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HomeMy WebLinkAboutSWAB minutes 030305 Minutes - Regular Meeting Solid Waste Advisory Board March 3 , 2005 Approved April 7, 2005 Attendance : B J Tipton, Al Vickers, Joe Clayton, Randy Kabrick, Bonnie Norwood and Jan Sassaman Staff: Gayle Wilson, Blair Pollock, Wanda McCain, Paul Spire and Tom Draney 1 . Adoption of Minutes from January 6, 2005 Norwood moves to accept . Vickers 2nd _ Passes unanimously . 2 . Discussion of Solid Waste Management Plan Process . and Timeline . Sassaman states that this is an approach to deal with the Solid Waste Management Plan (SWMP) . At the February 8th meeting with the Commissioners they [BOCC] suggested that the SWAB take the lead role in a planning group for the SWMP revision . [Sassaman asks Wilson how to proceed] . Wilson states that tonight we should look at the process and the participants and try to determine how to bring them into the process . It could be a letter to the chair and mayors of each board requesting them to assign someone to the workgroup or a phone call . Sassaman states that we first need to determine if the entire SWAB should be a part of the workgroup . This would mean more meetings at separate times . Wilson states that members of the other jurisdictions will be requested to attend . It will be up to them to actively participate. Pollock states that a more active way to make that more of a potent invitation is to have each jurisdiction' s representative to go formally in front of its board and ask for participation . Sassaman states that we first need to decide if everyone is willing to be a part of the workgroup . f Norwood asks how many would need to be a part of the group ? Would there need to be a quorum [of the SWAB ] ? Sassaman states that the workgroup would report to the SWAB . Kabrick states that the SWMP is the biggest thing we have to work on this year . Could that be the focus of the meetings where we would start each meeting with that and everything else is reduced to a consent agenda? 1 Minutes - Regular Meeting Solid Waste Advisory Board March 3, 2005 Approved April 7, 2005 Vickers states that the question then is how do we integrate the political element of the plan (having input from other stakeholders) with the technical items [we address as the SWAB ] at our regular meeting . Sassaman states that the way to do that is to have our issues after that . My thought was that we would meet once a month as a separate group . Kabrick asks if SWAB worked with staff to draft the initial plan? Wilson states that the plan was developed in 1996 adopted in 1997 and only recently the County made some significant revisions to it . This body has never had an in depth look at the plan . Kabrick asks do we attack it like the fee structure, with that kind of intensity ? Wilson states that staff will do the bulk of the technical work . We will then come back to you all for guidance . Sassaman states that we could have the first hour of our meeting to discuss the Plan and invite the others but we would have to be very disciplined about it . In the second hour we could discuss our other business . Tipton asks what would be the focus of the workgroup ? Sassaman replies to get some buy -in from other jurisdictions . Wilson states that once we are further into development of the plan an hour isri t going to be much time . Kabrick states that there has to be an initial meeting of all the stakeholders to decide what the goals are for the 10-year plan . Wilson states that the over riding objective is to design a system that can attain the waste reduction goal of 61 % . The political goals are more uncertain . Kabrick states that we need to get the political goals out on the table and revise the plan around that . Until we have that meeting, maybe we can' t decide how we move forward as a group or a subgroup . Vickers states that we need to look at things we do not need to spend time on, for example, is the 61 % goal something that is fixed and not to be revisited ? 2 Minutes - Regular Meeting Solid Waste Advisory Board . March 3, 2005 Approved April 7, 2005 Pollock states that both of you are on the right track with your strategic thinking about how to conduct the meeting . This group will have to shape the agenda for the other meetings and be the lead as you go into the other meetings with elected officials and other stakeholders . You bring a lot to the table even though you don ' t have the status they do . Sassaman agrees that the SWAB could hash out the - issues first . Tipton states that there needs to be some base of agreement on the details of the plans, for example if the goal of 61 % is in agreement with all parties move on to the next step , if not come to an agreement of a new goal . Then move on to the next step . Clayton states that Tipton s approach is organic, fluid and can change but it seems that we need to do that here before presenting it to the working group . Sassaman states that the most important part of the work group is to get the buy in of the elected officials . Wilson suggests that the representatives of the SWAB speak with their respective Mayor / Chair and explain/ request participation for the group . He lays out options to propose to the local governments about ways they might participate and suggests that each Town might nominate one or more council members to attend or that perhaps the Towns will decide to send only staff until there ' s something substantive to decide . Suggests SWAB members find out best how their boards might participate . Sassaman asks how to approach it if one government want to send staff, while another chooses elected officials . Wilson says that would be their choice *in how they participate . Clayton states that the approach could be taken a step further by asking bluntly if there is something they want . Try to get their initial buy-m not only on organizational structure but if they ' ve got some pet peeves, we should know up front . I have not gotten any guidance from the County elected officials . Kabrick says we have to act in the best interests of the jurisdiction who appointed us . Norwood asks if there is something that the public could bring up that we don' t already know about? 3 Minutes - Regular Meeting Solid Waste Advisory Board March 3, 2005 Approved April 7, 2005 Wilson states that Chapel Hill has been fairly out front about what they are interested in and what they don ' t like . Hillsborough has been silent . Carrboro has had no major complaints, except for previously about the fee . Tipton states that in listening to the discussion you've stated what are the major outstanding issues and concerns of the stakeholders . You 've stated them but it' s important to get these in writing in the [course of] developing the plan, let' s get those things out on the table . Kabrick states that we are trying to get everyone on the same page . Maybe a ' pro ' to that . is letting each jurisdiction know its authority . Wilson states that it has been suggested that at the Assembly of Governments meeting, Rod reminds the Boards what the interlocal agreement says about that . Kabrick states that as part of an open forum and getting all the stakeholders in one place deciding the over riding goal of the stakeholders, then regurgitate their role so they understand that they need to be active participants . Wilson states that a way to do that is through the meeting I suggested or in writing ask also for a one -page paper that lays out their interest. Pollock states that it is a good structure to go to each board and other stakeholders as well, but we should also give them a little background, summary of work done and recommended timetable and what we expect from them and the date of the first meeting as what Jan has already written about the plan . There follows a long discussion of how the letter should be prepared and it is resolved that staff will prepare a draft for SWAB review and distribution . (A copy of the version of the final letter sent to Town of Chapel Hill is attached . Similar letters were sent to Town of Carrboro, Town of Hillsborough, Orange County and UNC ) Sassaman states that a letter outlining issues will be delivered to Mayors and Chair by March 11th . Ask for participation by March 25f . We are on track with the suggested timeline of the outlined process . [Sassaman reads remaining suggested timeline process . ] Kabrick asks what timetable does DENR have with Chapel Hill for them to develop their own SWMP ? 4 Minutes - Regular Meeting Solid Waste Advisory Board March 3, 2005 Approved April 7, 2005 Pollock states that the only stick is that if Chapel Hill were to apply for any DENR solid waste [ grant] money absent from us, they would be denied . Wilson states that staff has been focused on doing the technical analysis of the work . Tom Draney, Recycling Operations Manager, whose last day with us is March 11 , however, on a part-time basis he has agreed to be the project manager on the technical analysis . Initially we are looking at what materials are in the waste stream and what materials have a potential market. By April we may be able to move a little beyond the process and talk about materials such as tubs, and styrofoam and what materials we might be looking at in the new system . Then we will look at collection methodologies . Revisit things such as point of service, frequency of service, equipment and staffing, source separation, dual/ single stream issues . Implications of what we coalesce around as far as the basic collection might have on the drop off sites . If you have a broad range of materials that included mixed paper and cardboard, that brings into question the need of a drop off site . This will be our first three or four months of work . Norwood asks if everyone has some sort of curbside collection there would not be a need for the public facilities ? I have the service and I pay for it but the truck isn' t able to come to my house . Wilson states that there will be those types of exceptions . There will never be total universal collection, but those are the types of things we will be looking at and discussing with you all to make decisions on . 3 . Draft Letter to Chapel Hill Council re : Regulated Recyclable Material Ordinance Wilson states that the ordinance was passed a few years ago that primarily focused on construction and demolition waste . It requires clean wood, metal and cardboard to be recycled . In order for it to be enforced within the municipalities, they would also have to adopt the ordinance . Hillsborough and Carrboro have done that. Chapel Hill has not . I have been urged by the Commissioners to draft a letter with the Chair ' s signature to urge them to adopt it . If a letter came from the SWAB also it might get someone ' s attention . 4 . Programs/Services Update Landfill Waste Characterization Study Pollock states that we have a consultant on board , which is our consultant of record, Draper Aden, to conduct a waste sort through a subcontract with SCS Engineers who has done the three previous waste sorts . They are one of [the] experts and we are quite satisfied with their work . This one will take place during the first or second week of April . SCS, myself, and temporary personnel will be at the landfill everyday for five days to get 10 to 12 samples of waste sorted into 45 categories . Each category will be weighed , totals complied and percentages 5 Minutes - Regular Meeting Solid Waste Advisory Board March 3, 2005 Approved April 7, 2005 of each waste type calculated . This will give us a push point of where we are and the materials to go after in the waste stream . Clayton asks when the previous studies were performed ? Pollock replies in Spring/ Fall of 1995 and 2000 . Southern Park Recycling Center Wilson states that the park will be developed in two phases . The recycling center will most likely not be part of the first phase . It appears that it might be about three years before construction begins . 3 -R Fee Commercial Element Wilson states that the commercial sector only received the $27 basic fee . Places like the [University] Mall received [a fee of ] $27 for each front door . Until we expand into the commercial sector and provide more services that will stay the same . Landfill Gas Work Group — SWAB Representatives Wilson states that the County Manager is to arrange a meeting with Commissioner Halkiotis and Jacobs to develop the landfill gas work group . We are looking for one or two SWAB members to attend : Kabrick . asks what is the goal of the group ? Wilson replies that the goal is to evaluate the gas that is produced by the landfill . The first step would be to do an assessment of our facility to determine where we are on the curve with both of our units . It will be an educational process . Hopefully we will be able to have someone come in, do an assessment, give us an idea of the types projects that might be appropriate for the level of gas we are generating . Kabrick, Sassaman and Vickers agree to be part of the workgroup . Other Wilson states that on April 9 there is a compost bin sale . Recently there has been a serious enforcement action taken against a commercial hauler in the county . We are talking about revoking their license for a year and a fine in excess of a $30, 000 . With the lost of their license it will affect every contract they had in the County . We keep ongoing contracts with two engineering firms at all, times . We will be going out to bid for one firm . 5 . Other Business Sassaman4 states that at the bottom of the agenda there will now be note for future agenda topics so that we don' t drop the ball on different topics . Norwood moves to adjourn 6 Minutes - Regular Meeting Solid Waste Advisory Board March 3 , 2005 Approved April 7, 2005 Adjourn 8 : 55 pm Next meeting April 7, 2005 Government Services 7 Minutes - Regular Meeting Solid Waste Advisory Board March 3, 2005 Approved April 7, 2005 March 15 , 2005 Mayor Kevin Foy Town of Chapel Hill 306 North Columbia Street Chapel Hill, NC 27514 Dear Mayor Foy : It is with great pleasure that the Solid Waste Advisory Board (SWAB ) requests the Town of Chapel Hill' s (Town) participation in a Solid Waste Advisory Board Work Group created specifically to produce a new Solid Waste Management Plan (Plan) . This new Plan would continue to endorse the 61 percent waste reduction goal previously agreed to by the three Towns and the County . The Town rejected the most recent Plan submitted to North Carolina' s Department of Environment and Natural Resources (NCDENR) and has made known very specific interests / concerns regarding any new Plan and a strong interest in being actively involved in creating a revised Plan . At the February 8 Board of County Commissioners ' (BOCC) Work Session, the BOCC indicated that the SWAB is best positioned to take the lead role in development of a revised Solid Waste Management Plan and to coordinate substantive input from the various governing boards within the County . To initiate development of a new Solid Waste Management Plan, the SWAB is requesting that each jurisdiction appoint at least one elected official to participate in the SWAB Solid Waste Plan Work Group and to work side by side with their appointed SWAB representatives . Involvement by a Town staff member is also welcome . UNC is also being invited to send a representative to the Work Group . The SWAB Work Group will meet periodically (probably at least monthly) over the course of a year to review and discuss staff work and to provide guidance as the new plan is developed . Additionally, these members could keep their own boards apprised of the progress and key issues relative to the Plan development process . It is expected that the Work Group would : • reexamine and reconsider the portion of the Plan that serves as the means by which the 61 % goal could be achieved, including - residential and commercial recyclable material collection methodologies equipment and staffing adding new materials (mixed paper curbside ) and marketing regulatory issues, including Pay As You Throw material processing options / MRF financial impacts and funding requirements for the enterprise fund implementation issues • receive input from the SWAB , the Towns, the public, and the BOCC, and 8 Minutes - Regular Meeting Solid Waste Advisory Board March 3 , 2005 Approved April 7, 2005 • prepare a recommended revised Plan and have that revised Plan considered and adopted by the three Towns and the BOCC before the next 3 -Year Update to NCDENR is due on June 30, 2006 . The initial (kickoff) meeting of this new Work Group is scheduled for April 7 at 7 * 00 PM at the Orange County Government Services Center in Hillsborough . It is also hoped that you would perhaps be available to speak with Chapel Hill' s SWAB representatives (Jan Sassaman and Randy Kabrick) by March 25 to discuss how the Town may wish to participate and further explore the Towns substantive interests regardimg the Plan . Randy or I will contact you soon to try and arrange such a preliminary meeting . Sincerely, ! f Jan Sassaman, Ph . D . , Chair and Chapel Hill Representative Solid Waste Advisory Board Randy Kabrick, P . E . , DEE Chapel Hill Representative Solid Waste Advisory Board cc : Cal Horton, Town of Chapel Hill Manager John Link, County Manager 9