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Home My WebLink AboutSWAG minutes 091214Approved September 26, 2014 2 Solid Waste Advisory Group Meeting Summary DATE: September 12, 2014 LOCATION: Solid Waste Administration Training Room MEMBERS PRESENT: Hillsborough Commissioner Kathleen Ferguson, Carrboro Alderman Randee Haven - O'Donnell, Orange County Commissioner -Chair Barry Jacobs, Chapel Hill Mayor Mark Kleinschmidt, Carrboro Mayor Lydia Lavelle, Orange County Commissioner Penny Rich, Chapel Hill Councilmember Jim Ward, University of Chapel Hill Representative Bruce Runberg (for Matt Fajack) MEMBERS ABSENT: Hillsborough Commissioner Brian Lowen STAFF PRESENT: County Manager Bonnie Hammersley, Facilitator Michael Talbert, Hillsborough Public Works Director Ken Hines, Chapel Hill Solid Waste Wendy Simmons, Chapel Hill Public Works Director Lance Norris, OC Solid Waste Management Director Gayle Wilson, OC Solid Waste Paul Spire, OC Solid Waste Blair Pollock, Carrboro Town Manager David Andrews, Carrboro Public Works Director George Seiz, Assistant County Manager Cheryl Young, OC Solid Waste Eric Gerringer, OC Solid Waste Kristina Witosky, OC Solid Waste Jennie Knowlton Meeting Summary approval • Ward requests that UNC- Healthcare be treated as a separate entity from UNC - University • August 25 meeting summary approved Communication Consortium Update • Carla Banks has contacted designated PIOs from the Towns and will work on a coordinated press release • Orange County look towards SWAG as to what needs to be included in release • Orange County will create a webpage including agendas, backup materials, and approved meeting summary • Meetings are included in Orange County calendar • Ward requests that UNC- University and UNC- Healthcare be included and updated with that information Confirm Meeting Dates, Times and Place • Kleinschmidt requests that approval of meeting dates be postponed, group may want to plan for additional meetings • Jacobs suggests that meeting times coordinate with UNC- University and UNC - Healthcare • Only September 26 meeting is currently scheduled Interlocal Agreement Recommendations • Norris explains: o Timeline and 2012 and 2014 staff process and involvement for Interlocal Agreement creation (distributed April 16, 2014 Staff Interlocal Agreement Outline) Approved September 26, 2014 3 • Issues with funding mechanism • That all four staffs were involved in identification of recycling programs and services, equitable funding mechanisms, and creating a permanent advisory body as top three immediate priority issues for SWAG Wilson indicates that: o Key unresolved issue is rural curbside funding method o Interlocal Agreement could be adopted and unresolved topics, such as a Citizens Advisory Group, could be amended at a later date • Historically staffs are in general agreement on most issues. • Towns and County staff desire a flexible and enduring Interlocal Agreement Waste Reduction • Jacobs suggests that the 61% waste reduction goal be reconsidered and possibly raised or rounded -off at later date Plastic Bag Regulating • Talbert informs group that County and Towns have no jurisdiction over regulating plastic bag use, unless General Assembly explicitly gives authority. A local bill could be created next year, would still need to go through legislature • Haven O'Donnell expresses interested in getting the process started on issue of regulating plastic bag use Electronic Communications • Attorneys have no issues with an advisory group (such as SWAG) using electronic communications during meetings Review of Draft Interlocal Agreement • Witnesseth o Approval agreed • I. Term and Termination • Open -ended with 12 -month notice • Kleinschmidt requests that approval be postponed • Ward asks about County being treated differently for termination (C). Wilson speculates that may have to do with the fact that the County holds the majority of environmental liability • Approval is postponed • II. Construction and Demolition and Municipal Solid Waste Landfills • Post- closure costs refers to C &D landfill only (D) • Kleinschmidt requests that (D) is worded similar to (A) and (C) in terms of stating C &D Landfill specifically • Jacobs requests that Wilson update group on landfill gas recovery status at future meeting • Ward asks that report include any opportunities to expand gas recovery • Lavelle requests that a more definite date for established fees. Fee changes be communicated to all parties at an earlier date (D) • Jacobs suggests that new model would include all staff (County and Towns) determining fees as a group (D) • Staff is asked to determine reasonable notification of tipping fees changes /approvals • III. Municipal Solid Waste Collection and Transfer Approved September 26, 2014 0 • (A) All units are autonomous. Approval agreed • (B) Should a transfer station be created, a separate Interlocal Agreement may need to be developed, involving participation and long -term debt service • Ward concerned with wording (B), "any Party to this Agreement shall be granted access..." Suggests section (B), or parts of, be eliminated • Kleinschmidt states that the scale of a transfer station would depend on access and participation • Jacobs suggests "Any party to this agreement that plans, sites, and develops a waste transfer station shall entertain participation by other parties to this agreement subject to payment... Should they participate, fees shall be established annually as part of the regular budget approval process..." to replace current wording in order to convey cooperation without commitment • (C) Approval agreed • (D) Agree to eliminate • (E) Intended to indicate current process that funds enterprise fund. Should partners not deliver, revenue is affected and enterprise fund will lose financial integrity. Haven - O'Donnell suggests adding "subject to modification" and an explanation of enterprise fund • (F) Samples of services that are provided by Orange County, regardless of revenue. Is fluid and expected to expand. Haven - O'Donnell suggests "such as" enabling items to be added or subtracted from current materials • Ward would like to include UNC- University in conversations about vegetative waste • Talbert suggests working with staff and attorneys for legal wording • (G) County's intent to continue the convenience centers as an option for disposal. Approval agreed • IV. Recyclable Materials • (A) Include UNC- University and UNC- Healthcare. Change "County" to "Parties of the agreement" • (B) Approval agreed • (C) Approval agreed • (D) Further research on Drop -Off site participation is needed. Drop -Off site participation has not lowered in past even when new materials have been added at curbside that were formerly only at drop -off sites. Change to "subject to budgetary considerations, ... and recyclable material drop -off requirements of the parties" • Participation rates will be available due to RFID tags. Necessary outreach will be more easily determined. Collection frequency can also be reevaluated • Jacobs suggests adding, "Services offered at the time of the execution of this agreement shall continue and be subject to appropriate performance measure and analysis." to (E). Request staffs to determine how specifically or generally performance measures should be included in Interlocal Agreement. Correct amount of Park & Ride locations in Carrboro from "Y to "2" (E:g) • Kleinschmidt would like to include changes to services, possibly including less curbside collection, Drop -Off site elimination, etc. • Staffs are instructed to combine Interlocal Agreement for Solid Waste Management (Draft Outline), April 16, 2014 and Draft Interlocal Agreement Between OC and the Towns of Carrboro, Chapel Hill and Hillsborough • Other o Jacobs suggests each separate document be labeled: A, B, C... Approved September 26, 2014 o Both versions of Interlocal Agreement are requested for next meeting, current draft version and new combined version Priority Items for September 26" Meeting • Staff to come back with tipping fee date proposal of April or May • Staff to combine both versions of Interlocal Agreement • Look at the future meeting schedule with UNC University and UNC Healthcare • Choose topics to address at Assembly of Governments meeting Solid Waste Facilities Tours • Tour to be scheduled for City of Greensboro Transfer Station and /or Bishop Road Transfer Station owned by Republic Waste • Request to tour transfer stations of similar scale, also stations with state -of- the -art equipment • Consultant recommendations from previous unsited transfer station design could be reviewed Other • Kleinschmidt states that financial model is critical and time sensitive Meeting adjourned at: 8:10pm Name of Minute Taker: Jennie Knowlton 5