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HomeMy WebLinkAboutSWMD Agenda 5-21-08 and 4-16-08 Minutes~.. ~O 6CSWMD Board Members Chairman Bruce Hanson Steven Hamilton Steven Johnson Jody May Dave Schmit James Storm Shirley Commissioner R. Stephen White SOLID WASTE MANAGEMENT DISTRICT (SWMD) AGENDA May 21, 2008, 200$ Garden Cafe, Manhattan, MT 6:00 p.m. Call to Order 1. Public Comment 2. Approval of Minutes for the April 16, 2008, SWMD Board Meeting 3. Financial Reports 3.1. Draft Preliminary Budget 09 -Tom Miller, District Manager 3.2. April 2008 -Susan Dellinger, District Accountant 4. Old Business 4.1. Applications Received to Approve to Allow Reduced Tipping Fees for Qualified Not for Profit Corporations Doing Business in Gallatin County -Bruce Hanson 4.2. Discussions regarding the Amended Draft Interlocal Agreement for Operation of Convenience Site $ Household Hazardous Waste Facility -Bruce Hanson 4.3. Discussion on Contract Logan Landfill Shop and Office Building PER/PAR (Dowling Sandholm Architects)- Bruce Hanson 4.4. Update on District Land Acquisition -Jody May, Land Committee 5. New Business b. Chairman Report -Bruce Hanson 7. Recycle Program Manager Report -Wayne Shelton 7.1. Site Agreements 7.2. Hauling Contracts 8. Agenda for Next Meeting on June 18, 2007 9. Adjournment 1 Gallatin County Solid Waste Management District Board Agenda May 21, 2008 BOARD OF DIRECTORS Chairman Bruce Hanson Steven Hamilton Steven Johnson JAY ~Y James Storm Shirley Commissioner R. Stephen White GALI.ATIN SOLID WAS'T'E MANAGEII~N'P DIST'RIG'1' Bard Meeting April I6, 2,Ot)8 Board Members Present: Chairman Bruce Hanson; Jody May; Steven Hamilton; Steven Johnson; James Storm Shirley; Commissioner R. Stephen White (vacancy on Board) Staff Present: Tam Miller, District Manager; Marty Lambert, Gallatin County Attorney; Wayne Shelton, Recycling Coordinator; Debbie Arkell, City of Bozeman Public Works Director; Bruce Siegmund, Senior Hydrologist, Great West Engineering, Inc.; Susan Dellinger, Gallatin Solid Waste District Accountant; Dawn Chretien, Recording Secretary Members of the Public: Jeff Sandholm, Dowling Sandholm Architects; Dave Leverett, Four-Corners Recycling; Phil ldelson, Allied Waste Inc.; Michael Tucker, Belgrade News (Sign-in sheet attached). Call to Order: Chairman Bruce Hanson called the meeting to order at 6:00 p.m. I. Public Comment Chairman Bruce Hanson called for public comment. There was no public comment. 2. Approval of Minutes for the March I9, 2008, Gallatin Solid Waste Management District (SWMD) Regular Board Meeting Minutes. Motion by Board Member Steven Hamilton to approve the Maz~ch 19, 2D08, Gallatin Solid Waste Management Board Meeting Minutes as written. Seconded by Board MemberJody May. All voted aye. Motion carried (Nation#OS-4162D08-DI). 3. financial Reports 3.1. Susan Dellinger, Gallatin Solid Waste District Accountant Susan Dellinger, Gallatin Solid Waste District Accountant, submitted for Board review the following: Gallatin Solid Waste District Profit & Loss for March 2008; Gallatin Solid Waste District Profit & bass Budget Vs. Gallatin County Solid Waste Management District April lb, 2008, Minutes Actual July 2007 through March 2008; Gallatin Solid Waste District Balance Sheet as of March 31, 2008; Operational Reports March Y-31, 2008; Graphs of Incoming Tonnage by Month Comparison & Projected Revenue by Month Comparison March I -3I, 2008; Gallatin Solid Waste Management District Transaction Detail by Account March 2008; Memorandum update on the status of charge accounts at the Logan Landfill, balances aver 60 days; Aged Summary Report dated March 31, zoos. She noted the extra revenue received from the coal train spill and scrap metal. Motro.~ by Steven Hamilton to accept the March frnancrals as presented. Seconded by Board Member Steven fohnson. All voted aye. Matron carried (Motion #08-041608-02). 4. Old Bw~iness 4.I. Cox-sideration of a Resolution of the Gallatin Solid. Waste Management District Board to Allow Reduced '1`ippir~g Fees for Qualified Not for Profit Corporations Doug Business in Gallatin County Chairman Bruce Hanson presented the resolution for discussion. The Board concurred the resolution covered the items previously discussed at the board meetings. Motion by Baard Member Steven fohxtson to approve the Resolutrort of the Gallatin Solid Waste Management District Board to Allow Reduced Trppr'x~g Fees for Qualified Not for Priofrt Corporations Doing Business rn Gallatin County as presented. Seconded by Board Member Steven Hamilton. All voted aye, motion carried. (Matron #OS-041 E08- 03) (District ResolutrorT # SWMD 2008-04). 4.2. Discussion of the Amended Draft lnterlocal Agreement far Operation of Conve~le_r~ Site and Household. Har~rdous Waste Facility Between City of Bozeman and the Gallatin Solid Waste Management District Board Member Jody May reported he toured the City landfill site. He stated two areas that were of concern: the $78,000 price to buy the household hazardous waste container. He discussed purchasing it, but thought it might be better located at the Logan landfill as a central collection site. If so, the District should research the cast, it may be cheaper to buy one and place it on site rather than moving the one set up at the City landfill. The District will want to cut back on expenses. The traffic at the Bozeman landfill is minimal, between 1020 customers a day. He suggested cutting back to having it open three days a week, such as, Friday, Saturday, and Monday, or a Thursday, Friday, Saturday. Board Member Steven Johnson disagreed that moving the container to Logan would be a better central location according to the map of the Gallatin County Solid Waste Management District April 16, 2008, Minutes 2 County population. He said the price of the container included the equipment to operate it, power to run the facility, fire suppression system, and concrete. He suggested leaving it where it is and run both, although he felt they would be duplicating efforts. His concern is household hazardous waste would not be disposed of properly if it is not convenient. Debbie Arkell, City of Bozeman Public Works Director, responded she would draft another version of the agreement. She would write a memo to the City Commission regarding a reduction in hours and the fee change. She said the District was under no obligation to buy it. The Board decided to work in a committee to resolve the issues. Jody May asked Board Member Steve Hamilton if he could work on the committee with Debbie Arkell, and Steven Johnson. Board Member Steven Hamilton responded after April he might have room in his schedule. 4.3. Ugdafie on Hauling ConfracLs Chairman Hanson introduced the new District employee and Recycle Coordinator Wayne Shelton. Wayne Shelton handed out a Recycling Report. He updated the Board on the hauling contracts. He explained he has been working with Deputy County Attorney Chris Gray on the template. The RFP language needs to be incorporated in the scope of work. The contracts should be ready by next week. He intended to switch the Headwaters recycle containers with the District's containers on Friday. He is working on getting the site agreements that have been decided upon signed by the property owners. In Three Forks, Manhattan, Belgrade, Four Corners and West Bozeman he needs to find locations. Board Member Steven Hamilton updated the Board on the City of Three Forks site. The City Council of Three Forks will decide an one of two locations for the recycling bins at their next Council meeting. Board Member Steven Johnson said the cardboard container's bumpers were not secure or did they have stickers an them yet. He had no contract in place. He will keep his containers on site until the District is ready to go. The tops are also going to wear out quickly. Chairman Bruce Hanson responded they will get what needs to be done, done. He discussed it with District Manager Tom Miller. He agreed that the landfill Shop Foreman could work on getting the bumpers welded. If he is too busy, then they will find a mobile welder to do it. Dave leverett, Four-Corners Recycling, read a Motion from the January T 8, 2008, board meeting, "Motion to accept the recommendation of the committee to a ward the Hauling of Recyclable Materials and Servicr`ng of Roll Off Container Collection Sites as gi ven; the City of Bozeman services Gallatin County Solid Waste Management District April 16, 2008, Minutes 3 the City of Bozeman cardboard sites, Four-Corners Recycling/Full Circle Recycling the rolloff sites in the Cify of Bozeman and the sites in proximity to the Belgrade, Gallatin Gateway, and Big Sky corridor; Allied Waste Services the sites located in the Manhattan, Three Forks, Amsterdam, Churchill, and the north side oflnterstate 90; Allied to be the backup for Four Corners Hall Circle Recycling and the City of Bozeman if they have a breakdown; and Headwaters Recycling to continue services in the West Yellowstone areea." He asked for clarification on Allied getting everything north of the interstate. Belgrade is north and south of the interstate. The Board responded their intent was not to split Belgrade. The Board decided they needed to designate boundaries far pickups. They designated the City of Belgrade as city limits and south of the interstate with Four-Corners Recycling as the low bidder who was awarded the Belgrade area. 4.4. Logan lLrindfill Shop and Office Suildir~g P1;R/PAR Presentation Jeff Sandholm, Dowling Sandholm Architects, presented the Logan Landfill Shop and Office Building preliminary report for the proposed new office and shop buildings. He reviewed the primary factors that were considered to develop the property and construct the projects considering options with cost estimates. During Board discussion, page 1,2, regarding the shop slab, if it had been considered using steel shavings after pouring the concrete. The plan is conceptual at this stage. The board discussed giving authorization to proceed to get the contractors out to bid. It will take six to eight weeks for the architectural firm to finish their work, then bid the project, then three weeks for the bid award process, and two to three weeks to negotiate contracts estimated by July. Board Member Steven Johnson asked to be included on the next meeting. Motion by Board Member Steven ,Johnson to authorize Dowling and Sandholm to proceed with the designs For the shop and office building at the Logan IandfilL Seconded by Board Member Steven White. All voted aye. Motion carried (Motion #OS-041608-04). The next meeting date and time will be emailed to the Board 5. Ncw Business Board Member Storm Shirley reported he would like to move his representation on the Board to replace Rich Allison, Gallatin County at large member, from the Belgrade representative. He is moving to Bozeman. The Board members were comfortable with the change. They deferred it to the County Commission and County Attorney on the process Gallatin County Solid Waste Management District April 16, 2008, Minutes 4 s, C'_1+x~irmxn Report -Bruce HAt18ori 6.1. Introduction of the Recycle Program Ma~,ger Introduced previously by Chairman Hanson under Hauling Contracts 6.2. Citizens WaterlWell Monitoring Meeting Bruce Hanson reported he attended the meeting with the neighbors. He introduced Bruce Siegmund, Great West Hydrologist. Bruce Siegmund, Great West, reported on the sampling done on the two springs north of the facility. He submitted a report, dated April 14, 2008, to Chairman Bruce Hanson, District Board Members, and to Mr. Miller and Ms. Evans with his analysis and recommendations. Chairman Bruce Hanson reported an estimate was received from Pure Water Technologies regarding water treatment solutions. The Board received copies of Brian McCollum's April I5, 2008, letter. It included a proposal for rental and outright purchase of the water treatment system along with costs of maintenance for the systems. Chairman Bruce Hanson reported, on behalf of the District Board, he sent a letter on April 11, 2008, to Mary Louise Henderson at the Department of Water Quality (DES in Helena, updating the department on the water issue and requested their assistance. It is in the best interest of the Board and community to do what is necessary to give a level of comfort to protect its neighbors. County Attorney Marty Lambert recommended getting a response from DEQ in writing, and to do a second follow-up with the neighbors and the Environmental Health Department. The Board discussed the reports. The Board felt the one well that historically had never been tested on the north side of the Jackson property should be done. They found the well is in the process of being tested. The County Attorney agreed to draft a letter and agreement to take to the neighbors. They will need to authorize the expense for the upgrades that may be needed in order to address the issues with the neighbors. Also, if Great West is asked to expand their search to determine other sources in the investigation to find the full extent of the plume, a task order will need to be authorized. They discussed the recommendations made by Bruce Siegmund in his report. They agreed they should follow them. 1Vfotion by Board Member Steven fohnson, on behalf of the District, to offer the rresiderrts the water purification system proposal oph'ons and an agreement that will be drafted by the L'orixrty Attorney acrd worked out with the individuals involved. Seconded by Board Member Storm Shirley (Motrort #OS-041605-05J. Board Member Steven White thanked Bruce Hanson and Bruce Siegmund for their work in expediting the process and presenting the information to the Board tonight. The District has demonstrated it is in our best interests to make Gallatin County Solid Waste Management District April 16, 200$, Minutes 5 sure the landfill is a safe place to live around. Whether the event happened thirty years ago or not, it is the appropriate time to find out what is behind any water issues and continue to examine them. Board Member Steven Hamilton agreed the District is moving in the right direction taking a proactive approach. All voted aye. Motion carried. Board Member,~ody May moved to accept the recommendations made in Bruce Siegmund's April I5, ZOOB, re~rt and act upon them. Seconded by Boarzd Member Steven White. All voted aye. Motion carried (Motion #08-041608- 06). 7. Recycle Program Manager Report -Wayne Shelton 7.1. Site Agreements Wayne Shelton reported on the site agreements he is working on getting completed. He asked far authorization to sign the agreements on behalf of the District. Motion by Board Member, jady May to authorize Wayne Shelton to sign the site agreements for the recycling program. Seconded by Board member Steven White (Motioxt #OS-041608-07). Board member Steven Johnson asked that the City of Bozeman continue with the Bozeman containers without charging for servicing the sites. In board discussion it was clarified, yes, to the City cardboard containers. The other component to get in place is to find other viable recycle materials. It was asked and answered that the determination of when the containers would be emptied will be by Wayne Shelton. He was hired for that purpose. The contract states 80%. Na one wants the containers to be hauled at 40 percent, losing revenue. A recommendation was made to determine route schedules to get more control of the program. The issue right now is to get the hauling contracts in place. 'The haulers brought up the issue of the requirement of the performance band. It was a financial burden. Allied did not put it in their bid. The haulers felt there was no need for it in the contract. The contract has the teeth to terminate the hauler if they do not perform. The haulers made an informal agreement to back each other up. They were here to help the District. The District Members wanted to do the right thing, not make it harder for the contractors, but protect the District interests. Motion by Board Member,jody May that the District strike the performance bond requirement in the contract, that the District will rely on the three carriezs to back one another up in the event of an emergency or non performance. Seconded by Board member Storm Shirley. All voted aye. Motion carried (Motion #OS-041608-08). Gallatin County Solid Waste Management District April 16, 2008, Minutes 6 8. District Manager Report -Tom Miller 8.1. Preliminary >E"Y2OO9 Budget for the Bozeman Convenience Site District Manager Tom Miller presented the preliminary budget for the Bozeman Convenience Site and the Household Hazardous Waste Facility. The Board discussed the effect of the reduction of hours, and the proposed rate changes to the public for the convenience site, It also was noted the change in revenue of the compost from 10% to 20%. The Board decided to move the budgets to the finance committee. All members are encouraged to attend. They will tackle the problems in the meeting. The proper accounting will have to be determined for the program. 8.2. Preliminary FYZOO9 Buclg~et for the Recycle Program District Manager Tom Miller presented the preliminary budget for the Recycle Program. Board Member Steven Johnson stated he felt the truck purchased was not appropriate for the business. He recommended a one ton stake body with a Tommy lift far the material he will be transporting. He will have to make too many trips, plus the possibility of injuries lifting heavy items into the back of the truck. The Board discussed the truck, the budget far the remaining fiscal year, and the first draft of the 2009 budget. The success of the program will be growth to break even and repay the anticipated loans. The tipping fees were based on the previous two years average of commodity prices. The change in commodity prices can change the budget. Item 390, Purchase Services, is the biggest line item that will need to be controlled. They decided to discuss the budget in more detail at the next finance meeting. Chairman Bruce Hanson responded the budget needs to be flexible. It will give an opportunity to generate mare revenue, if more containers are needed, the budget can be amended to address the needs. The Board discussed the glass issue. It will no longer be accepted. A Public Service Announcement went out. There will have to be more education on the reasons why we are not recycling it. 9. agenda fur the May 2I, 2008 • Draft of District 2009 budgets Convenience SitelHousehold Hazardous Waste Agreement Gallatin County Solid Waste Management District April 16, 200$, Minutes 7 _ _ _ -- - -- T0. Adjourrutient There being no further business in front of the Board, Chairman Bruce Hanson adjourned the meeting at 8:46 p.m. Gallatin County Solid Waste Management District April 16, 2008, Minutes 8