Windham Solid Waste Management District (WSWMD)
Finance Committee Meeting
Via ZOOM and In-Person @ 327 Old Ferry Rd, Brattleboro, VT
DRAFT Minutes of April 11, 2024
Committee Members Present: Committee Chair-Merrill Mundell, Wilmington; Patrick Moreland, Brattleboro; Michelle Cherrier, Dummerston
Additional Board Members Present: Sandra Rulewich, Vernon
Committee Members Absent: James Damato, Readsboro Alternate
WSWMD Staff Present: Robert Spencer, Executive Director; Vicki Hayes, Finance Manager & HR Administrator; Anita Grant, Office Manager & Operations Liaison/District Clerk
Others Present: None
Merrill called the meeting to order at 6:04 PM
- Changes and/or Additions to the Agenda: None
- Approval of Minutes- March 2024:
Patrick made the motion to accept the minutes as written, Merrill seconded, and the the motion was carried.
- Review of Check Registers- March 2024:
Patrick asked for clarification on Compost Facility Expense bills on the check register were being paid from the money set aside for the CFE and not regular operating funds, to which Vicki responded affirmatively.
Merrill made the motion to recommend the Board of Supervisors approve the check registers for March 2024, Patrick seconded, and the motion was carried.
- Review of Financial Statements- March 2024:
Vicki reported that March ended with a deficit of $47,000, but that tip fees have increased from $72,000 to $152,000, a $38,000 SWIP grant was received to offset the HHW expenses, and that an additional $5,500 in grant revenue for HHW would also show on the April financials. She reported that expenses were about 5% over budget but would be scrutinized over the next three months.
Bob also informed the committee that Casella had slowed and then completely stopped bringing cardboard to WSWMD which has negatively affected the sale of recyclable materials, and OCC loads sent out were cut in half for March. He also indicated that the part-time truck driver has had a positive impact on hauling expenses and that would show in future financials.
Patrick cautioned the staff to pay close attention to expenses over the next 90 days and bring the deficit as close to zero as possible.
Patrick made the motion to recommend the Board of Supervisors approve the financials for March 2024, Michelle seconded, and the motion was carried.
- Review Proposed FY 25 WSWMD Transfer Station Fees:
A lot of conversation revolved around the proposed increase in the Access Sticker Fee from $50 to $60, to which Vicki and Bob reported that due to the higher costs of recycling, the only way to offset it would be to increase the sticker fee. There was also a well-received proposal for a half-year sticker to be sold after January 1 for $35. This would help the residents who wanted to purchase a sticker later in the year but wouldn’t have to buy a full year’s sticker.
Bob also reported that the District would be awarding a free bag of compost to anyone purchasing a sticker, to both help with the $10 increase as well as have the residents try out the compost for themselves.
Patrick made the motion to recommend the Board of Supervisors approve the proposed FY 25 Transfer station fees as presented, Michelle seconded, and the motion was carried.
- Review Compost Facility Expansion Request for Bids:
Bob reported that the CFE bids were due on 4/10/24 by 2 pm and that he had received a total of 5 bids. The project had been divided into two separate phases. This phase included the sitework, the heat & aeration system, and the fabric building.
He had reviewed the bids with Steve Horton (CFE Consultant), and they had made a recommendation to accept the lowest bid for the sitework that Zaluzny Excavating Corporation submitted for $196.700. The fabric building bid received by Clear Span for $188, 831 included a fabric building on blocks; and the heat & aeration system bid from Agrilab was $211,707. The bids came in at a total of $597,238 for the completion of phase one.
Bob asked the Finance Committee to ask the Board of Supervisors to approve the three contracts ASAP so that the project could break ground and hopefully conclude in the Fall. Bob indicated that Michelle would sign the contracts as the Board chair and that he would work closely with Steve Horton (Steve Horton Consulting, Inc.) to look at the itemized charges and reduce the scope of work where they could.
The committee was impressed with the phased project and excited to see the construction begin.
Patrick made a motion to recommend the Board of Supervisors approve the three bid contracts for the Compost Facility Expansion, Merrill seconded and the motion was carried.
- Executive Session: None
- Other Business
- Next Meeting: Thursday, May 9 @ 6 PM
- Adjournment: 6:49 PM
Minutes prepared by:
Anita Grant
Office Manager & Operations Liaison/District Clerk