OZARK RIVERS SOLID WASTE MANAGEMENT DISTRICT
EXECUTIVE BOARD MEETING
Tuesday, April 13, 2010
2:00 p.m.
MRPC Building
4 Industrial Drive, St. James, MO 65559
Call to Order:
Chairman Scott Murrell called the April 13, 2010 meeting of the Ozark Rivers Solid Waste Management district Executive Board Meeting to order at 2:00 p.m.
Members Present:
Gary Gilliam, Scott Murrell, Matt Penning, Darrell Skiles and Brady Wilson.
Members Absent:
Doug Atkins, Arthur Cook, Theresa Cook, Bill Huffman, John Campbell, Ray Schwartze, Richard Huse, Randy Verkamp, Don McCulloch, and Todd Moyers.
Staff and Guests Present:
Cheryl Dupes, Lesley Bennish, Richard Cavender, Nongluk Tunyavanich, Tammy Snodgrass and Teri Smith.
Approval of Agenda:
Gary Gilliam made a motion to approve the agenda for the meeting. Matt Penning seconded the motion, which passed unanimously.
Approval of Minutes:
Gary Gilliam made a motion to approve the minutes of the March 2, 2010 Meeting of the Ozark Rivers Solid Waste Management District Executive Board meeting. Brady Wilson seconded the motion, with one correction. On page four the last paragraph should read 55-gallon drums. The motion passed unanimously.
Chairman’s Report:
Scott Murrell discussed the Solid Waste Advisory Board (SWAB) meeting. Some recyclers in Kansas City opposed the material recovery facility which they believe could put them out of business. The recycling industry is evolving and there are voices of dissent within the movement. This came to light through testimony for a bill in Jefferson City that would create requirements for recyclers that include licensing, clean up and closure requirements. Recyclers are testifying against the bill.
Tammy Snodgrass discussed three bills with the board:
One bill will require cities to give a five-year notice before building a solid waste facility, landfill or transfer station.
The second bill will require licensing of composting facilities. They will be required to go through a permit process similar to that of landfills.
Another bill will set up a joint committee to look at solid waste issues beginning this summer and report to the legislature by January. A special interest group in Kansas City got a legislator in south central Missouri to sponsor the bill.
Scott Murrell reminded the board that there are always Sunshine Law revisions and staff will monitor their progress and report to the board.
Finance/Budget Report:
Cheryl Dupes presented the financial report for the timeframe ending March 31, 2010 of the ORSWMD Grants Account. Revenue for that timeframe was 2009 and 2010 tipping fees and bank interest of $630.31 totaling $61,718.97. Revenue over expenditures to date is $2,978.73.
Ms. Dupes presented the financials for the Operating Account for timeframe ending March 31, 2010. Revenue for that timeframe was bank interest of $19.91. Revenue over expenditures to date is $93.19.
Gary Gilliam made a motion to approve the financial report as presented. Darrell Skiles seconded the motion, which passed unanimously.
2010 Budget and Operations grant application:
Tammy Snodgrass presented the 2010 budget and operations grant application and explained that the request for funds must be turned in by May 1, 2010. Funds will be available by July 1, 2010.
Ms. Snodgrass distributed the contract grant profile and budget forms and explained that the contract is with MRPC for grant administration, as well as general organizational administration. The total cost for general grant administration with MRPC is $98,561. The cost of district grant administration and general administration did not change from last year. However, there were increases in audit costs, website maintenance, conference fees, etc.
Ms. Snodgrass explained that the supplies purchased include prizes and awards for Earth Day and poster board to display the winning entries. Camera supplies include batteries and damaged cable and wire replacement. Plaques are purchased for the annual dinner award recipients. Staff purchases new material each year for the resource center, such as books, videos and kits on composting.
Ms. Snodgrass reported that the resource center brochure is being updated. The annual report is being updated at the budget includes the cost for professional printing. The independent audit cost increased from $2,100 to $2,500.
The total for operations and implementation is $118,820. The district is allowed to use 50 percent of funds for district wide projects and the district is well under 50 percent.
Tammy Snodgrass asked to board to review the goals listed under the grant application executive summary, which are the same as last year’s goals. The district goals for 2010-2011 are:
Ms. Snodgrass explained that the chemlab cleanup program goes through December 31, 2010. The district is not requesting funds for chemlab cleanups. There are no new requests coming in and others are filling the need. If the funds are not spent they will roll into next year’s grant funds.
The board approved the goals for 2010-2011.
Ms. Snodgrass discussed the breakout of implementation activities covered under the MRPC contract. She explained the items that changed from last year’s application. Chemlab cleanup was removed from the list and website maintenance was added.
Ms. Snodgrass reported that MRPC’s hourly rates are not available at this time, therefore the contract shows 2009-2010 rates. If the hourly rates are adjusted, the total amount will remain the same. If hourly rates are adjusted, we can amend the contract in June 2010.
Ms. Snodgrass said she received a six-month report in February showing over $142,000 in tipping fees awarded to the district. Staff is expecting $285,000 for the year. Last year quarterly numbers ranged at 60-65 and is now at 70 or more. One district’s funds were withheld and will be distributed among the other solid waste districts. ORSWMD received approximately $1,800 from that distribution.
Mr. Murrell asked about the possible rate increases and Ms. Snodgrass explained that if staff gets close to going over budget they will discuss the scope of work with the board and determine what projects can wait until July 1 st to stay within budget.
Brady Wilson made a motion to approve the contract and budget. Gary Gilliam seconded the motion, which passed unanimously.
Tammy reported that staff will know of any rate changes at the June meeting.
Old Business:
Plan Implementation Activities:
Tammy Snodgrass reported that Teri Smith has been busy with Earth Day activities and pointed out the posters and trash art projects displayed around the room. Poster and trash art judging was held April 2, 2010. 759 posters and 110 trash art projects were submitted from sixteen schools in five of the seven district counties. The winning projects will be displayed at the Rolla Earth Day celebration April 22, 2010 at MS&T’s Havener Center and again at Ft. Leonard Wood’s celebration April 24, 2010 at Collier Park.
Brady Wilson, Nongluk Tunyavanich and Tammy Snodgrass attended at Household Hazardous Waste workshop at DNR in April. Mr. Wilson reported that the morning session was helpful and he learned the importance of having a good RFP that includes verbage requiring a triple-signed manifest.
Staff is bidding out the e-waste contract and the appliance contract. The host cities have been contacted and St. Robert, Rolla, Salem and Owensville will continue participation. Maries County has notified staff that they will not.
Nongluk Tunyavanich is working with Waynesville School, the U.S. Forest Service and soldiers from Ft. Leonard Wood to clean dump sites. On May 14, 2010, 60 students and 15 soldiers plan a clean up day.
Tammy Snodgrass introduced Lesley Bennish, who transferred to the environmental department from community development. Ms. Bennish will take over the surveillance camera project among other things. She will be training with DNR staff.
The district provided matching funds for a grant from USDA focused on education. This program allows students to attend field trips to recycling centers or solid waste disposal sites. The Rolla Recycle Center is popular with students. Partridge Elementary, Bourbon and Rolla High School have field trips scheduled. A binder of reference material is provided to the teachers.
Tammy Snodgrass reported that Alcoa, Inc. is providing recycling bins to MORA who is distributing them to the solid waste districts. Staff has 85 bins to be distributed on a first come, first serve basis. Users of these bins are required to track the volume of material diverted and report it.
Discussion of Tire Cleanup Programs:
Tammy Snodgrass explained that last year’s grant application included county tire cleanup funds for collecting illegally dumped tires in participating counties for later removal. Brenda Ardry suggested that the district take advantage of the scrap tire program’s funds. These funds may be used for cleanups. Unfortunately, there is a 12-month waiting list and cleanups can only be done once.
Ms. Snodgrass discovered that the state will also do amnesty cleanups for the public. Scott Murrell expressed concern that amnesty days might create a dependency by the public on these types of events. The board discussed ensuring the event is publicized as a one time event. Brady Wilson reported that he had worked an amnesty day in Illinois where participants were required to sign an agreement vowing to never store old tires again. Staff agreed to pursue holding one-time amnesty cleanups in each county.
NewBusiness:
District Grants:
Nongluk Tunyavanich reported that one grant was requesting to close early. The Environmental Educator, program through MRPC. MRPC is asking to close out the grant and return $3,693.90 in unused funds.
Brady Wilson made a motion to approved the close out and return of funds. Matt Penning seconded the motion, which passed unanimously.
Nongluk Tunyavanich presented the 2011 grant alert and explained the changes made from last year’s grant package which included changes in dates; 18 month project periods for equipment grants to allow time to report diversion; requiring both physical and mailing addresses; clarification on budget changes; e-verify requirements; and an updated targeted materials list. Scott Murrell suggested that staff use the same terminology from the targeted materials list at DNR to ensure proper verbage during reporting.
Gary Gilliam made a motion to approved using state wording for district documentation and approved the format of the 2010 grant alert package. Brady Wilson seconded the motion, which passed unanimously.
Tammy Snodgrass distributed proposed district grant policies. The board discussed allowing subgrantees a ten percent variance between line items and requiring board approval for any amount above ten percent.
Brady Wilson made a motion to approve the district grant policy. Gary Gilliam seconded the motion, which passed unanimously.
Tammy Snodgrass explained that staff is having difficulty getting subgrantees to correctly and timely submit final reimbursement requests and supporting documentation. Holding 15 percent is not enough incentive.
Tammy Snodgrass suggested following FFA and DNR regulations allowing a 45 day grace period, but the subgrantee must request an extension of another 45 days if they don’t have documentation submitted. After the extension, they will forfeit the remaining grant funds.
Gary Gilliam made a motion to adopt this as written. Matt Penning seconded the motion, which passed unanimously.
Other Business:
City and County Updates:
Brady Wilson reported that the Landfill Board will not replace the tub grinder that was destroyed, but will accept bids from private companies to provide the grinding service. Brady would like to continue providing mulch and composting to the public, but it may be part of payment to the contractor.
Gary Gilliam reported that paper and nonferrous metal prices have increased which is a good indicator of the direction the economy is heading. He said technology has brought the manufacturing sector to common ground with recycling and material.
The City of Potosi met with waste haulers and hope to introduce single-stream recycling following suit with St. Louis. Two lines will be starting up with a typical affect of removing 80 percent in recycling components.
Announcement of Upcoming Meetings and Events:
The MORA conference is May 24-26 in Kansas City.
The Rolla Earth Day Celebration is April 22 at MS&T’s Havener Center.
The Fort Wood Earth Day Celebration will be April 24 th at Colyer Park.
The Planners Workshop will be in Jefferson City May 4.
The Solid Waste Board (SWAB) meets May 5.
Setting of Date and Time for Next Meeting
The next meeting of the Ozark Rivers Solid Waste District Full board will be Tuesday, June 29, 2010 at 10:00 a.m.
Adjournment
Being no further business, Gary Gilliam made a motion to adjourn. Brady Wilson seconded the motion, which passed unanimously.
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Chairman, Scott Murrell Date
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Attest Date