Project Description
The City of Santa Clarita used their grant funds for three programs
to encourage and promote reuse: (1) An upgrade to the Santa Clarita Valley
Swap (SCVS), a basic waste exchange of wanted and available materials; (2) A
food waste donation program connecting the local Food Pantry, Santa Clarita
Valley Senior Center, and FOOD Share with local restaurants and other food
service businesses to donate edible food that would otherwise be discarded;
and, (3) An Art Corner program to create arts and crafts from secondhand
materials that are packaged and sold at local thrift stores. Local
artists, crafters, students, teachers, and volunteers ran workshops for
teachers and other interested participants on the use of the packaged
supplies and on how to purchase the packages for classroom and other
projects.
The steps required to accomplish their project are as follows:
In the work plan submitted to the CIWMB, there were 34 tasks to be
completed in four major categories—food donation program, waste
exchange program, art corner program and administration. Here is the current
progress made on the project tasks:
Task 1: MOU or LOA with Nonprofits. (Match)
Staff met with the Single Mother's Outreach director. Although their storage
and processing area is extremely limited, some food that can be frozen may
be able to be utilized. Staff sent out letters to the Food Pantry, Boys and
Girls Clubs and the Single Mother's Outreach for their approval of donation
language. Staff has received word back from Food Pantry and Single Mother's
Outreach. Staff have not, unfortunately, heard from the Boys and Girls Club.
Additional and more direct follow up will be needed. Task 1 is 15 percent
complete.
Task 2: Maintain Advertisements of Wanted Materials on SWAP.
This project will be started upon completion of the contract in Task 1.
Staff anticipates completion by January 2005.
Task 2 is 0 percent complete.
Task 3: Develop SWAP Advertisements and Press Releases.
Staff has initiated this task in light of the contract with Genacom for the
SWAP site. Press releases for the SWAP site are anticipated for the post
holiday season. Staff anticipates proceeding with Tasks 5 and 6 eminently.
Advertisements will be completed as part of Tasks 5 and 6, while the press
release will be developed by staff. Staff will obtain venues for the
advertisements. This Task will be initiated in late December 2004/January
2005. Task 3 is five percent complete.
Task 4: Develop Advertisements and Press Releases for Restaurant
Outreach.
Staff has initiated this task in light of the contract with Genacom for the
SWAP site. Press releases for the SWAP site are anticipated for the post
holiday season. Staff anticipates proceeding with Tasks 5 and 6 eminently.
Advertisements will be completed as part of Tasks 5 and 6, while the press
release will be developed by staff. Staff will obtain venues for the
advertisements. This Task will be initiated in late December 2004/January
2005. Task 4 is five percent complete.
Task 5: Design, Edit and Proof SWAP Outreach.
Staff will work with local designers to create a coordinated look, including
brochures, electronic images and print ads for the SWAP site. This will
include a new look for the brochures and coordination with the contract work
in Task 1. Staff will review the text for errors. Staff will send the draft
product to the CIWMB Grant Manager for review and approval. Upon completion,
the project will move to Tasks 9 and 11, as well as be included on the
City's Web site. Task 5 is 0 percent complete.
Task 6: Design, Edit and Proof Restaurant Outreach.
Staff will work with local designers to create a coordinated look, including
brochures, electronic images and print ads for the restaurant food donation
program. This will include a new look for the brochures and coordination
with the contract work in Task 1. Staff will review the text for errors.
Staff will send the draft product to the CIWMB Grant Manager for review and
approval. Upon completion, the project will move to Tasks 10 and 12, as well
as be included on the City's Web site. Task 6 is 0 percent complete.
Task 7: Work with Technology Services Division and Contractor to
Upgrade Database to Include New Categories and Notification System. (Match)
Staff is nearing completion of this task. In June 2004, City staff had a
kick off meeting with Genacom to establish points of communication, needs,
and other contract issues. Staff provided Genacom with some details
necessary to complete the work. From July until September 2004, the majority
of the work involved staff review of the site Genacom had developed,
providing Genacom with comments and questions, and then reviewing the site
again. City staff and Genacom had a mini training session via phone on the
administration of the site. There were some difficulties transferring the
site from the contractor's server to the City’s server. In addition, the
City technology staff had security concerns that needed to be addressed.
Finally, some data was lost in the transfer, requiring a special procedure
to get all the missing data into the City's site. Most of the delays were
from miscommunication; there was some miscommunication between the
contractor and the City in regards to future site maintenance. The City does
not have a budget to pay a contractor to maintain the site remotely. The
contractor felt that, as one of the optional tasks in the contract, the City
had committed to the Contractor hosting the site. This misunderstanding has
been clarified, and the site is now at the City's server. Staff needs to
clean up the "mock" data that was posted to the system, ensure the correct
text is on the project descriptions, and then post the site for public
access. Task 7 is 90 percent complete.
Task 8: Develop Mailing List for Hard Copy Outreach.
As a part of the City's outreach to the community, staff will provide an
option for those people who do not have computer access and require printed
copies of the SWAP items. Staff will add addresses to the mailing list only
upon request to reduce junk mail. Potential people on this list may include
seniors, construction sites, and low income community members. It is
anticipated this task would begin upon completion of Task 11. Task 8 is 0
percent complete.
Task 9: Spanish Translation of SWAP Ads and Outreach.
This task will be completed upon completion of Task 5. Task 9 is 0 percent
complete.
Task 10: Spanish Translation of Restaurant Ads and Outreach.
This task will be completed upon completion of Task 6. Task 10 is 0 percent
complete.
Task 11: Print SWAP Outreach Development and Flyers.
This task will be completed upon completion of Task 9. Task 11 is 0 percent
complete.
Task 12: Print Restaurant Outreach.
This task will be completed upon completion of Task 10. Task 12 is 0 percent
complete.
Task 13: Promote Volunteers through City Resource Center/ServSafe
Training
This task is part of the promotion of the program that will occur in tandem
with other volunteer efforts. Some of the food needing organizations have
existing volunteer networks and employees who can pick up food. Upon
identification of the appropriate volunteers, staff will coordinate ServSafe
training. Food Share, a Ventura County food pantry, has access to a low cost
ServSafe trainer. Staff will approach that organization to coordinate the
appropriate training. Task 13 is one percent complete.
Task 14: Restaurant Program Refrigerator and Food Storage.
Upon signing the MOU with the appropriate agencies, a final determination of
which organization will get the refrigerator will be established. Currently,
both the Food Pantry and Single Mother's Outreach are the groups with the
greatest need. However, it is unclear if they will be the greatest food
users. If more freezing capability was provided to these organizations, they
would probably be able to use more food. In all likelihood this will be the
organization that receives the refrigerator/freezer. However, the Boys and
Girls Clubs also have need, although they would likely have their children
consume most of the food the same day it was donated. Staff will likely
request a budget change using the savings from the contracting in Task 7 to
purchase additional refrigeration. This will be decided upon completion of
Task 1. Task 14 is five percent complete.
Task 15: Mail SWAP Flyers.
This task will be initiated upon completion of Tasks 8 and 11. Task 15 is 0
percent complete.
Task 16: Presentation Art Corner Project to Art Alliance Council;
Network with Contacts. (Match)
The two local art councils were made aware of the art corner project. A
member of the council who is also a writer for The Signal, the local paper,
wrote a story regarding the Reuse Grant and the Art Corner project. There is
significant interest in the art corner project, and staff may consider
moving forward more quickly with the art corner project, and slow down the
timeline for the food donation project. Task 16 is five percent complete.
Task 17: SWAP Outreach to Haulers, Construction Sites, Etc.
One of the most cost effective ways to outreach regarding SWAP is through
site visits. The City recently hired a new exclusive franchise hauler for
the commercial sector. That group will perform waste audits of commercial
waste streams. In addition, staff inspects construction sites for erosion
control regularly. It is anticipated that staff will distribute the
developed outreach materials through these site visits and inspections. City
staff has been made aware of the SWAP program. This task will be initiated
upon completion of Task 11. Task 17 is one percent complete.
Task 18: Distribute Restaurant Ads to Restaurants.
One of the most cost effective ways to outreach regarding SWAP is through
site visits. The City staff performs storm water inspections at restaurants
regularly. It is anticipated that staff will distribute the developed
outreach materials through these site visits and inspections. This task will
be initiated upon completion of Task 12. Task 18 is 0 percent complete.
Task 19: Outreach and Presentations to Valencia Industrial Association
and Chamber of Commerce. (Match)
The local Chamber of Commerce reinstituted their Environmental Committee.
Staff from the Environmental Services Division regularly participate in the
Committee meetings. The concept of the SWAP site has been presented to this
group. Once the brochures and website are complete, staff will request the
information be included in the Chamber of Commerce newsletter and announced
or presented to the Valencia Industrial Association. Task 19 is ten percent
complete.
Task 20: Maintain List of Donor Restaurants and Quantities of Food.
Upon completion of the SWAP site, this will be initiated. Task 20 is 0
percent complete.
Task 21: Forward (Coordinate) Restaurant Inquiries to Food Needing
Agencies.
Upon completion of the SWAP site, this will be initiated. Task 21 is 0
percent complete.
Task 22: Monthly Advertisement of Restaurant Food Donation Program.
Staff will initiate this task when Task 12 is complete. Task 22 is 0 percent
complete.
Task 23: SWAP Upgrades with Contractor.
This task will be completed as part of Task 7. Task 23 is 0 percent
complete.
Task 24: Maintenance of SWAP Web Page.
Technology Services Division will assist Environmental Services Division
staff in this effort upon completion of Tasks 7 and 23. As discussed in Task
7, the City will maintain the site. Task 24 is 0 percent complete.
Task 25: Post Upgraded Database.
This task will be completed as part of Task 7. Task 25 is 0 percent
complete.
Task 26: Disseminate Food Upon Restaurant Participation.
Staff anticipates completing this task soon after completion of Task 18.
Task 26 is 0 percent complete.
Task 27: Report Pounds of Food Collected.
As a part of Tasks 1 and 13, this information should be submitted. Task 27
is 0 percent complete.
Task 28: Assess and Select Art Corner Thrift Store.
This task may be initiated by Summer 2004 depending on the SWAP site
completion date and staff availability. However, staff will not be limited
to thrift stores. The local art community and art colleges may be better
sites for this project. Task 28 is 0 percent complete.
Task 29: Set Up Spaces, Distribution and Tracking System.
This task may be initiated by Summer 2004 depending on the SWAP site
completion date and staff availability. Task 29 is 0 percent complete.
Task 30: Materials and Supplies for Art Corner.
This task may be initiated by Spring 2005 depending on the SWAP site
completion date, SWAP utilization rates and staff availability. Task 30 is 0
percent complete.
Task 31: Workshops for Art Corner Projects.
This task will be initiated upon completion of Tasks 28, 29 and 30. Task 31
is 0 percent complete.
Task 32: Develop User Database for Art Corner Outreach.
Upon completion of Task 7, staff should be able to complete this task. Task
32 is 0 percent complete.
Task 33: Establish Awards Program for Restaurant and Waste Exchange
Donors.
Staff anticipates this award in April 2005 to correspond with Earth Day.
Staff may also wish to correspond the award with any WRAP award winner. Task
33 is 0 percent complete.
Task 34: Coordinate SWAP Outreach During Commercial Waste Audits.
One of the most cost effective ways to outreach regarding SWAP is through
site visits. The City recently hired a new exclusive franchise hauler for
the commercial sector. That group will perform waste audits of commercial
waste streams. It is anticipated that staff will distribute the developed
outreach materials through these site visits. This task will be initiated
upon completion of Task 11. Task 34 is 0 percent complete.
Task 35: Quarterly Report to CIWMB. (Match)
Staff is providing this quarterly report to the CIWMB. Task 35 is 20 percent
complete.
Task 36: Staff Coordination Meetings as Necessary. (Match)
The Environmental Services Division has coordinated with the Community
Services Division, Technology Services Division and other departments, as
required. In particular, the SWAP project has been reviewed by both
Technology Services and Purchasing Divisions. Technology Services Division
staff will help manage the SWAP project. Task 36 is five percent complete.
Submitted by Travis Lange, Environmental Services Division Manager
November 30, 2004
*Permission was obtained from grant recipient to publish project profile.
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