City's Adopt-A-Highway Program.
Funds are available for litter removal supplies in Streets Maintenance Small Tools and
Equipment Account No. 110-4310-433-2180. Funds are available for courtesy signs
and safety supplies in Traffic Safety Supplies Account No. 110-4250-433-2145.
Executive Summary
On January 8, 2009, the City Council authorized staff to establish an Adopt-A-Highway
Program to provide for volunteer litter removal along Highway111 and Highway 74
within the Palm Desert city limits. Details of the program have been reviewed and
approved by the City Attorney and the Risk Manager and are presented now for Council
approval.
The Adopt-A-Highway Program will allow interested individuals and groups to provide
litter removal services that the City would otherwise have paid for. The benefits to the
environment and to the City image will outweigh the minimal costs associated with the
provision of supplies, acknowledgement signs, and staff administrative oversight.
Therefore, approval of this program will result in a positive fiscal impact to the City.
Staff Report
Approve Adopt-A-Highway Program Criteria
November 12, 2009
Page 2 of 3
Backqround
When the City of Palm Desert assumed jurisdiction over state routes 111 and 74 in
2008, the Adopt-A-Highway agreements in existence with Caltrans became void for
those sections of highway within our city limits. In response to inquiries by volunteer
groups that had held such agreements, City Council authorized staff to create a
program to allow volunteer litter removal along these roadways.
During the subsequent design of our program, staff researched the Caltrans program
and those implemented by other California cities. The following recommendation to
Council is the result of this research and also reflects input from the City Attorney, the
Risk Manager, the Director of Public Works, and the City Traffic Engineer.
Staff hereby requests that City Council authorize the Public Works Department to
establish an Adopt-A-Highway Program using the following criteria to guide the
administration of the program:
1. The City will provide safety equipment (i.e., vests and gloves) as appropriate.
2. The City will provide litter removal supplies and tools (i.e., plastic trash bags and
trash "grabbers").
3. Volunteers will commit to a predetermined regular schedule for debris removal.
4. Filled bags will be left in designated areas for pick-up and disposal by City
personnel.
5. The City will erect courtesy signs to recognize participants for their contribution.
6. The City will provide safety orientation to one or more group leaders.
7. The volunteer group leaders will provide safety training for all other participants.
8. The Program Coordinator, in conjunction with the Risk Manager, will obtain alt
necessary agreements and waivers.
Fiscal Analvsis
The costs involved in administering this program will consist of administrative staff time,
maintenance services staff time (to manufacture and install courtesy signs and retrieve
bags of debris), and the cost of supplies and materials. Staff anticipates that the
potential cost savings in actual labor to perform litter removal will more than offset the
costs of administering the program.
Staff Report
Approve Adopt-A-Highway Program Criteria
November 12, 2009
Page3of3
Funds are available for supplies in Streets Maintenance Small Tools and Equipment
Account No. 110-4310-433-2180 and for courtesy signs in Traffic Safety Supplies
Account No. 110-4250-433-2145.
Prepared By:
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Debra H. Lee
Management Analyst
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Gary Rosenblum
Risk Manager
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P ul S. Gibson
Finance Director
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City Attorney
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RECEIVED OTHER
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Originat on File with City G'�ef�c's Oftica
�anager * Approved th� recomm�ndation, with staff �dditionally
directed to review the potential for usin.g the Recyclirx�
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Procedure
1. Obtain the application packet from the City of Palm Desert:
a. Download from www.cityofpalmdesert.org
b. Call 760-776-6450 to request by mail
c. Pick up in person at City Hall, Public Works Department
2. Complete and return the application packet and liability waivers. Indicate your
highway area of interest.
3. You will be notified when your application is approved, and you will be asked to
attend a safety training session with a City representative.
4. Upon successful completion of the safety training, you may notify the City in
writing of the date of your first clean-up event. Please allow for a 48-hour notice.
5. Pick up your safety and litter removal supplies at the Public Works Department
24-48 hours prior to your event. (You will be provided with safety vests and
gloves, litter sticks, litter grabbers, and debris bags.)
6. Report back after each clean-up event as to how much trash and debris was
collected, and whether you require a trash pick-up by the Public Works staff.
Contacts
Adopt-A-Highway Coordinator (applications, general information, road availability,
supplies, safety training, scheduling, etc.):
Debra Lee
760-776-6450
dlee@cityofpalmdesert.org
73-510 Fred Waring Drive
Palm Desert, CA 92260
Director of Public Works (alternate contact):
Mark Greenwood, P.E.
760-346-0611
Adopt-A-Highway
Program Information and
Requirements
Safety
The success of the Adopt-A-Highway Program depends on the common sense and
responsibility of its participants. Volunteers must realize they may be working in a
potentially hazardous environment and must diligently comply with all safety
requirements.
No work is to be performed until a group leader has received safety orientation by
the City and all participants have received safety training from the group leader.
All parking and traffic laws are to be observed at all times.
Walk and work facing oncoming traffic wherever possible - be alert and keep an
eye on traffic.
Use caution when crossing streets. Use crosswalks and signals where available.
Do not touch potentially hazardous or unidentifiable materials such as liquids,
powders, suspected chemicals, weapons, needles, sharp objects, car batteries or
dead animals. Report these objects to the appropriate authorities as soon as
possible.
If any item found has a strong odor, leave the area immediately and notify the
appropriate authority.
Wear safety vests, gloves, long pants and sturdy shoes or boots; wear light -
colored clothing, long-sleeved shirts, and sunscreen.
Work must be performed during daylight hours. If any condition (including
darkness) causes decreased visibility or a public hazard, work shall immediately
be discontinued.
Avoid over-exertion and drink plenty of water.
Do not consume alcohol before or during the work event.
Do not conduct work on or in the 24 hours preceding a holiday or on holiday
weekends.
Minors are not permitted to participate in the program.
Group leaders are to review safety requirements with participants at the start of
each clean-up session.
Permits and Practices
Permittee must notify the Public Works Department of their plans to conduct clean -up
activities at least two days before the event.
Changes to plans, permit provisions, or specifications must receive prior approval from
the Public Works Director or his designee.
Permit holders must notify the City of any change to permittee’s address or phone
number.
Work authorized by this permit shall begin no later than 3 0 days from the date of
issuance.
Courtesy Signs
Courtesy signs will be installed after the first successful litter removal activity has been
performed. The City will order a sign for each end of your segment.
Sign placement, size, content, location and scheduling of installation are at the sole
discretion of the City. Examples of acceptable language are the names of individuals,
families, churches, clubs, and businesses; “Friends of …,” “Family of …”, “In Mem ory of
…” or positive statements such as “Taking Pride in Palm Desert.”
The Adopt-A-Highway Program and its courtesy signs are not a forum for advertisement
or public discourse. No products, political or religious messages or slogans, phone or
fax numbers, email or website addresses, ham radio IDs, or directions will be permitted
on courtesy signs.
Signs will only be replaced if unintentionally damaged beyond repair.
Frequently Asked Questions
Who can adopt a highway segment? Individuals, non-profit organizations,
businesses, government entities, or any person or group of persons who want to take
pride in our city may adopt a segment.
How long are the highway segments? Segments are adoptable in minimum one-mile
increments whenever possible. Smaller stretches may be available on a case-by-case
basis.
What commitment does the permit require? You are agreeing to clean trash from
your segment of road a minimum of four times per year, for a minimum of two years.
However, you or the City may cancel your permit at any time you are unable to meet the
permit requirements. Permits may also be temporarily suspended due to road
conditions or other safety concerns (including weather).
Applicant Name:
Organization:
Date:
SIGNATURE PRINTED NAME PHONE
This form must be returned to the City's representative prior to participants' entry into the public right-of-way.
I do hereby release and discharge the City of Palm Desert and its officers, agents and employees from all claims, demands, and causes of action of every kind whatsoever for any damages, death, or injury which may result from
my participation in the Adopt-A-Highway program and my activities on or near the street right-of-way.
I further agree to indemnity and hold harmless the City of Palm Desert and its officers and employees from any liability for any damages, death, or injury resulting from any negligence or willful wrongdoing on my part during
my participation in the Adopt-A-Highway Program and my activities on or near the street right-of-way.
HOME ADDRESS
Adopt-A-Highway
Risk Acknowledgement and
Individual Liability Release
Pursuant to the Federal Privacy Act (P.L. 93-579) and the Information Practices Act of 1977 (Civil Code Sections 1798, et seq.), notice is hereby given for the request of personal information by this form. The requested
personal information is voluntary. The principal purpose of the voluntary information is to facilitate the processing of this form. The failure to provide all or any part of the requested information may delay processing of this
form. No disclosure of personal information will be made unless permissible under Article 6, Section 1798.24 of the IPA of 1977. Each individual has the right, upon request and proper identification, to inspect all personal
information in any record maintained on the individual by an identifying particular.
PERSONAL INFORMATION NOTICE
I, a participant and/or member of the above-named applicant to the Adopt-A-Highway Program, have read and do understand the requirements of the Adopt-A-Highway Encroachment Permit and the safety requirements
attached to that permit. I have received a safety briefing by the City's designated safety representative. I acknowledge the potentially hazardous nature of the work involved and agree to abide by the terms of the permit and all
applicable laws and regulations.
The Adopt-A-Highway Program is a partnership between the City of Palm Desert and its citizens to
provide for small debris removal over a mile or more along Highway 74 and Highway 111.
Both the City and the individuals or groups adopting the highway(s) make a commitment to each other to
perform certain activities for keeping the neighborhoods clean and safe.
The Adopter agrees to:
Remove litter and small debris along the designated section of highway a minimum of four times per year
for a minimum of two years.
Discuss safety precautions with project participants, require that participants sign in for each clean-up
event, and assure that all borrowed equipment and unused supplies are returned to the Adopt-A-Highway
Program Coordinator following the completion of each event.
Assure that all participants are responsible individuals aged 18 years or older.
Notify the City 48 hours prior to each clean-up event unless other arrangements have been made.
Adhere to all safety guidelines provided, including the avoidance of potentially hazardous items (i.e., heavy
objects, syringes, needles, used condoms, animal bodies, unidentified liquids, etc.).
The City agrees to:
Furnish safety and operating supplies (safety vests, gloves, litter bags, litter sticks and grabbers) and to
make arrangements for free removal and disposal of litter from the project site.
Furnish and install up to two Adopt-A-Highway courtesy signs (one for each direction of traffic) with the
Adopter’s name on each sign, after the first clean-up has been completed.
By:
Adopter Date
By:
City of Palm Desert Date
Adopt-A-Highway
Statement of Commitment
I have read and reviewed this agreement and understand the terms of our participation.
The undersigned agrees that the work will be done in accordance with the City of Palm
Desert rules and regulations and participation is subject to inspection and approval.
City of
Palm Desert
Your Name
Here
Adopt-A-Highway