Audit of Landfill Operations - August 2019

4. Policies and Procedures for Landfill Access . Observation The landfill is enclosed by a physical fence with a primary gate that allows access to the facility between the hours of 6:30 am and 5:30 pm Monday through Friday and 6:30 am to 2:30 pm on Saturday. Additionally, there is an unattended lane that requires an access card or gate code in order to obtain access to the landfill. Typically, employees, contractors, and members of the RC fliers club are the only individuals that would be granted access to the landfill on a regular basis, either with a physical key and/or a gate access card or key. Residents that wish to visit the landfill to view wildlife and take photographs are provided a gate code that changes daily. In order to obtain access to the landfill, the department uses acknowledgement forms for issuing gate access cards, gate codes, and physical keys to individuals that have a need to access the landfill. They have also developed a spreadsheet (key log) to track physical key inventory and the individuals of specific physical keys. However, the department lacks approved policies and procedures that outline the process for issuing, returning, tracking, and monitoring access to the landfill for gate access cards, gate codes, and physical keys. Recommendation To ensure proper physical access to the landfill, the department should develop policies and procedures that will, at a minimum, outline the process for: • Issuing a gate access card, gate code, or physical key, • Returning gate access cards and physical keys, • Removing access rights for individuals with gate access cards and gate codes, and • Tracking and monitoring individuals with access to the landfill. Management Response Management has revised the landfill access control procedures to address the following: means of access (card, code, key), return of access means from transferred and separated personnel, key re-issuance, removing access rights when warranted and personal responsibility for lost or unreturned cards or keys. Additionally, the Division’s Business Manager will be enacting an improved monthly compliance and monitoring system for tracking individual cards and keys and tracking those who have accessed the site. 12 | A u d i t o f L a n d f i l l O p e r a t i o n s A u g u s t 2 0 1 9