Board of Supervisors Meeting-Approved Minutes- 6/9/22

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Windham Solid Waste Management District (WSWMD)

Brattleboro, Vermont

Board of Supervisors Meeting

Via Zoom and In-person

Draft Minutes of June 9, 2022

 

Members Present: (In-person & Zoom)

Dan Towler, Brookline; Kevin Stine, Dover Alternate; Lewis Sumner, Halifax, Doris Knechtel, Newfane;  Dan Toomey, Putney; Irvin Stowell, Townshend; Sandra Rulewich, Vernon. Jim Damato, Readsboro (Alternate), Merrill Mundell, Wilmington

 

Members Absent:

Chair: Michelle Cherrier, Dummerston; Vice Chair: Patrick Moreland, Brattleboro; Michael Becker, Guilford; Daniel Ballioti, Dover; Jessica Pollack, Jamaica; Stillman Vonderhorst, Marlboro; Rickey Harrington, Somerset; Kent Young, Stratton; Kevin Hughes, Westminster; Wardsboro: Empty Seat

 

WSWMD Staff Present: Robert Spencer, Executive Director; John Fay, Programs & Operations Manager; Vicki Hayes, Finance & Office Manager; Anita Grant, Administrative & Operations Assistant/District Clerk

 

Dan Toomey assumed the chair position as both the chair and vice-chair were absent.

Dan Towler asked and Anita performed a roll call of present members.

As a quorum was present Dan Toomey called the meeting to order at 7:10 P.M.

 

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

 

  1. Approval of Minutes from May 12, 2022: There was no discussion.

 

Motion to accept the minutes from May 12, 2022, as presented; made by Lewis, seconded by Irvin. One abstention, and motion carried.

 

  1. Approval of May 2022 Check Register: Clarification was requested on compost tailings brought to Triple T for disposal. Bob indicated once the organics were completely screened, the leftovers (“tailings”) are trash and cannot be run through the trommel. There was no further discussion on the check register.

 

Motion to approve the Check Register for May 2022; made by Jim, seconded by Doris. Motion carried.

 

  1. Approval of Financial Statements for May 2022: Bob summarized that the surplus is still strong, exceeding $235,000 due to revenues exceeding by 27% (as reported in April 2022); strong expense control-only 7% over budget and a strong finish in May with $16,000 in access sticker sales. Vicki assumes the fiscal year should finish above $200,000 in surplus, barring any unforeseen emergency expenditures

 

Motion to approve the Financial Statements for May 2022; made by Jim, seconded by Lewis. Motion carried.

 

  1. Review Financing Options for Compost Facility Expansion: Bob updated the board that he had received email confirmation from Senator Sanders’ office that the expansion finance request had been submitted for congressional designated spending through the USDA in the amount of $175,000 for the initial phase of the project. Bob explained the total cost of the project was just under $500,000 and could be completed in phases over a period of three years. A $50,000 grant application has been submitted to the USDA Community Facilities program, which would probably lower the $175,000 CDS award by that amount due to a funding formula from USDA. John explained with the phase-funding timeline, the project could start in the fall of 2022, and finish roughly around 2025 and the board could approve or disapprove each phase. He also updated the board about other financing options that could be applied for (US EPA, VT State Infrastructure Grants, etc.) and/or using the FY 22 surplus to help fund the project. It was emphasized that the board had to decide on the surplus first, as that was vital to ensuring WSWMD would stay in compliance with the state’s requirements for a permit amendment. Bob assured the board that they would have to vote for the surplus to be used for the compost facility, but could also vote not to use it if other financing could be obtained.

 

  1. Discuss Options for FY 22 Surplus: This discussion was rolled into #5 above and resulted in the following motions:

 

Jim made a motion to commit $100,000 of the FY 22 surplus to be used to finance the compost expansion facility. The motion created more discussion and didn’t get a second and failed to pass. Jim then withdrew his motion.

 

Merrill then made a motion to commit up to $200,000 of the surplus (if applicable) with the stipulation that the money could not be spent without board approval.  Bob ensured that the money would be voted upon for release once the financing was figured out. He also indicated that if the money was not used for the expansion, it would be returned to the towns and not earmarked for a special project.

 

Motion to commit up to $200,000 of the surplus for the compost expansion facility was made by Merrill, seconded by Doris.  Motion carried.

 

Vicki then asked for a motion to create a separate accounting line (not account) for the surplus until the final determination of the compost expansion financing was completed.

 

Motion to create the separate accounting line was made by Merrill and seconded by Doris. Motion carried.

 

  1. Review Proposed FY 23 Transfer Station Fees: A subcommittee (Bob, John, Vicki, Merrill, and Jim) had met earlier in the week to discuss the proposed fee increases that the district wanted to impose to offset the current inflationary rise. WSWMD had proposed a $20 increase to $175/ton in tip fees for trash and C&D, but after the meeting, the increase was changed to $195/ton to cover the increase.

A board member did ask that the tire fees be adjusted by type, rather than size since most passenger tires are now 19-21” vs. the smaller sizes.Bob ensured this would be changed. A lot of discussion centered around bag sizes and prices, but no specific dollar amounts were suggested.

 

Motion to approve the fee increases for the FY 23 Transfer Station Fees was made by Jim, seconded by Doris. Motion carried.

 

  1. Discuss Cost of Living Adjustment Increase Percentage for Staff in FY 23: It was discussed that the cost-of-living increase of 2.5% that was budgeted for would not be a comfortable increase in staff salaries due to the increase in inflation. With the current inflation rate at 6.8%, Bob polled other waste districts and learned that most were using approximately 7.0%  of a cost of living adjustment in the next fiscal year. Vicki showed the board the annual financial impact of 6.5%, 7.0%, and 7.2% cost-of-living adjustments. After some discussion, the board recognized that a 7% adjustment would be an $18,000 increase over budget, which is less than 1% of the total budget, and worth giving to the employees to continue to keep the facility running smoothly and maintain a full staff.

 

Motion to amend the cost-of-living adjustment from 2.5% to 7% for the FY 23 budget was made by Merrill, seconded by Sandra.  One abstention, and the motion was carried.

 

 

  1. Program Manager’s Report:
  • HHW Depot: John reported that the depot is running smoothly and has been serving both households and small businesses very well. Anita developed an online appointment scheduler that has been very helpful in keeping the appointment process streamlined. John also had Tom Kennedy (director of two Upper Valley Solid Waste Districts) and Matt Priestely (from Alva Waste) spend a Thursday morning to see the operations of the depot as they are opening their own.
  • Two remote HHW Collections: John indicated that the advertising was underway for the July 16th event in Wilmington, for all WSWMD member town residents and the July 23rd event in Readsboro through Front Porch Forums, sandwich board signs, social media, and handouts. John reiterated how the Readsboro event is funded by Bennington County and it’s a very cost-effective way to handle the disposal for Readsboro residents as it only costs WSWMD a few hundred dollars to participate.
  • Operations/yard: John indicated his goal about reducing the overtime in the yard, he’s come up with a new timecard and scheduling process to minimize overtime. He also thanked the board for approving the fourth yard employee, Thomas, as his help has been very timely due to the number of vacations that have been scheduled.
  • Hauler Licenses: Under VT State regulations, any hauler within the district must be registered with WSWMD as well as the state and John and Vicki had worked together to get the list generated and stickers have been and are continuing to be issued on-going.
  • Compost inventory: John reported that even with some of the rainy weather, Dick has been able to keep up with the screening and supplying distributors with both compost and topsoil and there haven’t been any shortages and the operation is running very smoothly.
  • Event Bins: John reported how he and Bob assisted Stephanie Bonin of Building a Better Brattleboro with last week’s Gallery Walk by setting up the three-bin system (compost, trash, and recycling) and training a high school volunteer to monitor the use of the bins. John reminded the towns that event bins can be loaned out free for events within the district’s towns. The event bins are available to residents and businesses within the district’s towns and are available through scheduling in the office. A question was asked about disposal, John indicated that the trash disposal had to be paid for, but no sticker was required. He also indicated that the recycling and compost would be taken for free.
  • USDA Outreach: John reported that Anita and Alex have prepared a presentation and video and presented to two kindergarten classes at Vernon Elementary School and were working on more programs to institute as the grant work continues. Bob said he refers to Anita and Alex as “The A-Team.”
  • Annual SWIP Report: John stated that the Annual Solid Waste Implementation Plan Report was due by the end of June 2022 and was only awaiting the executive director’s review and approval and then the report would be submitted to the state. John indicated that the annual reporting raises the bar of performance every year for the solid waste district.
  • After John gave his report, a compliment was given about the great condition of the yard, the signage improvements and overall appearance of the transfer station over the past few months.

 

  1. Executive Director’s Report:
  • Bob updated the board on some landfill activities that took place over the past two weeks. The semi-annual landfill inspection by Greenbacker’s contractor RAK identified some eroded sections of the storm water berm as well as woodchuck holes to be filled.
  • There were twenty damaged solar panels that were struck by lightning that had to be removed. Bob discussed that solar panels are not considered to be hazardous waste and our metal recycler took the panels at no charge to recover useful material.
  • Annual groundwater sampling was conducted by KAS with Bob assisting. Past sampling has showed the wells were under the VT standard of 20 parts per trillion for PFOA’s. WSWMD’s post-closure certification expires in 2026 and it’s Bob’s intent to discontinue monitoring of the groundwater wells subject to DEC approval.
  • Bob has indicated that he would like to start the process of having the landfill gas collection pipes removed as the methane collected has not been concentrated high enough to run the generator, nor the flare any longer.
  • Triple T Contract: Bob said he is in the process of amending the Triple T hauling and disposal contract that expires in August 2022 since it allows for a third two year extension. Triple T is proposing an 8% increase in tip fees for trash and C&D, and proposing an increase in our hauling fees for our recycling to Rutland. Bob and our attorney will have a draft contract for the board to review and vote on at the August meeting.

 

  1. Executive Session (if needed): None

 

  1. Next Meeting: Thursday, August 11th @ 7:00 P.M.

 

  1. Other Business: None

 

  1. Adjournment: Jim made the motion to adjourn, and Irvin seconded. The meeting was adjourned at 8:20 P.M.

 

 

Minutes prepared by

 

Anita Grant

Administrative & Operations Assistant/District Clerk