If your argument against that idea is you can’t afford to pay for the services of an accountant any more than is absolutely necessary, you may want to reconsider. Checking in frequently with a numbers expert can actually save you money in the long run. At the very least, the hours you pay for throughout the year will decrease the amount of hours it takes for tax preparation.

What else can your accountant do?

Your accountant can create forecasts and budgets, and produce financial statements like balance sheets, profit and loss statements and cash flow statements. More importantly, your accountant can teach you how to read and understand these financial balance sheets, budgets, forecasts and statements so you can use these reports to make well-informed business decisions.

Year ’round Networking

Another good reason to check in with your accountant periodically is so you are in the forefront of his or her mind and high up on the phone contacts list. Why? Because accountants know many other business owners and can recommend your company to them if they ever need a portable restroom provider. And your accountant should be able to introduce you to knowledgeable bankers, attorneys and other professionals who have the ability to help in your business endeavors should you need their services.

An Eye on Government Regulation

It’s your job to keep track of regulations regarding your business. It’s an accountant’s job to keep track of government regulations regarding accounting, tax planning and reporting, for example how to properly file quarterly and annual payroll returns, 940s, 941s, W-2s, W-3s and 1099s. Let someone else keep an eye on the IRS while you keep an eye on everything else. I often call my accountant in a panic when I get some vague letter in the mail from the IRS. It helps me sleep at night knowing he’ll deal with it.

Get Cash flowing again

A company can be profitable but still fail because of poor cash flow. Despite having done a lot of work and being owed a lot of money, the cash-poor business can’t meet payroll and other obligations. Your accountant can help you get a handle on your accounts receivable, understand your expenses and track your break-even point.

An accountant who understands small businesses can point out inefficiencies and weaknesses in a business by doing some simple financial statement analysis. If there is a cash flow issue, an accountant can look at operations and suggest changes in billing and collection procedures that may help. A good small business accountant also can help a company make better use of its resources to increase efficiency and improve profitability. Finally, your accountant may, after analyzing your expenses and break-even point, suggest new pricing strategies for products and services.

Technology advice

Your accountant should be familiar with accounting software and advise you on what you need to keep up with day-to-day bookkeeping tasks and make the transition of reports seamless when it is time for him or her to prepare your taxes. Having your business use software that’s compatible with what your accounting firm uses will save time and headaches. It will ultimately cut down on the time spent (and the hours billed to you) for the big job of tax preparation.

Your accountant can help you create, set up, organize or revamp an accounting system for your company if yours has been lacking. And if you purchase new accounting software, your accountant can probably provide setup help, consulting and training. A good accountant also can discuss the pros and cons of cloud-based or SAAS (software as a service) bookkeeping solutions for your business.

Looking to Grow

If you’re looking for financing to expand the business, consulting your accountant should be your first step in the process. He or she can help you gather and prepare the appropriate documents, help write or update a business plan, and point you in the right direction for obtaining a loan. Consider taking your accountant with you when you meet with lenders since they may already have a relationship. If you are not successful obtaining funds from local bank sources, your accountant can help you with other possible financing sources such as SBA loans, secondary lending markets or individual investors.

Long-Term Planning

Is your business structured to your advantage? Maybe you’re considering incorporation or pondering whether to buy or lease a company vehicle. A good accountant should be able to tell you how changes would affect your taxes and your business’s growth. Another question your accountant can help you answer is how much revenue your company needs to afford hiring additional employees.

While these types of questions can be answered in a strategic plan, succession plans are equally important and also something your accountant can help with. Whether you are looking to retire or just decrease your ownership percentage, it is important for ownership transfer to be in the best interest of all parties involved. Accountants can help whether ownership is to be gifted to children, sold to key employees or sold to an outside party. Even if retirement is not imminent, a succession plan should be developed in case of catastrophe. And in the event of a sale, it is important that your business be valued properly. There are several ways to value a business, and an accountant can help you make sure the appropriate method is used for your business.

Objective Advice

The real benefit to having an accountant you trust and consult with regularly is objectivity. It’s hard to look at your own company objectively. As the owner, you’re too close to the situation. You know the company’s people, its problems, and its past. Someone who’s only concerned with cold, hard numbers can give you honest, straightforward advice without being swayed by emotion. So give your accountant a call. But don’t be surprised if he thinks he’s pulled a Rip Van Winkle and slept through most of the year if you traditionally only connect at tax time.

But one area where you might be able to rein in costs is vandalism damage. Graffiti is a constant frustration in the industry. It’s a full-on battle to defeat the taggers, and waging that battle costs you in labor and cleaning products as well as the premature recycling of units that are constantly being targeted.

As you enter the busy season for construction and special events placements, here are a few tips to curtail graffiti damage:

Location, location, location

Site selection for restroom placement is part of the expertise you offer to customers. Your knowledge of the best locations for restrooms to discourage vandalism will save both you and the customer money and headaches over the long run. Scan a new customer’s property for the best drop site. Look for the busiest spot on a construction site. Find a fenced area where it’s more difficult for vandals to tag and run. Visit the site at night to take note of locations illuminated by streetlights. Ensure good lines of sight to the units. Consider locations and restroom colors that will help units blend into their surroundings rather than stick out and beckon vandals.

Keep it clean

Law enforcement experts say the best deterrent to graffiti is removing it quickly. Taggers want to see their images or gang-related symbols displayed as long as possible, and will avoid tempting targets where paint is quickly removed. So monitor your placements regularly and be prepared to clean a vandalized unit immediately. Train your customers to alert you to graffiti as soon as they notice it. Explain to them that workers on a construction site or the general public in a park, for instance, will appreciate it when vandalism is addressed quickly.

Have attendants on site at major events

To protect your inventory investment at special events, it sometimes pays to hire attendants to monitor restroom usage. This can be an especially wise investment when you have large banks of restrooms at a traditionally rowdy event, or when your restroom trailers are dispatched to a more youth-oriented event. Attire your attendants in uniforms and have them carry official identification tags and a high-grade flashlight with a strong light beam. Have the attendant frequently check around the outside of restroom placements, especially after nightfall, and check on interiors regularly for mischief and to clean messes and restock paper products.

Warn taggers that you’re coming after them

Add warning labels to all of your restrooms, telling vandals they will be caught and prosecuted to the full extent of the law. Order stickers that are brightly colored, sternly worded and carry some sort of official-looking badge or law enforcement seal to give vandals pause. This isn’t going to deter the majority of taggers, but it might convince the more apprehensive vandals to move along. On the sticker, you also can provide a phone number and ask restroom users to report vandalism so that you can clean the units quickly. You also could offer a reward for information leading to the arrest of a tagger. While warning labels might have limited effectiveness, they are an inexpensive deterrent.

Install motion sensor lights

A proliferation of inexpensive go-anywhere motion sensor lights is making it cheaper and easier for you to cast a light on vandals at work. These battery-operated, weatherproof LED lights are durable, long lasting and can be found for $20 or less. Install one on a fence or a building, pointing at your units, and the light will discourage taggers the moment they shake the spray paint can. Motion sensor lights made specifically for use inside portable restrooms may also scare some vandals away in addition to their main task of providing a convenient light for users.

Add surveillance

Surveillance technology is always getting more reliable, easier to use and less expensive. For an investment of less than one new portable restroom, you can install a security trail camera pointed at a unit or two that are chronically being hit by taggers or vandalized in other ways. Often used by hunters to scout wildlife, these cameras use motion sensors and infrared flash technology to capture images in remote locations. Used for security purposes, the cameras have long battery life and ample image storage capabilities so you can monitor a restroom location for extended periods. Because these cameras are providing better images all the time, they may help the police identify graffiti vandals and curb the issue over time.

Employ intelligent placement

For locations prone to vandalism, deliver older units near the end of their lifecycle or dark-colored units where residual graffiti marks won’t show as readily. Your customers might have more tolerance for a worn unit or one that won’t come completely clean of graffiti if it means they will be responsible for fewer repairs or it limits their cost for damage waivers. Target-rich environments might be dimly lit urban areas where incidents of other types of crime are common, or poorly secured construction sites that are magnets for roaming youths looking to damage something.

Sample cleaning products

Once your unit has been tagged, finding the most effective way to clean it might be a matter of trial and error. If an effective graffiti removal product has eluded you, ask the manufacturers of these products for free samples or buy a small quantity of several products to try out in real-world situations. The Pumper & Cleaner Environmental Expo is a great place to talk to the manufacturers and collect samples of many consumable products, including graffiti removers, deodorants and the like. Identify the products that work the best for you and your crew.

D.J. Moats Jr. and his wife, Jamie, offer septic, backhoe, and related services, as well as portable restrooms in the northwest region of New Mexico. They operate the portable restroom business as a separate legal entity under the name DJ’s Portables. Jamie Moats runs the office and handles bookkeeping and dispatch, assisted by secretary Ella Charles. D.J. Moats works in the field along with route driver Francisco Segovia.

Their home office in Flora Vista, N.M., is 30 miles from their yard and shop in Kirtland. They work within a 250-mile radius.

COMPANY HISTORY

The company’s had a series of starts and stops over the years. Moats’ father, Donald Moats, started the business in 1979 but sold it that same year. He tried again in 1998, and sold it in 2003 when friends offered to buy it. When the buyers stopped making payments, Moats took back the septic and backhoe business. And in February 2010, Moats Jr. bought back the portable restrooms – 250 units, all originally purchased by them in 1998. Moats had a couple of lucky breaks. The units still had their original DJ’s Portables signs on them. And remarkably the company was able to get its old phone number back. “The hardest part,” Moats says, “was finding all the toilets. There were a lot out in the oilfields and I’m pretty sure there are still some there we don’t know about.”

THE MAIN EVENT

The Navajo Nation is located on 26,000 square miles in the Four Corners region of Arizona, Utah, Colorado and New Mexico, the largest Native American land mass. Home to about a quarter million Navajo, much of the area is rural and remote. Although most live in houses or trailers, some of the elders still live in traditional eight-sided log structures called hogans. Most dwellings have electricity but not all have running water or even wells. For this reason, some residents are in need of portable restrooms.

THE JOB

DJ’s has over 125 individual residential contracts for units with weekly servicing. Company inventory is all 1998 standard models from PolyPortables Inc., PolyJohn Enterprises, and a few Armal Inc. Top Line models. There are many different colors – not necessarily good for promoting company identification, but customers enjoy having a choice. A few residents requested wheelchair-accessible models. Due to high winds in the area, many units are staked down. Deliveries are made using a 2000 Isuzu NPR flatbed.

The company also works with various agencies, such as the Navajo Engineering and Construction Authority, for which it supplied 12 standard units mounted individually on 4- by 8-foot carriers from HaulRite Trailers. DJ’s also provided five PolyPortables Tag Along hand-wash stations to Native American Services Corp. for its uranium mine cleanup project. Governing bodies called chapterhouses use units for construction projects, and DJ’s occasionally bids on special events such as festivals and powwows.

KEEPIN’ IT CLEAN

Segovia single-handedly takes care of all routes. The area is vast. He may drive as far as 170 miles one-way to clean a single unit, and puts approximately 3,000 miles a week on the truck. Units are cleaned “top to bottom, inside and out,” Moats says. “If something’s broke, he fixes it right there.” The company uses TOICO Industries products, as well as an oil-based fragrance from a car wash supply house poured directly into the tank water. Graffiti is removed with WD-40 or TOICO’s Graffiti-Gone.

Although they have a couple service trucks with 900-gallon steel tanks from Glendale Welding Co., Segovia prefers to use a 1999 Best Enterprises Inc. slide-in unit on the 2005 Ford F‑550 because of its lighter weight. The 300-gallon waste/140-gallon freshwater stainless steel tank is equipped with a Masport Inc. pump. The waste tank is sufficiently large for his routes, but he tops off the freshwater along the way. “There’s local stores where he can get water. He’ll stop in, fill up his tank, get a bite to eat,” Moats says.

Units are not always easy to find. Navajo Authority is supposed to bring them in for cleaning – “But nine times out of 10 we have to go look for them,” Moats says. The company’s inventory tracking system is “old school,” he says. “We actually have handwritten maps for every unit, and instructions like ‘Look for the green house with the blue roof.’ ” Homes and roads are rarely named or numbered.

Travel is difficult in winter, as many roads are not paved. The company puts two pounds of salt per gallon of water in the tanks to avoid freezing. In summer, the problems are flies, heat and odor. “The best thing I’ve found to repel flies is a disinfectant spray I get from Sam’s Club,” Moats says.

Waste is dumped into a tank in the company’s yard, later taken to a municipal water treatment facility in Farmington.

METHOD TO THE MADNESS

Moats manages his large service area while operating on a shoestring by being organized, self-sufficient and focused on customer service.

“If I can save a penny doing something myself, I’ll do it,” he says. That includes doing his own maintenance and rebuilding the pumps every three months – “Whether they need it or not.” He’s generous when elders get a little behind in their payments. He’s also got a soft spot for kids and veterans, most often donating his services for their events.

Managing over 100 residential contracts is not easy but the upside is it doesn’t slow down in the winter. And the trick to servicing scattered units in far-flung locations? “Time management is the key to this,” Moats says.

And if you’re a man, you may get frustrated when talking with women co-workers about one topic, and they bring 14 more topics into the conversation, all of which seem totally unrelated.

We all know that men and women think and act differently, at work and at home, but knowing there are differences is only half the battle. To have successful working relationships with members of the opposite sex, you also have to know why those differences matter and what to do about them.

The good news is that with a little insight, you can overcome the communication and behavioral challenges that plague any workplace and gain greater understanding of how men and women function.

HUNTERS AND GATHERERS

Before we can look to a harmonious future, we need look back into human evolution. Once upon a time, about a million years ago, communities consisted of hunters (men) and gatherers (women). The hunters left every morning and hunted for food, while the gatherers stayed home, gathered nuts and berries, and made preparations for the food the men would bring back.

So as far back as scientists can tell, women and men had different roles, and as a result, their brains developed in different ways. For example, a man’s brain goes in and out of a rest state all day. Millions of years ago, when men sat in trees waiting for their prey, they had to be quiet and disengaged. They didn’t want to scare away their dinner. So their brains evolved to learn to engage, disengage, engage, disengage.

Women, on the other hand, had to be on high alert all day, protecting themselves and their children as they gathered necessities and tended to the community’s needs. Their brains evolved to be always active. In fact, if you look at a functional MRI of a man’s brain at rest and a woman’s brain at rest, you’ll see that the woman’s brain is busy and firing everywhere, whereas the man’s brain is quiet.

This is not to say that one gender is better than the other; it simply illustrates one of the many differences between the genders and how it evolved. So, what else is different from a brain wiring perspective? Here are a few highlights:

Brain chemicals. Men produce more testosterone, and women produce more oxytocin. Testosterone is an aggressive chemical, and oxytocin is a “tend and befriend” chemical. These chemicals are significant drivers in a person’s brain.

Cycles. While women have a 28-day cycle, men have a cycle every day. Their testosterone spikes in the morning when they wake up (so they can go out and hunt), wanes in the afternoon, and spikes again in the evening around 8 p.m. It then goes back down, only to repeat the cycle the next day.

Brain matter. Men have more gray matter, while women have more white matter. The gray matter is used for local processing of thoughts and tasks. The white matter is what connects everything. This is why when a woman is processing an emotional event, she will do so immediately. All the interconnections make processing faster in her mind. A man is processing locally and will do so for a longer time.

Hierarchy. While both men and women understand hierarchy, men really understand it. Whoever brought back the biggest animal from the hunt received the most status in the community. So that desire to be “top dog” and get their point across is innate in men. Likewise, women wanted the security of being with the men who could provide the most food for the family, which is why, even today, women want to be associated with successful men.

WHY THIS MATTERS

In working and communicating with each other every day, knowing the differences in gender communication is vital. Much has been written about personality, values and behavioral differences in communication. Now it’s time to overlap gender differences into the equation.

For example, while women have distinct viewpoints on topics, when they communicate they often try to “keep the peace.” Men, however, are typically more aggressive in their communications, more argumentative about their ideas, and more vocal about their stand on a certain thing.

Women focus on building consensus. And because they’re contextual and process information in the white matter, they often try to reduce heated arguments. That’s not to say a woman doesn’t like a good argument, but if it gets hostile and she gets stressed, she’ll start producing oxytocin, which will prompt her to calm the situation down.

And because women have so much white matter, they may take a longer time to answer a question because they’re filtering it through the article they read this morning or what their boss said two days ago. Think of it like sorting in a computer: They’re doing a huge sort through the entire database to arrive at an answer.

BETTER COMMUNICATION

To ease daily workplace communication challenges, keep these points in mind:

For men: Keep women’s white matter in mind. They are not jumping from topic to topic just to annoy you. In their brain, everything is connected.

Remember that women “tend and befriend.” As a result, they tend to use up-talk, where it sounds like they end every sentence with a question mark. Or they say such things as, “What do you think?” This does not mean they don’t know what to think. They simply want to gain consensus.

Women all over the world tend to use more emotionally loaded words when they communicate. So they use high-drama words such as “always” and “never” much more often than men.

For women: If you want to talk to a man about something that’s critical, and you think he’s going to be defensive, don’t do it at the 9 a.m. meeting or after hours at the company dinner. Remember that daily cycle.

Don’t jump from subject to subject, and always condense your thoughts into short sentences. Men have a word limit (this has been scientifically tested), and once they reach their word limit, it’s almost like a little blind goes down. They simply can’t process any more information.

Remember that a man’s brain shifts into that rest state throughout the day. So when you’re talking to him and he’s fidgeting, tapping his fingers on the table, or even doodling during the meeting, it doesn’t necessarily mean he’s bored or not interested. In fact, it probably means just the opposite. He’s unconsciously forcing himself to stay alert, keeping his brain active by that movement.

CLOSING THE DIVIDE

Become conscious and aware of the differences between the sexes and use your knowledge in your daily interactions with others. By doing so, you can ease some of the frustrations you feel when communicating at work and foster professional relationships built on understanding, collaboration and trust.

As you look to the 2012 busy season, here are some of the latest offerings from deodorant makers to consider in your service arsenal:

Chempace Corp.

PowrX, non-formaldehyde toilet treatment from Chempace Corp. combines the performance and longevity of Con 2 Plus with the odor control properties of Bionic to form a strong concentrate for odor control in extreme conditions for up to seven days. Additives assist in breaking down waste and scale buildup in the holding tank. Available in a variety of fragrances, the non-staining, blue-dye restroom treatment is biodegradable. 800/423-5350; www.chempace.com.

Green Way Products

Turbo Series portion control restroom deodorizer from Green Way Products by PolyPortables Inc., is available in both a water soluble, self-mixing dry packet and ultra-concentrated liquid. The Turbo DriPax self-mixing deodorizer features a biodegradable paper wrap that will not stick in high humidity and provides extra protection from water damage. The moisture guard packaging of the Turbo Tubes protects against accidental activation. The bacteria-added TURBO BacPax both liquefies waste and neutralizes odor. The biodegradable, earth-friendly deodorizers are available in three strength levels. 800/241-7951; www.greenwayproducts.net.

J & J Chemical Co.

ProPaxx portion control packet non-formaldehyde deodorizer from J & J Chemical Co. is formulated for portable restrooms, buses, boats, trains, RVs, vault toilets, holding tanks, recirculating and other self-contained toilets. The blue, non-staining formula mixes with 5 gallons of water to eliminate odors, break down solids and help clean the holding tank. Packets are available in a Gold version for extreme heat and heavy traffic and Silver for moderate heat and traffic and special events. A variety of fragrances are available. 800/345-3303; www.jjchem.com.

Johnny’s Choice

Orange Power washdown liquid concentrate from Johnny’s Choice cleans and leaves a fresh orange scent on portable restroom exteriors and interiors, service vehicles and other equipment. The product can be used diluted or as a concentrate. It is available in a variety of package sizes, from cases of four, 1-gallon bottles to 6-gallon pails and 55-gallon drums. 888/729-6478; www.johnnyschoice.com.

Nilodor Inc.

Odor Break fragrance barrier from Nilodor Inc is made for use in portable restrooms, recreational vehicles, outdoor restrooms and charter buses. The product is designed to rest on the surface, blocking unpleasant odors caused by heavily used units and extreme weather conditions. 800/443-4321; www.nilodor.com.

PolyJohn Enterprises

Cooper’s Best deodorizing packets from PolyJohn Enterprises contain environmentally friendly biological additives to clean holding tanks and liquefy waste for natural odor control. One 60-gram packet mixes with 5 gallons of water. The blue packets are available in bags of 200. 800/292-1305; www.polyjohn.com.

Polylok/Zabel

The 6-inch, odor eliminating Poly-Air activated carbon vent filter from Polylok/Zabel fits on 4- and 6-inch vent pipes. It contains 5 pounds of activated carbon that works to remove offensive odors from portable restrooms and trailers. Made for commercial as well as residential applications, the filter can be installed on existing vents. A smaller version is available to cover 3-, 2- and 1 1/2-inch pipe. 877/765-9565; www.polylok.com.

Safe-T-Fresh

The Non-Para urinal block from Safe-T-Fresh is a safe alternative to blocks containing paradichlorobenzene as the active ingredient that have been banned in many states. The Non-Para block has a compacted hard finish for longer service and non-staining dye. The pleasant fragrance maintains its scent throughout use. 877/764-7297; www.safetfresh.com.

TOICO Industries

TOI-Tabs from TOICO Industries are an individually wrapped, self-dissolving, fast-acting, effervescent deodorizer. The blue, non-staining tablets are biodegradable and formaldehyde-free. The deodorizer is available in 40-, 60-, 70- and 85-gram sizes, as well as 15-gram special event tablet. Fragrances include mulberry, Fresh-N-Clean, flower power and bubblegum. 888/935-1133; www.toico.com.

Walex PRODUCTS

Exodor Bio-Pak from Walex Products is a natural enzyme holding tank deodorizer and waste digester. The dissolvable packets start working immediately to control odors, breaking down waste and paper. Bio-Park is environmentally friendly and biodegradable. 800/338-3155; www.walex.com.

The Galbreath Above Frame roll-off cable hoist from Wastequip is designed for maximum compatibility with various truck chassis. The hoist is installed above the truck frame and the oil reservoir is positioned behind the cab, freeing up space along the side of the truck to accommodate various types of fueling systems, including hybrids, compressed natural gas, liquefied natural gas and diesel. The system accommodates most exhaust systems, and allows space for lift axles and toolbox. Models are rated at 60,000 pounds and designed to accommodate containers from 18 to 24 feet long. 877/468-9278; www.wastequip.com.

MOCAP LDPE plastic netting

LDPE plastic netting from MOCAP offers product protection and separation in handling, shipping and storage applications. The diamond-shaped mesh eliminates trapped moisture, protecting against rust and corrosion. The netting can be stretched over irregular shapes and is stocked in sizes to fit 1/4- to 12-inch diameters. 800/633-6775; www.mocap.com.

Hitch-mounted restroom rack

The Runabout single-restroom rack from Allied Forward Motion installs into any 2-inch hitch receiver to transport most standard restrooms. The carbon steel rack weighs 55 pounds and allows the user to secure the restroom with one strap. Because of its narrow profile, the rack doesn’t require additional lighting. 920/493-2987; www.minimetromover.com.

Effective January 2012, all non-explosion-proof Sioux equipment operating at 600 volts AC or lower is third party approved to UL508A and CAN/CSA-C22.2 No. 14-10, ensuring the entire control panel assembly meets safety requirements.

Vacuum Truck Rentals acquires UVAC

Vacuum Truck Rentals LLC of Richland, Miss., acquired UVAC Inc. of Pasadena, Texas. Vacuum Truck Rentals operates seven facilities in the U.S., offering vacuum trucks, liquid vacuum trucks, combination sewer cleaners, hydroexcavation units, 130/150 barrel trailers, roll-off trucks, container trailers and liquid ring vacuum trucks.

Lanco Group acquires Black Tie Manufacturing

The Lanco Group of Companies, Hazel Crest, Ill., manufacturer of Mi-Jack crane systems, purchased Chicago-based Black Tie Manufacturing, manufacturer of luxury restrooms and shower trailers, from United Site Services. USS acquired Black Tie as part of its purchase of Black Tie Event Services in October 2011.

Gotugo supports charities through restroom rentals

Gotugo, provider of portable restrooms in Baltimore, northern Virginia and the D.C. metro area, donated time and services to area nonprofits, including the Leukemia & Lymphoma Society, Habitat for Humanity of the Chesapeake and Special Olympics Maryland. It also was a leading contributor to the MSP Polar Plunge.

Hino, Amthor form tank program

Hino Trucks and Amthor International formed a tank body program for vacuum/septic and related tank industries. Hino Trucks will be a one-stop location for truck chassis, truck tank and other equipment as well as service and parts. Dealers are being trained on the sales, installation, service and maintenance of Amthor Tanks mounted on a Hino chassis.

But expansion is going to have to wait. Near-term economic challenges made it a tough time for Phillips to take over such a big responsibility. With the almost unprecedented slowdown in construction business, Phillips believes the family has done a good job at maintaining profits through careful marketing, smart equipment upgrades and boosting special events business.

Phillips is pleased he’s kept fully staffed to help the workers who depend on him for their livelihood. “You always feel like you could be doing more,” he says, “but we haven’t had to cut back too much and we’ve kept all the employees and kept the trucks running. So be thankful for what you have.”

CHANGING MARKET

Like many portable sanitation companies, the construction business provides a good core of customers for Tidy Services. “We have a lot of construction units that stay out year-round,” he says. “With construction being slow, we’ve tried to expand the special events side of the business and get as much of that as we can.”

That includes offering more options to customers looking for more than a basic restroom facility. “We’ve had a lot of luck with the trailer rentals, which seems to grow every year,” he says. “We make sure we use green, environmentally friendly chemicals and recycled paper products.”

Tidy Services has portable stand-alone units from Satellite Industries and PolyJohn Enterprises. The company also offers restroom trailers including the 820 and 824 Traditional models from Ameri-Can Engineering, a Fantastic executive trailer from JAG Mobile Solutions, and two VIP units from NuConcepts carried on trailers from Mighty Mover Trailers Inc.

Weddings, concerts, festivals, athletic events and golf tournaments are among the fare the company has been going after to make up for lost construction business. One such event in the summer of 2011 was a benefit country music show requiring 150 units for a weekend. The company has contracts with annual events such as Roanoke’s Festival in the Park, a multi-day event in downtown Roanoke, Va., and the Blue Ridge Marathon, known as one of the most challenging marathons in the East. “The Roanoke Valley is a beautiful place to work and live, it seems like we have more and more outdoor events every year,” he says.

Along with contracts from area city park departments, Phillips has landed a couple of movie deals. “When they shot scenes for War of the Worlds in Virginia, we had a trailer we pulled around just for Tom Cruise and Steven Spielberg,” he says. Tidy Services also provided services for a few smaller, independent movies.

DIVERSIFICATION PLAY

About 50 percent of the company’s business is from portable restrooms and 10 percent comes from pumping septic tanks and grease traps. The rest comes from the 250 roll-off containers that have helped temper the soft economy. The environmental trend has helped in that segment of the business, which is a member of the U.S. Green Building Council.

“We’ve grown a lot in recycling with green building and LEED (Leadership in Energy and Environmental Design) projects,” Phillips says. “We offer wood composting and recycling of metal, cardboard, concrete and brick. That seems to be the way of the future.”

Tidy Services sticks with International trucks. Four used for pumping portable restrooms are a 1995 International with 900-gallon waste/300-gallon freshwater steel Abernethy Welding & Repair Inc. tank and Masport pump and 2002, 2007 and 2008 Internationals with 1,200-gallon waste/300-gallon freshwater steel Abernethy tanks and Masport pumps.

A 2003 International septic pumping truck has a 2,100-gallon steel tank from Badger Vacuum Trucks with a Fruitland Tool & Mfg. pump. The fleet also includes a 2004 International with a 300-gallon steel tank and Masport pump from Lely Manufacturing Inc., four flatbed trucks with lift gates for delivering portable restroom units, five roll-off trucks, and a few pickups for the staff of 16.

PROCESSING FACILITY

Tidy Services processes its own portable restroom, septic and grease trap waste in a facility that was permitted three years ago. “The restroom waste goes through a Maximizer we got from Lely Manufacturing to screen out the solids,” Phillips says. “Those are disposed of in the landfill. All the liquid waste goes into the sewer system.”

Operating the facility is a bit of a hassle with permitting, inspections and reporting requirements, but it has paid off. Disposal cost is a bit lower for the dewatered effluent than dumping loads directly at the local septage disposal facility. “It saves us a lot of diesel and man-hours as far as running to a sewage treatment plant every time a truck is full,” he says. “We can dump anytime we need to. We don’t have to worry about the gates being open when we go to dump somewhere else.”

MARKETING STRATEGY

Phillips tries to present a good image by keeping a newer restroom inventory and working hard to keep units clean and in good shape. “We have sink options and hand sanitizers and we’re doing more of those every year,” says Phillips, who has 14 sinks. “We bought two of the first units that Satellite came out with and just started adding them to some events at no cost or a nominal fee to let people see them. Now, people seem to expect it more, especially if there is food involved. We have them at almost every event now.”

In addition to sinks in the restrooms, stand-alone hand-wash stations also are becoming more popular. He thinks it may be because local health departments are stricter on jobsites to make sure workers have adequate hand-wash facilities.

Restroom trailers have proven to be popular for backyard parties and weddings. “We have a few hand-pump flush toilets and set those aside mostly for weddings and they are popular. We have a handful of weddings every weekend.”

In addition to upgrading the inventory, Phillips concentrates on a commitment to personal service. The company promises to have a person answer every phone call during business hours, and has several phone lines to make sure customers can get through to a live voice rather than a recording.

“We have at least three full-time people in the office every day and try to answer the phone by the second ring,” he explains. “We meet same-day requests whenever we can. Even on weekends, you can get a cell phone number off the answering machine so you can get in touch with a person if you need something.”

SALESMAN HELPS

Phillips grew up in the family business, working there on and off through high school and college. After a few years at various jobs, he returned four years ago. His parents still help out one day a week and his wife, Emily, does accounts payable about twice a week.

Phillips is starting to expand the company’s marketing efforts onto the Internet. “We started with a small homemade website and upgraded it last year,” he says. “We’re looking to improve it so we can have a nice footprint on the Web.”

There is one full-time salesperson whose main focus is the construction industry and larger special events. The company is a member of local Chambers of Commerce, industry associations and groups like the local homebuilders associations. Tidy Services belongs to the Portable Sanitation Association International, which it joined under the previous ownership as Churchill Portable Toilets, as one of the first members when the trade group formed in 1971.

Tidy Services has done some radio advertising, but perhaps the largest marketing effort is in sponsoring many of the local events the company serves. “With the majority of nonprofits, we’ll donate a portion of the equipment in exchange for putting up signs or being listed as a sponsor,” he says. “I think it helps a lot to show that we’re involved in the community.”

Phillips is not sure how much new business the pro bono work brings in, but those organizations do come back to Tidy Services every year.

“They try to spend the least amount they can, but portable restrooms make a big difference in how well the event runs,’’ Phillips says. “The main thing for us is helping out and wanting them to succeed.”

I crawled under my truck last week and there was a big steel box that looked like a transmission. I wasn’t sure what it was but it was connected to my pump. So I asked a friend who would know to explain this “transmission” next to my drive transmission. He said it was my gearbox. He explained it but I’ll bet there’s more than one pumper who doesn’t know what the gearbox is or does.

Jeff Radcliff

Sarasota, Fla.

ANSWER:

Unless something goes wrong, you never worry about the gearbox, and you’re right. It is likely that many pumpers don’t have a handle on what it is and what it does. So let’s start at the transmission. From the transmission, the truck is put in gear, moves forward and backward. No mystery there.

But, to run the pump without an auxiliary engine, we need to borrow some power from somewhere. So we hook a power take-off (PTO) to the PTO port on the transmission. The power from the PTO is transferred to the gearbox before running to the vacuum pump to crank up some vacuum.

THE RIGHT RPM

The question then becomes, why use a gearbox? Why not just run the power from the PTO over to the pump and get the show on the road? Everything on a truck runs at certain speed and transmissions give the power to the PTO at a certain rpm. Transmissions vary the rpm depending on the truck. What we’re trying to do with the gearbox is make sure that we end up with the right amount of power at the pump to give us somewhere around 1,100 rpm on the rotor.

When checking the rpm of the PTO, for example, we might be coming out with 550 to 600 rpm. In this case, running it directly to the pump through a 1:1 gearbox means the pump is going to spin at 550 to 600 rpm. This is too low for the pump and isn’t going to get much done and may possibly damage the pump.

The gearboxes are made in three basic sizes. There is the 1:1, where the power transferred is the same as the power coming out of the PTO. There is the 1.5:1 where the power is boosted 50 percent. In the above example, if the PTO is turning at 600 rpm, the gearbox transfers power upward to 900 rpm. For this example, we still don’t have enough power to properly power the pump. The third size, and the proper one in this case, is the 2:1 gearbox. This doubles the rpm coming out of the PTO. Through the gear system in the gearbox (hence the name), the power is doubled and now there is 1,200 rpm running to the pump. This will work and is most likely within manufacturer’s specifications for the pump.

PROPER MAINTENANCE

Now that we have the gearbox in place and everything is working fine, what else might go wrong? Occasionally the driver will start the truck with the PTO engaged, which can put a jolt on the PTO, which carries through to the gearbox, and then to the pump. I’ve said it many times: The pump is your moneymaker. Protect it.

So how do we protect the pump from an absent-minded driver? Between the gearbox and pump we install a Woods coupler. The Woods coupler can best be described as two pieces of hard rubber encased in steel shell. This joins the two drivelines and in the case of sudden jolts, the coupler absorbs the shock, but will most likely be damaged.

When this happens, the pump is still in good shape. No harm done. But the Woods coupler needs to be replaced. Not a bad deal, you save a $2,000 pump but have to replace the $50 coupler. There are times when the Woods coupler, through aging or wear, will simply break down. Better the Woods coupler than your pump, the gearbox or the PTO.

The Gearbox is designed to provide optimum use of your pump and the Woods coupler is there to protect the system from expensive mishaps.

The Expo, held for the first time in Indianapolis, offered 501 exhibits and attracted 8,595 attendees representing 3,875 companies in a range of water, wastewater, environmental service and gas and oil service industries.

Portable restroom operators had plenty of revenue-generating and timesaving equipment to peruse to get their 2012 busy season off to a great start. Here is a sampling of what was on display on the Expo show floor for restroom contractors:

Pumps, accessories

Air-cooled hydraulic

The Masport VK-650 Plug-N-Play air-cooled hydraulic vacuum pump produces 377 cfm of vacuum and will run continuously at 23 inches Hg. The unit comes with a complete bolt-on package and has an integral oil tank and pre-filter, vacuum relief valve, mechanically driven oil pump, and hydraulic motor mount on the drive end. It features a changeover valve with an easy-turn handle to switch between vacuum and pressure mode. The unit is designed to be used in trailer-mounted applications where high vacuum levels are required but there is no access to water-cooling. 800/228-4510; www.masportpump.com.

Direct drive unit

The SDS 6HD Direct Drive PowerPak from Westmoor Ltd. provides SDS performance in a direct drive configuration. The unit includes a 9 hp Honda engine and a centrifugal clutch, which allows no-load starting and engine-to-idle without the vacuum or water pump operating for longer life. The unit is ideal for 500- to 1,000-gallon tanks. 800/367-0972; www.westmoorltd.com.

Truck mount tri-lobe blowers

The Wallenstein HVB Series tri-lobe blower line from Elmira Machine Industries includes five units that produce 800 to 5,300 cfm for applications running from septic service to industrial cleaning and hydroexcavating. Known as the “Wally,’’ the blowers are capable of producing 28 inches Hg for dry or wet material handling. They feature self-cooling design for continuous use and do not require liquid cooling or heat exchangers. 800/801-6663; www.elmiramachine.com.

Controllers

EMS PRO and EMS PRO Lite pump controllers from FW Murphy meet the varying needs of industrial, engine-driven equipment applications. The EMS PRO all-in-one controller is made for use across multiple engine lines. It features numerous start/stop and throttling options via the back-lit operator interface mounted behind a lockable door. 918/317-4100; www.fwmurphy.com.

Valve with stainless steel ball

The 2- and 3-inch full-port stubby valves with stainless steel ball from Banjo Corp. provide improved durability over valves with plastic interior components. The stainless steel ball limits scoring inside the valve, while the stainless steel stem and handle provide greater durability. The valves have a maximum pressure of 100 psi. 765/362-7367;www.banjocorp.com.

Trucks

2,000-gallon aluminum

The 2013 Hino 258ALP vacuum truck has a 2,000-gallon Amthor International aluminum tank, Masport pump and rear fold-up restroom carrier. Powered by a Hino JOBE-VC engine and an Allison 2200 RDS 6-speed automatic transmission, the truck produces 220 hp at 2,500 rpm and 520 ft.-lbs. of torque at 1,500 rpm. Standard cab equipment includes air conditioning, cruise control and two-way adjustable driver’s seat. www.hino.com.

4,000-gallon galvanized

The SepticTrux vacuum truck from Vacutrux Limited features a 4,000-gallon hot dip galvanized steel tank and Wally 753HRVPA pump producing 350 cfm at 15 inches Hg. The septic service truck is built on a 2012 International 7500 WorkStar chassis with a 350 hp engine and 10-speed transmission. Features include stainless steel hose trays, full height tank baffles, 22-inch top dome hatch and 24-inch rear cleanout, 3-inch primary check valve, 3-inch secondary moisture trap, 3-inch oil catch muffler and heated collars. 800/305-8331; www.vacutrux.com.

Expanded distribution

Crescent Tank Mfg. is now distributing Progress Tank trucks and displayed a vacuum service truck built on a 2012 Freightliner M2 chassis with 2,800-gallon aluminum tank and Masport HXL15V 350 cfm pump. The truck is powered by a Cummins ISB 250 hp engine and Eaton Fuller 6-speed transmission. Features include 20-inch NVE manways on top and at the rear, 4-inch inlet and 6-inch outlet, three 5-inch sight glasses, hose trays and hose hangers on the rear head, a tool box, marker and work lights. 585/657-4104; www.crescent-tank.com.

Waste handling

Debris strainer

The LD Strainer from Flo-Trend Systems Inc. is designed to remove debris from septic and portable sanitation waste as part of the waste receiving station. Waste is blown through a top valve and distribution header, then strained through a basket with 1/2-inch spreader bars and pushed out valves on the bottom of the unit. The basket can be pulled out of either end of the main unit for trash removal. The carbon steel unit can be custom built in sizes from 26 to 36 inches in diameter. The basket can be ordered in aluminum, stainless steel or plastic-covered carbon steel. The unit comes with high-pressure gauges above and below the basket. 713/699-0152; www.flotrend.com.

Wet-dry hose

The Tigerflex Amphibian AMPH series of heavy-duty, polyurethane-lined wet or dry material handling hose from Kuriyama of America Inc. features a triple-resistant liner, static-dissipative cover and “cold-flex” that keeps the hose flexible in cold temperatures. 847/755-0360; www.kuriyama.com.

Vehicle wash and treatment

PIT BOSS treatment formulation from One Biotechnology is designed to treat water from vehicle cleaning operations as well as wastewaters containing petroleum and its byproducts, organics, and pollutants from detergents. It is a blend of concentrated live vegetative, naturally occurring bacteria with metabolically versatile cultures chosen for their ability to degrade petroleum hydrocarbons. 800/951-4246; www.1biotechnology.com.

Portable restrooms, accessories

ADA compliant

The Matterhorn II ADA-compliant portable restroom from Five Peaks Technology features twin sidewalls constructed of Cor-X polypropylene to resist warping. Features include large exterior grab handles and pneumatic door closer with safety chain. The unit has a 74-gallon drop tank, extended bench, ground-level floor access, dual coat hooks and mirror, and three-roll tissue holder. 866/293-1502; www.fivepeaks.net.

Compact, high-rise unit

The compact TJ-Shorty portable restroom from T.S.F. Company Inc. can be attached to a trailer and transported from job to job. It measures 80 inches tall (with lifting bracket for high-rise construction placement), 50 inches long and 46 inches wide. The restroom has a 56 1/2- by 24-inch door opening, 60-gallon holding tank and 3-inch caster under the skid. The child-friendly restroom (77 inches tall, 44 inches wide and no urinal) can be decorated for children’s special events. An auxiliary step helps them reach the seat. 800/843-9286; www.tuff-jon.com.

Hot-water hand-wash

The Vanity hot water hand-wash station from PolyPortables has a 2.5-gallon water heater and pump that operate through a 110-volt power supply. The unit is available in an office trailer (no self-contained graywater tank) or in a special-event configuration with saddle-bag graywater tank. Built-in, recessed wheels and hand-holds enable the cabinet to be rolled into position and placed flush against a wall. Measuring 28 inches wide, 36 inches high and 19.5 inches deep, the unit has a 5-gallon, replaceable bottle water supply. 800/241-7951; www.polyportables.com.

Heated hand-wash

A larger sink basin and heated water are highlights of the new HandStand hand-wash station from PolyJohn Enterprises. The larger sink bowl and higher sink tap allow better access to wash arms up to the elbow or for food vendors to wash utensils. The unit has a 17-gallon freshwater tank that heats water to 110 degrees, a 19-gallon graywater tank and an integrated drain hose that can be dumped through floor drains. Features include integrated wheels, handles, soap and towel dispensers. The unit comes in granite and pewter gray finishes. 800/292-1305; www.polyjohn.com.

Compact, dual-basin hand-wash

The Breeze II hand-wash station from Satellite Industries is designed with dual basins and fingertip-to-elbow washing. The compact, 66-pound unit fits inside most portable restrooms, and includes two integrated handles for easy lifting. It has 20-gallon sealed freshwater and 22-gallon graywater tanks with a center tower with space for paper towels and various soap dispensers. The unit is gray and ice blue and has extended bumpers and a bottom plate for added durability. Drain plugs are tethered. An electric water heater is available. 800/328-3332; www.satelliteindustries.com.

Metal restroom labels

Durable embossed aluminum and dimensional plastic restroom decals from Dynamic Decals & Graphics Inc. are designed to last for the life of a restroom and beyond. The 0.024 thick clear anodized or painted aluminum and 0.055 thick plastic decals are screwed or riveted to the restroom wall. 800/472-0285; www.dynamicdecals.com.

Deodorizers

Formaldehyde-free

ProPaxx portion control, non-formaldehyde deodorizer packets from J & J Chemical Company Inc. are made for portable restrooms, buses, boats, trains, RVs, vault toilets, holding tanks, recirculating toilets and other self-contained restrooms. Designed to eliminate odors and break down solids, packets are available in Gold for extreme heat and heavy traffic and Silver for moderate heat and traffic as well as special events. A variety of fragrances are available. 800/345-3303; www.jjchem.com.

Concentrated treatment

PowrX, non-formaldehyde toilet treatment from Chempace Corp. combines the performance and longevity of Con 2 Plus with the odor control properties of Bionic to form super strength concentrate for odor control in the most extreme conditions for up to seven days. 800/423-5350; www.chempace.com.

Pouch packet

Johnny’s Choice Toss-Ins dry portable restroom deodorizer by Chemcorp Industries Inc. is portion-packed in water-soluble film pouches. The concentrated blue deodorizer is non-staining and available in a variety of fragrances and two sizes. 888/729-6478; www.odortreatment.com.

Long-lasting urinal screen

Scented formaldehyde-free urinal screens from Walex Products Co. offer 10 times more fragrance than vinyl urinal screens, 30-day performance, and release optimized bacteria to clean the urinal and eliminate odors. The decorative flexible screens reduce splash-back while optimizing fragrance release and are available in mango and mint scents. 800/338-3155;www.walex.com.

Restroom trailers

Full-lowering ADA

The three-station lowering ADA restroom trailer from JAG Mobile Solutions features men’s, women’s and unisex ADA-compliant stations available in a choice of interior packages. Options include 200-gallon freshwater tank, winter package, custom exterior colors, hands-free faucets, TVs and baby-changing station. 800/815-2557; www.jagmobilesolutions.com.

Limited edition

The Alpha 2 Limited Edition restroom trailer from Alpha Mobile Solutions is built with luxury features to appeal to the wedding and special events markets. The trailer comes in two-stall 12-foot, three-stall 16-foot and 10-stall 24-foot models. Standard features include custom woodwork and trim along baseboards and ceilings, Corian countertops with vessel sinks, a TV, DVD player, FM stereo with CD, air conditioning, heat strips and LED porch lighting. The aluminum exterior comes in champagne and 10 other colors. 877/789-1213; www.alphamobilesolutions.com.

Luxury restroom

The 828 Royale Limited luxury restroom trailer from Ameri-Can Engineering features a steel frame, champagne beige aluminum exterior, insulated holding tank, and eight new interior décor options. The unit has four stalls on the women’s side and two stalls and four urinals with dividers on the men’s side. Features include hot and cold water, water-saving flushing china toilets, double solid-surface sink tops, wall recessed towel dispensers and waste receptacles, framed glass mirrors, oak doors and coordinating wood trim and cabinetry and sound system. 574/892-5151; www.ameri-can.com.

Management, tracking software

Online business management

The Found OPS system offers online management for all aspects of small and mid-sized businesses, including employee and vehicle records. The system tracks customer service contracts, automates dispatching and pushes invoices directly to QuickBooks. Applications run on PC or Mac computers. All information is accessed on mobile devices, including Android phone and tablet, BlackBerry and iPhone and iPad. The program is designed for companies dispatching one to 25 trucks daily. 765/688-0006; www.foundops.com.

Fleet management

The Manageit GPS fleet management system from Ituran USA offers personalized reporting, the ability to observe any vehicle’s movement in real time, and the power to maintain productivity and profitability. The system provides geofencing technology, notification when a vehicle speeds or idles for extended periods, access to optimized route planning, custom reports and vehicle histories. 866/543-5433; www.ituranusa.com.

Anywhere records access

The TAC Online program from Clear Computing can be accessed with a PC or Mac, smartphones or tablets. The Total Activity Control system offers full control over data, real-time vehicle tracking, verbal route driving directions in vehicle and credit card processing. It is fully customizable with work orders and invoices, fonts and colors and grid layouts. 888/332-5327; www.clearcomputing.com.

Equipment tracking

The StreetEagle asset management system with barcode scanning from InSight USA provides fleet managers with real-time monitoring of equipment in the field. The scanner allows a service technician or delivery driver to scan each piece of equipment during delivery or pickup or at any service stop. The handheld scanner provides proof of service, prevents equipment loss, verifies current locations and helps manage inventory. 301/866-1990; www.streeteaglegps.com.

Scaled-down route program

Route Management Lite from Ritam Technologies is a simplified business software program aimed at new businesses or small businesses just starting to consider software products. A simple jobsite entry screen is available to organize customers and service routes. Route sheets can be built for drivers. The program is offered free through April 30 and for a fee afterward. 800/662-8471; www.ritam.com.

GPS tracking system

The NTX5B under-dash GPS tracking device from US Fleet Tracking enables companies with a few or 500 trucks to follow vehicles in real-time as they run routes for maximum productivity. The system updates latitude, longitude, heading and speed of a vehicle every 10 seconds, and keeps 90 days of history. Records can be saved for up to a year. The system works with third-party software for dispatching. Data is sent through satellite networks. 405/749-1105; www.usft.com.