REAP2 Mentorship Toolkit A Resource for Organizations to Learn From Peer Experts in e-Waste Program Design and Implementation.

The Partnerships REAP2 The Recycling Electronics and Pollution Prevention (REAP2) Program is a forward-looking project aiming to build a waste electronics handling campus to serve Michigan and the Midwest. It is a joint effort by a team of public and private sector partners, and was initiated by the Oakland County government.

REAP2 Municipal Consortium & MRC The Michigan Recycling Coalition (MRC) coordinates the REAP2 Municipal Consortium, creating a statewide network for municipal collection programs. Municipalities and non-profit organizations are primary partners in formulating and disseminating best practices for e-waste disposal, and in the coordinated collection of e-waste from households and small businesses.

Michigan Department of Environmental Quality DEQ has provided grant funding to support the REAP2 initiative by characterizing e-waste, and establishing pilot collections and best management practices.

Oakland County County Executive L. Brooks Patterson has made the REAP2 project a pillar of Oakland County’s technology initiatives, and has provided funding. The Oakland County Community & Economic Development Department and the Waste Resource Management Division are leading the effort to recruit waste handlers and are implementing this innovative project to establish Michigan’s e-cycling infrastructure.

REAP2 Municipal Consortium REAP2 - Recycling Electronics and Pollution Prevention - is a forward-looking project developing a private sector electronics recycling infrastructure in Oakland County, Michigan. A joint effort by a team of public and private sector partners. REAP2 was initiated in 2000 by Oakland County government and Automation Alley, the Midwest’s premiere consortium of high-technology businesses. The Michigan Department of Environmental Quality has provided significant grant, staff, and in-kind support. REAP2 will help both businesses and public bodies reduce and prevent pollution by ensuring best-cost and best-practices handling of e-waste - waste electronic and electrical equipment - creating a profitable e-waste recycling infrastructure, and aiding in the development of source reduction methods. A component of the larger initiative, the REAP2 Municipal Consortium was initiated by Oakland County as an ongoing task force representing municipal generators. Consortium members have met monthly since March of 2002 to formulate and disseminate best-management practices for e-waste collection. As a testament to its success, the Consortium is now a body of more than 50 government and non-profit members representing 70% of the State’s population. The group performs several functions vital to the recruitment and future functioning of the Electronics Handling Campus - a high-tech infrastructure for collecting, processing, and recycling e-waste. These functions include: • Manage collection and disposal of consumer e-waste • Adopt standards for data collection and reporting • Assess municipal program costs relevant to program

implementation and the collection, transportation, processing, and recycling of e-waste

• Evaluate different collection and processing models • Identify infrastructure needs, including consolidation and pre-

processing options • Identify collaborative opportunities among Consortium

members and other organizations In the last year, 12 Consortium partners have sponsored collection programs ranging from one-day collection events to ongoing, permanent drop-off programs. Information is still being compiled on the amounts and types of materials collected through these programs. Consortium members are developing data standards to facilitate future information sharing. Initially, it is estimated that 25,000 units of e-waste weighing an estimated 750,000 lbs. was collected in 2002.

Mentorship Program The Mentorship Program is designed to help new community collection operators learn from the experience of mature programs. The Mentorship Program is made up of three easy steps: Design, Sell, and Implement. Having a mentor will make starting your own program easy. A mentor can be a role model for how to hold a successful e-waste collection, give suggestions, and help you determine what works best for your community.

DESIGN - Getting with the program The first step in being mentored is to get involved with the REAP2 Municipal Consortium. Next, you’ll need to decide what type of program best fits your needs and choose a mentor - look at the e-Waste Program Summary on the next page of this brochure. With the help of your mentor, you can then begin the design of your e-waste program.

SELL - Making your case for a program Once you design your program you’ll need to sell it to your boss. Use tips discussed in this section to develop an effective presentation to your municipal board or organization administrator. Once you get the go-ahead, move on to the final step - implementation!

IMPLEMENT - Having a successful program Using the resources available through the REAP2 program, ensuring your own program’s success is simple!

Don’t Forget the Resources The “e-Waste How-to-Guide: Implementing an Effective Municipal Collection Using Best Practices” is a practical resource for municipalities and organizations considering the creation or expansion of e-waste collection programs. This comprehensive guidebook contains information planners need to know to implement successful programs.

An Instant e-Waste Program Don’t have time or budget for a comprehensive e-waste program? That’s OK. The Cellular Contribution Program is what you have been waiting for! This program is easy, cost-free, and can be started without going through the full Mentorship Program. The Cellular Contribution Program can also be added to an existing e-waste program with the same easy, cost-free benefits. The Cellular Contribution Program is a new and exciting environmental initiative, sponsored by REAP2, to benefit the Michigan Recycling Coalition (MRC). It focuses on recycling used cellular phones and aims to clean up a hazardous electronic waste that threatens our environment, while benefiting local communities. The goal of this program is to recycle used cellular phones that are stockpiled in desk drawers and storage rooms. The recycling will take place in one of two ways. A working phone will be refurbished and re-introduced in an emerging market such as rural China, India, Latin America or Russia. A non-working phone will be recycled by REAP2 partners, always in compliance with state and federal regulations, but more importantly– maintaining high environmental standards. Either way, the phones are being recycled or reused in a responsible manner. Each cell phone collected through this program will result in a monetary donation to your municipality’s recycling program (or your favorite charity) and the MRC. This program will clean up the environment and raise money for a worthy cause, while helping you dispose of your community’s unwanted e-waste. And it can grow to include the business and non-profit sectors in your area. Once your municipality has a Cellular Contribution Program established, you can partner with other organizations within your community. The organizations can help collect cellular phones for your municipality’s recycling program or the charity of your choice. Everyone benefits! There’s even information online! Find everything you need at www.charitablerecycling.com. There is a step-by-step web page just for Municipal Consortium members! The password is “recycle.” Online, you can get the registration form, pre-paid shipping labels, tax-donation receipts.

The Cellular Contribution Program makes it easy to dispose of your old cell phones in an environmentally safe manner while supporting recycling in Michigan and your community– and even creates revenues for worthy causes.

Getting involved is easy! First begin collecting used cellular phones along with your standard accepted e-waste. Then simply box up the phones and ship them. All promotional materials are available on a CD starter kit, including an easy Step-by-Step guide, Registration Form and promotional materials like a sample press release, public service announcement and a flyer - plus you’ll receive the complete operational guidelines for the program. Contact Lani Morgan to get your copy of the starter kit today! To get involved, contact: Lani Morgan, REAP2 Project Manager Oakland County Waste Resource Management (248) 858-2071 morganl@co.oakland.mi.us

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3. How will I staff my collection? The following are tasks your staff may need to do: q Directing traffic flow q Helping participants unload q Sorting, stacking, labeling e-waste by type q Surveying, educating participants q Recording data about what is received q Setting up and cleaning up 4. Who will participate? The following can be used as

participation restrictions: q Residents versus non-residents q Residential versus business participation (see Section 7 on Regulations) q Limit on number of items per participant q Limit on weight brought in per participant q Prohibited items

Needs Assessment Checklist 1. What type of Collection should I have? Advantages

and disadvantages of each are listed in your How-to-Guide.

q Drop-off - Permanent - Periodic/special event - Combined

q Curbside - Recycling routes - Bulky item/on-call pick-up

2. What types of e-waste will I collect?

Check out the How-to-Guide in The Materials Management section under the Selecting Materials to Collect.

Collection Drop Offs can range from year round programs to one-day special events.

Curbside Collections incorporate e-waste into their regular recycling/trash routes.

Combined Collections include an e-waste drop off with a HHW collection event..

5. How do I charge by units or collect donations? Check out the How-to-Guide under the Program

Revenues section. 6. What does my site need? The following is a list of things to

think about when creating your site: q Site should be familiar/convenient location q Allow ample space for cars q Plan to have access for semi-triler staging q Consider providing a covered area or tent q Provide a phone and restroom facilities

7. What sort of supplies and equipment might I need?

Check out the How-to-Guide in the Program Design section under Supplies and Equipment Checklist.

Design the Program

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Do Your Homework • Prepare necessary information including explanation of

e-waste and its challenges, including budget, staffing, potential funding sources, and sites.

• Prepare a list of potential sites and vendors. • Have copies of all materials you will be using. • Borrow the BAN video from the REAP2 Consortium to

educate members on the hazards of e-waste. This is a 4 minute video about dangers of exporting w-waste to foreign countries as well as the benefits of REAP2.

• Have regulations & liability information available, using How-to-Guide materials.

• Prepare a costs analysis for the program you think is best for your community.

Rally Support • Organize key supporters to attend council meeting (e.g.

environmental groups, watershed council, local waste haulers, neighborhood organizations, and schools).

• Organize potential funders/in-kind donors to attend meeting (e.g. businesses, churches, service clubs, environmental groups).

• Invite potential host sites to attend council meeting (school administrators, businesses).

• Prepare ghost letters of support for key supporters, potential funders and potential site hosts.

• Talk to individual council members ahead of time.

Make Your Case • Describe a typical collection day, using How-to-Guide

materials. • Remember to ask council members and attendees for their

support at the conclusion of your presentation. • Identify a clear path of next steps for approvals and

implementation. • Follow up with thanks.

Sell the Program Sell the Program to your municipal board or organization administrator. Setting Program Goals

A good place to start program planning is to establish goals or a “purpose” for e-waste collection. Understanding program direction and the reasons for having a program, will help dictate what types of materials are collected, what the reach of the program is and ultimately, how materials are recycled. A range of goals are suggested here:

• Increase diversion of solid waste • Remove toxics/heavy metals from the waste stream • Respond to public demand • Add your own goals

Complete the Needs Assessment Checklist and Apply the Findings to Your Collection

Design the Program Choose a Mentor from the e-Waste Program Summary

How Can I Get Mentored?

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How To Have a Successful Collection

Program success begins with a strong commitment, and several other key factors: • Active promotion • Convenient, accessible locations • Realistic recovery expectations based on material specifications • Adequate staffing • Dedicated budget • Good vendor relationship • Adequate planning time and resources

Planning Do’s and Don’ts This is a brief outline of things to remember. See the How-to-Guide for more information.

- DO Plan for Peak Times • Arrange for extra staff • Create different lanes and/or unloading “zones” according to amount and material • Assign staff to distribute surveys to cars waiting in the “queue”

- DO Plan differently for Combined Events • When setting up collection queue, establish a staging area

for off-loading bulky items first and minimize accidents • Be prepared to accommodate increased traffic, volume

- DON’T Skimp on Labor Needs • Recruit and train enough volunteers and staff • Solicit volunteer assistance from sponsors • Clarify in advance vendor services around staging, loading

Once you have established a collection, continue your involvement in the REAP2 Municipal Consortium, by providing updates on your program - the Consortium provides a network of support for all its members. By meeting each month, members get a chance to ask questions, share experiences, and give suggestions. With a support structure in place, there is always someone to call if you need help.

Become a Member of the REAP2 Municipal Consortium. Contact:

Mentor Program Type Region Served

Mike Csapo, General Manager RRRASOC (248) 208-2270 rrrasoc@aol.com

• Curbside • Combined with other HHW event • Periodic drop-off

South Oakland County

Amy Shindorf, Resource Recovery Director Isabella County Department of Public Works (989) 773-9631 isarecycling@voyager.net

• Permanent drop-off Isabella County

Don Pyle Delta County Solid Waste Management Authority (906) 586-9056 dswma@up.net

• Permanent drop-off Delta County

Patty O’Donnell, Environmental Stewardship Director Grand Traverse Band of Chippewa Indians (231) 271-7368 pattyo@gtbindians.com

• Periodic drop-off • Combined with other HHW events

Grand Traverse Band of Indians Chippewa Reser-vation

Jeff Krcmarik, Solid Waste Coordinator Washtenaw County (734) 222-6865 krcmarij@co.washtenaw.mi.us

• Permanent drop-off Washtenaw County

Lori Miller, Assistant Recycling City of Lansing Waste Reduction Services (517) 483-4599 lthomas@ci.lansing.mi.us

• Periodic drop-off City of Lansing

Lani Morgan, REAP2 Project Manager Oakland County Waste Resource Management (248) 858-2071 morganl@co.oakland.mi.us

• Periodic drop-off Oakland County

Implement the Program

Cara Clore, Co-Chair REAP2 Municipal Consortium Phone: (989) 224-5187 Fax: (989) 224-5102 e-mail: clorec@clinton-county.org

Mike Csapo, Co-Chair REAP2 Municipal Consortium Phone: (248) 208-2270 Fax: (248) 208-2273 e-mail: rrrasoc@aol.com

Lani Morgan, REAP2 Project Manager Oakland County Waste Resource Mgmt Phone: (248) 858-2071 Fax: (248) 858-5111 e-mail: morganl@co.oakland.mi.us

1. Choose the Right Program Look through the list of mentors on the below. Find a program that fits your needs - checking the location and type of program. If you cannot pick just one, pick two or three.

2. Find Someone You Know You may want to choose a program run by someone you know or have heard good things about. It may be easier to partner with someone whom you already have a good relationship.

3. Pick Up the Phone & Call Call up your potential mentor(s) and make an appointment to go visit their site. Seeing the site can help determine if the program is right for you.