Gate Fee Training

1
Gate Fee Training
Welcome to the Office Staff Training
This module focuses on Disposal
Reporting System (DRS) and Riverside County Waste
Management Gate Fee Office Staff
responsibilities according to the regulations.
2
The Riverside County Waste Management (RCWM)
Gate Fee Main Office Staff

• RCWM gate fee main
• office staff is the local
• entity responsible for
• compiling the disposal
• information received
• from the gate services
• assistant (gsas) and
• haulers.

3
Calculating Diversion Rates
Diversion rates are estimated each year by
subtracting disposal from generation.
Generation is estimated through generation
studies and disposal data is from the Disposal
Reporting System. Base year generation is
adjusted for changes in population and economics
before subtracting the reporting year disposal
amounts to estimate the reporting year diversion
rate.
4
Daily Tracking vs. Quarterly Reporting

• Daily tracking means determining where the waste
  is from and tons and maintaining these records
  for audits.
• Quarterly reporting means compiling information
  on where the waste is from and tons gathered
  through tracking during the quarter reporting
  the quarterly totals allocated to each city and
  county.
• It is important to understand the difference
  between daily tracking of
• information and quarterly reporting of summary
  information.
• Daily tracking, for the purposes of DRS, means to
  collect information on where the
• waste is from and tonnage information as set in
  the regulations and described in this
• training.
• Quarterly reporting, for the purposes of DRS,
  means to compile the daily information on where
  the waste is from and tonnage gathered through
  the quarter and report the quarterly totals
  allocated to each city and county. Quarterly
  information is also sent to the county.

5
Reporting Requirements for All Entities
6
Reporting Requirements continued

• Revised Disposal Reporting System regulations
  became effective
• January 1, 2006.
• The original DRS reporting requirements that
  remain in effect for
• all entities, the revised requirements and the
  different roles of each
• entity and why obtaining the correct information
  from the haulers
• is critical.
• These entities include
• Haulers, Facilities, Agencies/Counties/Jurisdicti
  ons and the California Integrated Waste
  Management Board (CIWMB).

7
Reporting Requirements for Haulers
8
Requirements for Haulers continued

• Reporting requirements for haulers prior to
  January 1, 2006
• that remain in effect.
• Haulers are required to identify the city or
  county where the waste is from.
• The data is used to determine the amount of waste
  to allocate to each city
• and county for the entire quarter. That
  information is provided to landfills,
• transformation facilities, transfer stations and
  material recovery facilities.
• Also, each quarter a public contract hauler who
  exports waste out of
• California, must prepare a report on the tons of
  exported waste and where
• the waste is from and provide it to counties and
  RCWM gate fee main office.

9
Reporting Requirements for
Landfills/Transformation Facilities
10
Requirements for Landfills/Transformation
Facilities continued

• Reporting requirements for Landfills/Transformatio
  n facilities
• prior to January 1, 2006 that remain in effect.
• Transfer stations are required to collect
  information on where each load of waste
• is from and to provide total tons and origin
  allocations to landfills and
• transformation facilities.
• Also, transfer stations must report quarterly to
  counties and RCWM gate fee
• main office information on amounts of waste
  exported out of state and where
• the waste came from.
• Landfills and transformation facilities must
  collect information on where each
• load of waste is from during the survey period
  and provide total tons and origin
• allocations to counties and RCWM gate fee main
  office.

11
Reporting Requirements for Counties/Jurisdictions
The reporting requirements for counties/jurisdicti
ons prior to January 1, 2006 that remain in
effect. Counties and RCWM gate fee main office
must submit quarterly disposal summaries to
jurisdictions. Jurisdictions then use these
quarterly disposal summaries to show their
diversion progress when submitting their annual
report to the CIWMB.
12
Revised Reporting Requirements for Haulers
Landfills/Transformation Facilities -continued
13
Revised Requirements for Haulers
Landfills/Transformation Facilities -continued

• Revised reporting requirements as of January 1,
  2006 involve haulers,
• landfills/transformation facilities, RCWM gate
  fee main office.
• For haulers In addition to reporting the tons of
  exported waste and where the waste is from and
  providing the information to counties and
  regional agencies, they must also send the
  information to jurisdictions, upon request.
• For landfills and transformation facilities In
  addition to collecting information on where
• each load of waste is from during the survey
  period and providing total tons and origin
  allocations to counties and regional agencies,
  they must also send the information to
  jurisdictions, upon request.
• For transfer stations and materials recovery
  facilities In addition to reporting to counties
  and regional agencies the tons of waste exported
  out of state and where the waste is from,
  transfer stations and materials recovery
  facilities must also send the information to
  jurisdictions, Upon request.
• All facilities must submit an annual report of
  disposal facility methods to the county or
• regional agency in which they are located.
• For counties Each county must forward a copy of
  the annual reports of disposal reporting
• methods received from each facility to the Board.

14
Revised Who Reports in the Disposal Reporting
System Chart
15
Revised Who Reports in the Disposal
Reporting System continued

• The frequency for collecting information on where
  the waste is
• from was changed in the regulation revisions that
  became
• effective January 1, 2006.
• Information on where the waste is from determined
  by public
• contract haulers must be based on dispatcher
  records or hauling
• routes, billing or other relevant records. Access
  to records must
• be provided to affected parties.

16
What is disposal?
Disposal equals all tons disposed at
CIWMB-permitted solid waste landfill, which
includes all tons disposed, all tons transformed
at CIWMB permitted transformation facilities, and
all tons exported for disposal out of state.
17
The Disposal Reporting System

• Waste Origin
• Jurisdiction-of-origin
• GSAs sends information to RCWM Main Office
• Export Reported
• RCWM Main Office sends Disposal Report to CIWMB
• and Jurisdictions

18
The Disposal Reporting System continued

• GSAs are required to perform jurisdiction-of-orig
  in surveys to collect
• information on where the waste, disposed at the
  landfill, is from.
• At the end of each quarter, the gsas send
  summary reports to the RCWM gate fee
• main office to produce the countywide disposal
  report that is sent to the CIWMB
• and affected jurisdictions.
• Public contract haulers and transfer stations are
  required to report to the RCWM
• gate fee main office all waste amounts exported
  and disposed from each jurisdiction
• since that waste does not get captured at a
  CIWMB-permitted disposal landfill.
• RCWM gate fee office staff gathers information on
  waste received, waste disposed,
• alternative daily cover, alternative intermediate
  cover, and beneficial reuse and
• reports it to the CIWMB and to all jurisdictions
  that disposed waste within their
• county or region.

19
What is a Quarterly Disposal Report?

• ?? A Quarterly Disposal Report includes
• Summary Information
• Name and Solid Waste Information System Number
• Reporting Quarter and Year
• Summary Data
• Landfills Transformation Facilities
• ?? Total tons of solid waste accepted, excluding
  soil received and used onsite
• ?? Total tons of solid waste sent off-site for
  reuse, recycling or composting
• ?? Total tons of solid waste disposed/transformed
  at facility

20
What is a Quarterly Disposal Report?
continued

• RCWM gate fee quarterly disposal report to the
  CIWMB and
• jurisdictions includes Summary information,
  summary data, and tons by
• each jurisdiction of origin.
• Summary information consists of the name, SWIS
  number and reporting quarter and year.
• Include the following summary information for
  landfills and
• transformation facilities in Riverside county or
  region
• 1. Total tons of solid waste accepted, excluding
  soil received and used onsite.
• 2. Total tons of solid waste sent off-site for
  reuse, recycling or composting.
• 3. Total tons of solid waste disposed/transformed
  at facility.

21
What is a Quarterly Disposal Report? continued

• ?? Summary Data (contd)
• Landfills Only
• Total tons of soil accepted and used onsite
• Estimated in-place density achieved (lb./cu.yd.)
  estimated waste-to-cover ratio
• used at landfill, OR airspace utilization
  factor (tons/cu.yd.)
• Total tons reported to Board of Equalization
• Total tons of solid waste reused onsite for
• Alternative daily cover, by material type
• Alternative intermediate cover, by material type
• Other beneficial reuse by material type
• Transformation Facilities Only
• For transformation facilities only tons of
  untreated ash

22
Quarterly Reporting for Landfills

• For landfills only, include
• 1) Total tons of soil accepted and used onsite.
• 2) Either the estimated in-place density achieved
  by tonnage and the estimated
• waste-to-cover ratio used at the landfill or
  the airspace utilization.
• 3) The total tons reported to BOE.
• 4) The total tons of solid waste reused onsite
  for ADC by material type, AIC by material type
  and other beneficial reuse by material type.
• For transformation facilities only, include tons
  of untreated ash resulting from the
  transformation process.

23
Quarterly Reporting for Tons

• ?? Tons by each jurisdiction of origin
• Tons of all solid waste all materials
  accepted at the facility,
• excluding soil used onsite
• ?? Tons reused onsite as
• Alternative daily cover, listed by material type
• Alternative intermediate cover, listed by
  material type
• Tons host assigned by jurisdiction-of-origin
• For stations public contract haulers tons of
  exported waste and disposal site name and
  location

24
Quarterly Reporting for Tons continued

• For the tons by each jurisdiction of origin
  section, report
• 1. Tons of all solid waste and all materials
  accepted at the facility, excluding soil
• used onsite.
• 2. Tons of alternative daily cover and
  alternative intermediate cover, listed by
  material type.
• 3. Tons assigned to the host jurisdiction of a
  facility. This is waste for which the
• jurisdiction of origin was not provided to
  the facility. A host jurisdiction has the
• opportunity to address the host assigned
  tonnage in the annual report to the
• Board.
• 4. And for stations and public contract haulers,
  include tons of exported waste from
• each jurisdiction, as well as the disposal
  site name and location.

25
Quarterly Report Submittals

• Quarterly disposal information is sent to RCWM
• Gate Fee Main Office and to jurisdiction(s) as
  requested.
• Quarterly information is due by
• June 15 for first quarter report
• September 15 for second quarter report
• December 15 for third quarter report
• March 15 (of the next calendar year) for fourth
  quarter report
• If a jurisdiction requests information of the
  previous year, RCWM gate fee main office should
  provide the jurisdiction quarterly information by
  these due dates.

26
Amended Disposal Reports

• What should be done when an RCWM receives amended
  disposal information?
• Jurisdictions may use amended data in their
  annual reports.
• Deadline for submitting amended reports for a
  report year May 15 for the previous year.
• If RCWM receives amended disposal information
  from a landfill or
• transformation station or amended export
  information hauler, RCWM must send
• CIWMB and each affected jurisdiction an amended
  report for each affected
• quarter once per quarter, as applicable.
• The final deadline for submitting revisions for a
  report year data is
• May 15 for the previous year.
• After the CIWMB finalizes the DRS data for
  posting on the web, no additional
• changes will be made in the states database.
• However, jurisdictions may use updated disposal
  information they
• receive after the May 15 deadline in their annual
  reports.

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Disposal Report Records

• Must be kept for 3 years
• Documentation to verify city and county
  allocations, for example
• Route/billing information (from hauling company)
• Multi-part tickets
• Electronic data files

Documentation must be maintained that verifies
waste assigned to each city and county. For
example A landfill or waste-to-energy facility
might have route or billing information received
from the hauling company, and/or copies of
multi-part tickets, and/or electronic data files.
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Records Inspection/Review

• Landfills and RCWM must allow representatives of
  city, county, operator CIWMB to inspect records
• Landfills and RCWM can only inspect records
  relating to their own operations
• Landfills and RCWM must respond to written
  requests within 10 days
• No more than 14 additional days (if necessary)
• Fees may be charged to cover cost of copies
• Landfills and RCWM may request CIWMB to determine
  proprietary information review

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Potential Compliance Issues

• Record keeping, Access to records
• Origin information, Export information
• Information not submitted (or not submitted in
  timely manner)

• Types of Compliance issues that could arise
  include
• Insufficient record keeping Failure to keep
  records and maintain them for three (3) years is
  a potential compliance issue.
• 2. Inadequate access to records for inspection
  Without access to the data in the disposal
  records, the affected parties would not be able
  to investigate the accuracy of the disposal
  information.
• 3. Inaccurate information on where the waste is
  from Information on where the waste is from must
  be used by cities and unincorporated counties to
  determine their diversion rate compliance with
  the law. For example, failure to provide export
  information may lead to inaccurate waste disposal
  information.
• Information that is necessary to assess accuracy
  of the origin information must
• be submitted in a timely manner. Failure to do
  so could lead to inaccuracies in the data.

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What is an Annual Methods Report?

• ?? Annual Methods Report
• RCWM Gate Fee Main Office shall forward annual
  reports on
• disposal reporting methods to CIWMB maintain
  copies of the
• records
• The annual report shall cover periods beginning
  January 1 and
• ending December 31, 2006
• Annual report shall include information for each
  landfill and/or
• transformation facility in the regulations.
• RCWM gate fee office forwards to the
  CIWMB, the annual reports on disposal
• reporting methods from each solid waste
  landfill in Riverside County.
• Be sure to maintain copies
  for your records.
• The landfills annual report shall cover
  each year beginning on January 1 and
• ending on December 31.
• The annual methods report includes
  information on DRS methods as
• described for each landfill, and
  transformation station in the regulations.

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Tools Where to Go for More Information
32
Tools Where to Go for More Information -
continued
33
In DRS, Accuracy is the Best Policy

• Various cities and counties within the State of
  California use the DRS information to calculate
  their recycling rates
• Accurate city and county waste disposal
  information is critical
• Riverside County Waste Management Gate Fee
• training guide focuses on getting accurate
  information
• This concludes the Gate Fee Office training
  module
• of the Disposal Reporting System
  Training.