Windham Solid Waste Management District (WSWMD)
Finance Committee Meeting
Via ZOOM and In-Person @ 327 Old Ferry Rd, Brattleboro, VT
DRAFT Minutes of August 8, 2024
Committee Members Present: Committee Chair-Merrill Mundell, Wilmington; Michelle Cherrier, Dummerston; Sandra Rulewich, Vernon; Liz Spector, Wardsboro
Additional Board Members Present: Jim Pinkerton, Vernon (alternate)
Committee Members Absent: Patrick Moreland, Brattleboro; Jim Damato, Readsboro (alternate);
WSWMD Staff Present: Robert Spencer, Executive Director; Vicki Hayes, Finance Manager & HR Administrator; Peter Gaskill, Programs Coordinator; Anita Grant, Office Manager & Operations Liaison, District Clerk
Others Present: None
Merrill called the meeting to order at 6:00 PM
- Changes and/or Additions to the Agenda: None
- Approval of Minutes- June 2024:
Michelle made the motion to accept the minutes as written, Liz seconded, and the motion was carried.
- Review of Check Registers- June & July 2024:
Liz asked about the property taxes paid to the town of Dummerston and Bob explained that a sliver of WSWMD property is in Dummerston, and the amount is minimal ($26/year). The tax has not been disputed as in Brattleboro where a payment-in-lieu-of taxes was negotiated.
Michelle made the motion to recommend the Board of Supervisors approve both check registers, for June & July of 2024, Liz seconded, and the motion was carried.
- Review of Financial Statements- June & July 2024:
June 2024: Vicki furnished the Committee with a recap outlining the $103,530.46 surplus achieved at the end of the fiscal year in June 2024. She reported that the original surplus was $16,000 but following the annual financial audit performed by Mudgett, Jennett & Krogh-Wisner, she was able to move grant funds received into costs as a fixed asset which added roughly $86,000 to the surplus amount.
July 2024: July finished with a surplus of $72,000 which was attributed to higher tip fees commencing on July 1. Also, a third straight month of strong access sticker sales, compost sales, and sale of cardboard all contributed to the surplus. She reported that hauling costs are a concern as $4,000 had already been spent with a budget of $20,000 for the entire fiscal year. Hauling costs should be minimized once the new driver starts work at the end of August. Vicki was confident that the solar recs (renewable energy credits) for FY 25 would be in line with the budget since Greenbacker is negotiating for a new rate.
Liz made the motion to recommend the Board of Supervisors approve the financials for both June & July 2024, Michelle seconded, and the motion was carried.
- Trash & Recycling Services Contract Options:
A lot of discussion took place regarding the latest proposal that Casella provided Bob this afternoon. Bob distributed a new spreadsheet showing Casella’s latest proposal within the FY 25 budget increase of 10% for trash disposal. Bob said he had informed Casella that they had to have a more competitive proposal that allowed WSWMD to self-haul if they wanted a new contract. A verbal agreement was made, and Dave Allen from Casella will be attending the BOS meeting after the FC meeting. The Committee said they are open to the Casella agreement if it works within our budget and some things that would be discussed at the contract negotiations.
It was discussed that the current “pilot” with the Keene transfer station & Ruggiero hauling was costing too much and that self-hauling would be the solution for continuing to utilize the Keene transfer station. A new employee was hired to be the District’s truck driver and part-time transfer station operator, so Bob was confident that would help tremendously decrease hauling costs.
Options were discussed and it was determined that the aging roll-off truck would be more of a liability if it was driven longer distances. Bob reiterated that a contract with the City of Keene was not an option until December after the City has selected a new hauler and knows the new charges for landfill disposal.
- Capital Plan FY 25:
Vicki presented a spreadsheet showing the Capital Plan with an adjustment made to move the replacement of the roll-off truck to FY 25-26 (originally FY 26-27) since the District has determined self-hauling to be the least expensive alternative and we hired a new driver. She also pointed out that moving the truck purchase up one year would require an additional $70,000 for a total replacement cost of $220,000.
Michelle pointed out that there were a few “quiet years” following FY 26 where there are no major capital purchases planned, and more money would be saved for future purchases.
Sandra made the motion to approve the changes in the Capital Plan to reflect the replacement of the roll-off truck to be moved to FY 25-26, Michelle seconded, and the motion was carried.
- Discuss the Designation of FY 24 Surplus:
Vicki explained that the CFE was costing more due to the delays in construction and permitting and that the truck moving up one year created a shortfall on the rolling stock capital fund. Vicki recommended to the Committee that the surplus be designated to the Compost Facility Expansion and the Capital Plan to ensure WSWMD would be able to meet the financial goals. Merrill said he would make a recommendation to the Board of Supervisors as to how to apply the surplus of $103,530.46.
- Executive Session: N/A
- Next Meeting: September 12, 2024 @ 6 PM
- Other Business: None
- Adjournment: 6:58 PM
Minutes prepared by:
Anita Grant
Office Manager & Operations Liaison/District Clerk