WINDHAM SOLID WASTE MANAGEMENT DISTRICT (WSWMD)

BRATTLEBORO, VERMONT

BOARD OF SUPERVISORS MEETING

 DRAFT MINUTES OF NOVEMBER 8, 2018

BOARD MEMBERS PRESENT: Michelle Cherrier, Chair, Dummerston; Patrick Moreland, Brattleboro; David Jones, Brookline; Lester Dunklee, Dummerston; Lewis Sumner, Halifax; Judy Flower, Jamaica; Dan Toomey, Putney; James Damato, Readsboro; Irvin Stowell, Townshend; Russ Hodgkins, Westminster; Nancy Meinhard, Wardsboro; and Merrill Mundell, Wilmington

BOARD MEMBERS ABSENT: Peter Elwell, Brattleboro; Daniel Baliotti and Kevin Stein Dover; Cheryl Franklin and Sheila Morse, Guilford; Cara Cheyette, Halifax; Andy Coyne, Jamaica; Tony Gordon and Stillman Vonderhorst, Marlboro; Shannon Meckle and Mike Fitzpatrick, Newfane; Robert Matte, Readsboro; Kent Young, Stratton; Emily Vergobbe, Vernon; and Tom Consolino, Wilmington

WSWMD STAFF PRESENT: Bob Spencer, Executive Director; Vicki Hayes, Office Manager/Bookkeeper; Minnie Boadu-Bennett, District Clerk; Dale Bessette, Transfer Station/ Scalehouse Attendant; Kristen Benoit, Programs Manager

OTHERS PRESENT: None.

Ms. Cherrier called meeting to order at 7:01 PM

1. Changes and/or Additions to Agenda:

Motion made to discuss the long-term priorities and  direction of the district at the January 10, 2019 Board of Supervisor’s meeting, seconded and carried.

2. Consider Appointment of WSWMD Board of Supervisors Vice Chair:

Motion made to appoint Ms. Meinhard as the Vice Chair of the Board of Supervisors, seconded, and carried. Ms. Meinhard will serve through the April 2019 reorganization meeting.

3. Approval of Minutes – October 11, 2018:

Motion made, seconded, and carried to the approve minutes of October 11, 2018 as presented. There were two abstentions.  

4. Approval of Check Register – October 2018: The board discussed several items on the register including: the trommel screen rental, Europa IT’s ongoing fees, and the expense for roof repairs.

Motion made, seconded, and carried approve check register of October 2018 as presented.

5. Approval of Financial Report – October 2018: Spencer reviewed the October financial reports for the board, highlighting a current $11,000 surplus relative to the budget not including an outstanding USDA grant of $17,500. Expenses are 3.75% above budget, while revenue is 6.75% above budget. We averaged 65 transactions per operating day for the month. Ms. Meinhard asked about incoming revenue from Sky Solar Holdings, and Mr. Spencer explained that the first check from Sky Solar was due soon for the first quarterly payment of the leaseThe board discussed the sale of renewable energy credits.

Motion made to approve the October 2018 financial report as presented. Motion seconded and carried.

6. Consider Approval of FY 20 Budget: There will be a note in parentheses on line 269 that it refers to the trommel screen purchase and front-end loader monthly payments. Mr. Damato clarified that the budget assumes we receive the VT DEC Organics Infrastructure Grant for purchase of a trammel screen

Motion made and seconded to approve the budget for fiscal year 2020 as presented with $931,455 in expenditures, $64,880 in capital budgeting included, $753,525 in revenues, and an assessment, to be divided among the member towns as provided in the assessment page, of $242,810.

Ms. Meinhard asked to clarify that the assessments are reduced by 21% from prior year.

Motion carried to approve the budget  for presentation at public hearing on December 13th, 2018.

7. Consider Approval of Solid Waste Implementation Plan (SWIP) due to Whitingham Withdrawal from District: Benoit explained the need for the SWIP to be amended to remove references to Whitingham, which is no longer a district member town.

Motion made, seconded and carried to approve the amended SWIP for presentation at public hearing on December 13, 2018.

8. Program Coordinator’s Report: Benoit reported on the October HHW collection:283 households participated in HHW collection this year, up 68 from last year. The PaintCare program has sent out 6.8 tons of paint products since July. Ms. Benoit mentioned New England Disposal Technologies in Westfield as a new resource for hazardous waste disposal. We delivered our first load of glass recycling to Keene, saving $120 a ton. Ms. Benoit has upcoming tours at the district, a recycling class with WWHT for Great River Terrace residents and an all-school presentation. She has received much positive feedback from doctors on the syringe takeback program. New posters for transfer station signs are in the works, promoting Vermont State symbols and colors. recycling in line with state colors and symbols. Ms. Benoit reported that she and Mr. Spencer have completed transfer station visits to update services lists and address issues. There was general discussion about compost participation. We are entering year five of the SWIP, which is the final year. One requirement is that there will need to be separate recycling for both asphalt shingles and drywall by July 1, 2020. The Solid Waste Annual Report by VT ANR is open for public comment until November 15, 2018.

9. Executive Director’s Report: Spencer reported on 2 more burglaries since the last board meeting. He informed the board of the submission of the VT DEC Organics Infrastructure grant application on October 31st. CPI tip increase for food scraps will take effect July 2019, in accordance with the contract with Brattleboro. There may be a need for a new paper fiber source. Mr. Spencer attended selectboard meetings in Marlboro and Brookline. The mayors of Montpelier and Barre, and the director of the Central VT Solid Waste District visited the district and met with Mr. Spencer, Ms. Benoit, Mr. Moreland and Mr. Gaskill of Triple T to learn about our curbside foodscraps program. Mr. Spencer helped organize the annual SWANA workshop at SIT, Ms. Morrisette helped to coordinate. Mr. Spencer led a presentation on curbside collection and there was a tour of the district facilities and solar array.  Mr. Spencer has begun researching options for large-scale compost marketing. Lastly, he met with Brattleboro Development Credit Corporation, Brattleboro town management, and Mr. Casella of Dynamic Organics about business analysis and planning for the organics program.

10. Committee Reports: Toomey reported that the updated Policy/Personnel Handbook will be ready to be considered at December 13, 2018.

11. Executive Session (if needed):

13. Other Business as Legally Allowed: Damato suggested HHW pickups continue to be scheduled in the outlying towns, Ms. Flowers added that having these collections in outlying towns demonstrates for the town the benefits of district membership. Mr. Toomey read some words of gratitude for Jan Ameen’s many years of service, following her resignation from WSWMD Board of Supervisors.

Motion to approve Mr. Toomey’s statement to Ms. Ameen, and to include the full-text in the minutes, made, seconded and carried. Statement as follows:

“I would like the record to show the Board’s gratitude for Jan Ameen’s service to the Windham Solid Waste Management District over the course of many years. Her expertise in the field, the seriousness that she assumed when she took on the role of board member, her participation on every committee (and the chairing of more than one of those), her hours upon hours of time dedicated to reviewing documents, her hard questioning, and above all her thoughtfulness and her integrity are irreplaceable. She will be missed.”

Adjournment: Adjourned at 8:37.

Minnie Boadu-Bennett, District Clerk

Board of Supervisors Meeting

327 Old Ferry Road, Brattleboro, VT 05301

Thursday, November 8, 2018 at 7:00 PM

Meeting Notice and Agenda

  1. Changes and/or Additions to Agenda
  2. Consider Appointment of WSWMD Board of Supervisors Vice Chair
  3. Approval of Minutes – October 11, 2018
  4. Approval of Check Register – October 2018
  5. Approval of Financial Report – October 2018
  6. Consider Approval of FY 20 Budget
  7. Consider Approval of Solid Waste Implementation Plan (SWIP) due to Whitingham Withdrawal from District
  8. Program Coordinator’s Report
  9. Executive Director’s Report
  10. Committee Reports
  11. Executive Session (if needed)
  12. Other Business as Legally Allowed
  13. Adjournment

WINDHAM SOLID WASTE MANAGEMENT DISTRICT (WSWMD)

BRATTLEBORO, VERMONT

BOARD OF SUPERVISORS MEETING

MINUTES OF OCTOBER 11, 2018

BOARD MEMBERS PRESENT: Michelle Cherrier, Chair, and Lester Dunklee, Dummerston; Patrick Moreland, Brattleboro; Kevin Stine, Dover; Cheryl Franklin, Guilford; Irvin Stowell, Townshend; James Damato, Readsboro; Dan Toomey, Putney; Lewis Sumner, Halifax; Nancy Meinhard, Wardsboro; Judy Flower, Jamaica; and Jan Ameen, Westminster; and Tom Consolino, Wilmington

BOARD MEMBERS ABSENT: Peter Elwell, Brattleboro; David Jones, Brookline; Daniel Baliotti, Dover; Sheila Morse, Guilford; Cara Cheyette, Halifax; Andy Coyne, Jamaica; Tony Gordon and Stillman Vonderhorst, Marlboro; Shannon Meckle and Mike Fitzpatrick, Newfane;  Robert Matte, Readsboro; Kent Young, Stratton; Tim Franklin and Emily Vergobbe, Vernon; and Merrill Mundell, Wilmington

WSWMD STAFF PRESENT: Bob Spencer, Executive Director; Kristen Benoit, Programs Manager, Minnie Boadu-Bennett, District Clerk

OTHERS PRESENT: Brian Jerose, Agrilab Technologies, Morgan Casella, Dynamic Organics; and Frank Ruffulo and Peter Lin, Sky Solar Holdings

Ms. Cherrier called meeting to order at 7:02 PM

1. Changes and/or Additions to Agenda: None.

2. Update on Solar Array Commissioning, Off-Taker Solar Credits, and Renewable Energy Credits- Frank Ruffulo, Sky Solar Holdings: Cherrier welcomed Mr. Ruffulo to present on the status of the solar array and energy credits. Mr. Ruffulo reported that the site is fully operational and that Green Mountain Power will begin distributing energy credits timed with their billing cycle for October. These credits will reflect power produced since the site was first connected on July 3, running through September. The first lease payment from SSH will be received soon. SSH is working with a partner, Encore, to develop a flat price for the selling of RECs. Mr. Moreland asked for clarification around claiming renewable status if RECS are sold. If RECS are sold, that energy cannot be described as renewable. Mr. Casella provided some example of alternate language that could be used to describe and promote solar energy production in this case. Mr. Damato asked what the potential was to expand solar energy production. Mr. Ruffulo said there is not much additional space for more panels, and thanked the district and the board for their support Mr. Spencer recapped the Solar Array Ribbon Cutting Ceremony held earlier in the day.

3. Discussion of Proposed Anaerobic Digestion Facility- Frank Ruffulo, Sky Solar Holdings: Ruffulo reviewed the history of existing methane processing infrastructure and declining methane gas as a basis for SSH developing an anaerobic digestion facility, the 2017 feasibility study, the standard offer program to provide a path to selling electricity produced, funding secured for the implementation phase, and the search for anchor sources of food waste. Then, Mr. Ruffulo and Mr. Casella gave an overview of the intensive permitting process for AD projects, the statewide support for AD as the best practice for organic waste management, and preliminary designs. The district could potentially have a role and revenue source in both pre- and post-processing. Mr. Spencer presented on the DEC grant for organics infrastructure. There is the potential to put lease revenue from SSH towards the AD project. Ms. Ameen noted that the lease revenue from Sky Solar Holdings has already been earmarked to reduce assessments. The board discussed various pros and cons for pursuing this opportunity and what benefits member towns would see. The board looks forward to an official business plan.

4. Consider WSWMD and Sky Solar Holdings Each Paying $3,640, 50% of $7,280 for Agrilab Technologies Compost Facility Design:

Motion made and seconded to approve payment of 50% of the Agrilab Technologies compost facility study.  Motion carried.

5. Consider Application to VT ANR for Grant Funds for Compost Facility Infrastructure:

Motion made, seconded and carried to approve the District’s development of an application for the compost facility infrastructure.

Ms. Ameen requested confirmation that the grant could be partitioned towards needs other than the SSH Anaerobic Digester project should the district decide to not pursue that project.

6. Consider Two Designated Locations for Legal Posting of Meeting Notices:

Motion made, seconded and carried to post Meeting Notices in the Vernon and Brattleboro Town office buildings.

7. Consider CPI Increase for Compost Tip Fee:

Motion made, seconded and carried to increase Compost Tip Fee within the district in accordance with the terms of Brattleboro’s contract.

Increases to non-district members may be assessed differently.

8. Approval of Minutes – September 13, 2018:

Motion made, seconded and carried to approve minutes as amended. One abstention: Tom Consolino

Mr. Stine asked whether it is legally necessary to record attribution of motion-makers and seconds in the minutes. Staff will investigate and future minutes will be prepared in accordance with the legal requirement.

9. Approval of Check Register – September 2018: The board reviewed the check register for the month of September 2018. Ameen noted concern regarding appropriateness of expenditures on aesthetic improvements.

Motion carried to approve check register. One abstention, Ms. Ameen.

10. Approval of Financial Report – September 2018: Spencer reported that we are slightly over budget on expenses and over budget on revenues, indicating favorable tracking. Ms. Ameen asked what the “Gain/Loss on Disposals Line” refers to. Mr. Spencer explained that it represents revenue from tip fees exceeding disposal expenses. Ms. Ameen and Ms. Franklin called attention to surplus figures for last month and this month last year. WSWMD is still waiting to receive the funds from the USDA grant for the loader, which would bring the surplus total to approximately $22,400.

Motion carried to approve September 2018 financial reports with no changes

11. Update on FY 20 Budget: The finance committee met on Monday, and will meet next on Wednesday, 10/17/18 at 7pm.

12. Consider Approval of Revised Staff Position Descriptions:

Motion made to approve the position descriptions for Administrative Assistant, District Clerk, Office Manager/Bookkeeper, Executive Director and Programs Manager as presented, and to approve Transfer Station/ Compost Facility Operator and Roll-Off Truck Driver as amended. Motion seconded and carried.

13. Discussion of Attendance at BOS Meetings and Quorum: Meinhard suggested a notice be sent to the towns. Mr. Damato suggested notice be sent after meetings to towns who did not have representation reminding them of such. Mr. Consolino suggested that the requirements for quorum be included in any such notices.

14. Program Coordinator’s Report: Benoit reported on the upcoming Fall HHW collection which will take place October 27th in Brattleboro and at the Readsboro Central School, newspaper ads are running this week in accordance with the SWIP, and additional promotion is underway. All WSWMD transfer station staff will be working this collection. Dale Bessette will bring a roll off to Readsboro to prevent any issues with waste collection in case of high turnout. Event containers are in regular steady use. Ms. Benoit designed a new flyer for syringe disposal, to be distributed this month. The public hearing to revise the SWIP for Whitingham’s departure will be held with the budget hearing in December. Lastly, Ms. Benoit and Mr. Spencer have been visiting transfer station visits in each member town, interfacing with transfer station staff, dropping off educational materials, and ensuring Act 148 compliance.

15. Executive Director’s Report: Spencer reported on another break-in at the scalehouse, as well as updates that have been made to site security. This year’s financial audit is complete, Ms. Hayes will distribute. Mr. Spencer described the renewed Department of Corrections contract. Selectboards have invited district staff to meet, thus far Wilmington, Marlboro and Brookline forthcoming. There was a compost facility open house for the private haulers’ food scraps producers

16. Committee Reports: None

17. Executive Session (if needed): None

18. Other Business as Legally Allowed: None.

19. Adjournment Motion made, seconded and carried to adjourn at 9:00pm

Minnie Boadu-Bennett, District Clerk