WINDHAM SOLID WASTE MANAGEMENT DISTRICT (WSWMD)
BRATTLEBORO, VERMONT
BOARD OF SUPERVISORS MEETING
MINUTES OF APRIL 12, 2018

BOARD MEMBERS PRESENT: Jan Ameen, Vice Chair, Westminster; Lester Dunklee, Dummerston; Lewis Sumner, Halifax; Tony Gordon and Stillman Vonderhorst, Marlboro; Shannon Meckle, Newfane; Dan Toomey, Putney; James Damato and Robert Matte, Readsboro; Nancy Meinhard, Wardsboro; Gig Zboray, Whitingham; and Merrill Mundell, Wilmington

BOARD MEMBERS ABSENT: Michelle Cherrier, Chair, Dummerston; John Allen and Brandie Starr, Brattleboro; David Jones, Brookline; Daniel Baliotti and Kevin Stine, Dover; Cheryl Franklin and Sheila Morse, Guilford; Cara Cheyette, Halifax; Judy Flower and Andy Coyne, Jamaica; Mike Fitzpatrick, Newfane; Kent Young, Stratton; Irvin Stowell, Townshend; Tim Franklin and Emily Vergobbe, Vernon; and Tom Consolino, Wilmington

WSWMD STAFF PRESENT: Robert Spencer, Executive Director

OTHERS PRESENT: None

Ms. Ameen called the Meeting to order at 7:06 p.m.

1) Changes to the Agenda: The Board agreed to add the following agenda item:

  • Consider Comments on Amendments to Act 148 (new Agenda item #6)

2) Annual Reorganization:

 a) Introduction of New Supervisor(s): Mr. Spencer introduced Bob Matte, new Readsboro Alternate Supervisor.

b) Election of Officers:

Chair:  Motion made, seconded, and carried to elect Michelle Cherrier as Chair.

Vice Chair: Motion made, seconded, and carried to elect Jan Ameen as Vice Chair.

Treasurer: There were no volunteers or nominations for Treasurer.

District Clerk: Motion made, seconded, and carried to elect Kristen Benoit as District Clerk.

c) Designation of Meeting, Place, Date, and Time: Motion made, seconded, and carried to conduct meetings 10 months out of the year (January, March, April, May, June, August, September, October, November, and December), on the second Thursday of the month, at 7:00 p.m., at the District headquarters on Old Ferry Road in Brattleboro.

d) Official Newspaper: Motion made, seconded, and carried that The Commons and the Deerfield Valley News will be the official newspapers of the District.

3) Approval of Minutes – March 15, 2018: Motion made, seconded, and carried to approve the Minutes of March 15, 2018.

4) Approval of Check Register – March 2018: The Board discussed various expenditures on the Check Register. It was noted that costs associated with the collection and processing of recyclable materials now exceeds the cost of trash disposal.

Motion made, seconded, and carried to approve the March Check Register.

5) Financial Report Review – March 2018: The Board of Supervisors reviewed and discussed the Financial Report.  

Motion made, seconded, and carried to accept the March Financial Report.

6) Consider Comments on Act 148 Amendments: Mr. Spencer informed the Board that he testified last week and submitted a memo to David L. Deen, Chair, of Vermont House Committee on Natural Resources, Fish, and Wildlife on amendments to Act 148 last week. Mr. Spencer read the memo into record and explained it supports the use of unclaimed money from nickel deposit bottles and cans for solid waste management entities. The Board discussed the memo.

Motion made, seconded, and carried to approve and support the Memo read into record. There was 1 nay.

7) Program Coordinator’s Report: Mr. Spencer reported on WSWMD’s spring HHW collections, request for proposals for scrap tire recycling, radio ads promoting WSWMD transfer station and sale of BrattleGrow Compost, and the Vermont Organics Recycling Summit held in Randolph, VT last week.

8) Executive Director’s Report:Mr. Spencer reported the heater for the conference room failed due to a roof leak, has been replaced, and an insurance claim will be filled for the expense. Next, Mr. Spencer informed the Board WSWMD signed a 2-year extension with Triple T Trucking to provide municipal solid waste and construction & demolition debris hauling and disposal services. Mr. Spencer noted the new contract was revised to include a termination clause, the collection and recycling of single stream recyclable materials, increases in the tonnage of food scraps and cardboard brought to WSWMD, and the option for WSWMD to self-haul materials to Brattleboro Salvage. In terms of the composting operations, Mr. Spencer stated WSWMD has started accepting paper sludge from FiberMark and wood chips from a new manufacturing plant in Keene, NH, which is a good additive for the compost and addresses the need for a carbon source. WSWMD began screening the compost for the spring market last week.   Mr. Spencer stated WSWMD will begin advertising for a new part-time Scalehouse Attendant, a position that was funded and approved in the FY 2019 budget. Mr. Spencer informed the Board the VT Agency of Natural Resources has hired DSM Environmental to conduct a Waste Composition Study. The last study was conducted in 2012. The contractors were on site at Triple T Trucking last week, and there were 70 different containers to sort materials from 200-pound samples of household and commercial trash. Lastly, Mr. Spencer explained a grant, from the state, was utilized to construct the MRF and language in the original grant agreement states money may be owed back to Vermont if the MRF is sold or closes prior to the expiration of its “useful life.” Mr. Spencer informed the Board he received an email from the State saying there is no obligation to repay grant. Mr. Spencer requested the information be documented in an official letter.

8) Discuss Possible Repayment of 1994 MRF Grant: Discussed under Agenda item #7, Executive Director’s Report.

9) Consider Winhall Withdrawal Costs: Ms. Ameen stated the Executive Board met with the Town of Winhall Selectboard on April 4th to discuss their outstanding balance for withdrawal costs in the amount of $7,024.60. Ms. Ameen stated the Selectboard, in Executive Session, voted to pay the full amount owed, but requested they pay the withdrawal costs in FY 2020 so they could budget the funds. Ms. Ameen noted the Town of Winhall had a surplus of over $700,000 in FY 2018. Ms. Zboray suggested an agreement drawn up by legal counsel reflecting the payment terms, at the Town of Winhall’s expense. The Board discussed Winhall’s withdrawal payment.

Motion made, seconded, and carried to accept the Town of Winhall’s offer to pay the full withdrawal amount of $7,024.60 as soon as possible (preferably by June 30, 2018), and if not, the District would have a legal agreement, prepared at the Town of Winhall’s expense, to detail the payment terms.

10) Committee Reports (if any): Mr. Toomey reported the Policy/Personnel Committee is meeting next Thursday, April 19th at 7:00 pm.

11) Executive Session (if needed): None

12) Other Business as Legally Allowed: None

13) Adjournment:

Motion made, seconded and carried to adjourn the meeting:

The meeting was adjourned at 8:12 p.m.

Kristen Benoit

Program Coordinator/District Clerk

Board of Supervisor’s Meeting

327 Old Ferry Road, Brattleboro, VT 05301

April 12, 2018 at 7:00 pm

Meeting Notice & Agenda

1) Changes and/or Additions to Agenda

2)Annual Reorganization

   a.Introduction of New Supervisors

   b.Election of Officers

   c.Designation of Meeting, Place, Date and Time

   d.Official Newspapers

3) Approval of Minutes – March 15, 2018

4) Approval of Check Register – March 2018

5) Financial Report Review - March 2018

6) Program Coordinator’s Report

7) Executive Directors Report

8) Discuss Possible Repayment of 1994 MRF Grant

9) Consider Winhall Withdrawal Costs

10) Committee Reports (if any)

11) Executive Session (if needed)

12) Other Business as Legally Allowed

13) Adjournment

There is a Finance Committee Meeting prior to the Board of Supervisors Meeting at 6:00 p.m.

WINDHAM SOLID WASTE MANAGEMENT DISTRICT (WSWMD)
BRATTLEBORO, VERMONT
BOARD OF SUPERVISORS SPECIAL MEETING
MINUTES OF MARCH 15, 2018

BOARD MEMBERS PRESENT: Michelle Cherrier, Chair, Dummerston; Jan Ameen, Vice Chair, Westminster; David Jones, Brookline; Lester Dunklee, Dummerston; Cheryl Franklin, Guilford; Lewis Sumner, Halifax; Tony Gordon, Marlboro; Dan Toomey, Putney; James Damato, Readsboro; Irvin Stowell, Townshend; Nancy Meinhard, Wardsboro; Gig Zboray, Whitingham and Readsboro; and Merrill Mundell, Wilmington

BOARD MEMBERS ABSENT: John Allen and Brandie Starr, Brattleboro; Thomas Baltrus and Kevin Stine, Dover; Sheila Morse, Guilford; Cara Cheyette, Halifax; Judy Flower and Andy Coyne, Jamaica; Stillman Vonderhorst, Marlboro; Shannon Meckle, Newfane; Albert Dupell, Stratton; Dale West, Townshend; Tim Franklin and Emily Vergobbe, Vernon; and Tom Consolino, Wilmington

WSWMD STAFF PRESENT: Robert Spencer, Executive Director, Kristen Benoit, Program Coordinator/District Clerk; and Dale Bessette, Scalehouse Attendant/Truck Driver

OTHERS PRESENT: None

Ms. Cherrier called the Meeting to order at 7:05 p.m.

  1. Changes to the Agenda: The Board agreed to add the following agenda items:
  • Discuss Winhall Withdrawal Costs (Agenda item #13)
  • Consider Contract with TAM Waste Management for Composting Paper Sludge (Agenda item #14)

Motion made, seconded, and carried to approve the Minutes of February 8th. There were 3 abstentions.

3) Approval of Check Register – February 2018:

Motion made, seconded, and carried to approve the February Check Register.

4) Financial Report Review – February 2018: The Board of Supervisors reviewed and discussed the Financial Report.  

Motion made, seconded, and carried to accept the February Financial Report.

5) Program Coordinator’s Report:Ms. Benoit reported on the newly updated WSWMD website, radio ads for the multi-media campaign, new signage for the recycling roll-off containers, request for proposals (RFP) for legal services, RFP for scrap tire recycling, RFP for hazardous waste collections, selectboard quarterly newsletter, SWIP grant, business outreach, and Charter requirements for Board of Supervisor appointments.

6) Executive Director’s Report:Mr. Spencer reported that due to reduced work load due to the MRF closure the Executive Board approved his request to reduce his hours from 32 to 24 hours per week, accept for emergency work, and subject to review in June. He also said that Vicki Hayes, Office Manager/Bookkeeper, hours have been reduced from 28 to 21 hours per week. Mr. Spencer also reported: two high definition security cameras with recorders were installed to monitor the recycling areas; updates on composting operation including carbon sources and odor control; cardboard baling operations; increase in single steam recycling tip fee to $105/ton (higher than trash tip fee of $102.50/ton), and the 8-hour Hazwoper refresher training being held at WSWMD on Friday, March 15th.

7) Update on Solar Project: Mr. Spencer informed the Board Sky Solar, through GranSolar, hired two onsite project managers. In addition, Evans Construction, Inc. was hired to construct storm water controls, and temporary and permanent roadways. Mr. Spencer noted there have been some erosion issues with sediment getting into storm drains. The issues have been documented by KAS, Inc., WSWMD’s landfill engineer, and corrective actions are being taken.

8) Update on Act 148 Amendments: Mr. Spencer reported on proposed changes to Act 148, Vermont’s Universal Recycling Law, including changes to the “fast trash” definition, changes to the hauler requirement to collect yard waste, and elimination of the hauler requirement to collect organics.

9) Consider Policy on Preparing Minutes for Meeting with No Quorum: The Board discussed preparing minutes for meetings with no quorum.

Motion made, seconded, and carried not to prepare Minutes for meetings with no quorum. There was 1 abstention.

10) Consider New Legal Counsel Due to Retirement of Attorney Chris Callahan: Mr. Spencer informed the Board WSWMD released a Request for Proposals (RFP) for Legal Services due to the recent retirement of Attorney Chris Callahan. WSWMD received five proposals in response to the RFP. The Executive Board reviewed and discussed the proposals at its March 14th special meeting and is recommending the District contract with the law firm of Tarrant, Gillies & Richardson for its legal services. It was noted the engagement letter for legal services with Tarrant, Gillies & Richardson listed the legal assistant’s hourly rate incorrectly.

Motion made, seconded, and carried to authorize the Chair of the Board to sign the engagement letter with the law firm of Tarrant, Gillies & Richardson, upon correction of the legal assistant’s hourly rate.

11) Consider Extension of Triple T Contract for Waste Disposal and Recycling Services: Mr. Spencer informed the Board the waste disposal and recycling services contract with Triple T Trucking expires in August 2018. Mr. Spencer noted the contract has a 2-year extension option. Triple T Trucking is requesting a hauling increase of $10.00 per pull. The Board discussed the waste disposal and recycling services contract extension.

Motion made, seconded, and carried to authorize the Chair to sign a 2-year extension with Triple T Trucking pending consultation with legal counsel.

12) Consider Reduction in Annual Access Sticker Fee to $20.00 for Balance of Fiscal Year: The Board of Supervisors discussed reducing the annual access sticker fee. The Board was not supportive of reducing the fee for the balance of the fiscal year.

Motion made and seconded to reduce the access sticker fee to $20.00. Motion withdrawn.

13) Consider Winhall Withdrawal Costs: Mr. Mundell informed the Board the Town of Winhall has an outstanding balance for withdrawal costs of approximately $7,000. The Finance Committee is recommending WSWMD Executive Board meet with the Town of Winhall Selectboard to discuss the outstanding balanced.  

Motion made, seconded, and carried the Executive Board meet with the Town of Winhall to discuss the outstanding withdrawal costs.

14) Consider Contract with TAM Waste Management for Crane & Company Paper Sludge: Mr. Spencer reported the District currently composts Crane & Company paper sludge, from Dalton Massachusetts, that exceeds TAM Waste Management’s capacity to process the sludge under contract to Crane & Company.  Mr. Spencer stated TAM Waste Management would like to reduce the current tip fee from $15/ton to $10/ton in exchange for an increase in tons delivered. Mr. Spencer noted operational issues associated with the paper sludge such as purchasing more wood chips, purchasing high carbon wood ash, and odor control. The Board was not supportive of reducing the current tip fee.

15) Committee Reports (if needed): None

16) Executive Session (if needed): None

17) Other Business as Legally Allowed: None

18) Adjournment:

Motion made, seconded and carried to adjourn the meeting:

The meeting was adjourned at 8:30 p.m.

Kristen Benoit

Program Coordinator/District Clerk

Program Coordinator/District Clerk