Central Virginia
Rivanna Authorities
RSWA Board of Directors Meeting 11/15/2022
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RSWA Board of Directors Meeting
11/15/2022
Attachments
RSWA BOD PACKAGE 2022_11_15.pdf
RSWA 2022 11 15 Minutes.pdf
1. CALL TO ORDER
2. AGENDA APPROVAL
3. MINUTES OF PREVIOUS BOARD MEETING ON SEPTEMBER 27, 2022
4. RECOGNITION
5. EXECUTIVE DIRECTOR’S REPORT
6. ITEMS FROM THE PUBLIC
7. RESPONSES TO PUBLIC COMMENTS
8. CONSENT AGENDA
a. Staff Report on Finance
b. Staff Report on Ivy Material Utilization Center/Recycling Operations Update
c. Approval of Board Meeting Schedule for Calendar Year 2023
9. OTHER BUSINESS
a. Presentation and Vote on Acceptance: FY 22 Audit Report -
b. Presentation and Vote on Approval: Baling Facility Update -
c. Presentation and Vote on Approval: Remote Participation Policy and Amended and Restated By-Laws
d. Presentation and Vote on Approval: Strategic Plan 2023 Update
e. Presentation: Safety Program Update
10. OTHER ITEMS FROM BOARD/STAFF NOT ON THE AGENDA
11. CLOSED MEETING
12. ADJOURNMENT
Mike Gaffney
Chair, Rivanna Solid Waste Authority
00:00:01
Reviewing the minutes from the previous board meeting on September 27th.
00:00:06
Were there any changes to the board minutes or comments on that?
00:00:12
Bill, did you hear any?
Bill Mawyer
Executive Director
00:00:14
No, sir.
Mike Gaffney
Chair, Rivanna Solid Waste Authority
00:00:15
OK, so we think Stacey and Jeff are OK with the minutes.
Bill Mawyer
Executive Director
00:00:19
I didn't get any comment from them.
Mike Gaffney
Chair, Rivanna Solid Waste Authority
00:00:21
OK. We have a motion and a second to approve the minutes.
SPEAKER_03
00:00:25
Move to approve the minutes.
Mike Gaffney
Chair, Rivanna Solid Waste Authority
00:00:27
Second.
00:00:28
All right, motion and a second.
00:00:30
All in favor?
00:00:32
Opposed?
00:00:33
Okay, the minutes are approved.
00:00:35
Phil, is there any recognition this month?
00:00:37
No, sir.
00:00:38
Okay, we'll move on to the executive director's report.
Bill Mawyer
Executive Director
00:00:41
Thank you, sir.
00:00:43
So under a strategic plan goal of workforce development, our safety manager, Liz Coleman, did apply for and get a $2,000 grant
00:00:52
from the Virginia Risk Sharing Association, who is our liability insurance carrier.
00:00:58
And we use that at the landfill to purchase hearing protection headsets with radio communication that we gave you a picture of there.
00:01:07
So we appreciate that.
00:01:09
Liz's effort to get that.
00:01:11
We also celebrated our annual employee appreciation day on November the 2nd.
00:01:16
Historically, we've gone to Mickey Tavern, but out of an abundance of caution due to COVID even recently, we decided to have it in our parking lot.
00:01:25
We had a picnic at the parking lot and a few games and our service awards and things of that nature.
00:01:32
So here's a nice picture of all the staff members from both authorities that attended.
00:01:38
So that was a nice function.
00:01:41
I also restarted before the pandemic I had a quarterly lunch meeting with new employees here and just have a box lunch to get to know them and see who they were and let them meet me so I restarted that recently now that we've got the pandemic substantially behind us so I was pleased to do that.
00:02:03
The Southern Area Convenience Center is moving along at Keene and we're expecting to have construction within December or January.
00:02:13
We'll provide a couple pictures there of the progress that's been made and in September and August or October
00:02:21
We did complete the e-waste household hazardous waste and the bulky waste collection events that we held at the Ivy facility sponsored by the city and the county.
00:02:32
We've collected over 36,000 pounds of products that day, those days.
00:02:38
So that's a good event.
00:02:42
Further, to celebrate the Day of Caring and we combined it with, I thought,
00:02:51
An event with the Brown Advisory Company.
00:02:54
And that's a company here in town for the United Way Day of Caring.
00:02:59
And they came out to the IMUC and helped our staff bag oyster shells that we have a collection container at the McIntire facility.
00:03:09
So restaurants or individuals can bring spent oyster shells.
00:03:13
And then we take them to Ivy and put them in an outside container, a bin.
00:03:19
for about a year and let them dry off and clean up.
00:03:22
And then we bag them and take them to VCU at the Rice Center, which is down near Williamsburg, past Williamsburg.
00:03:32
And there, those individuals reseed the oyster shells with young oysters and put them back in the Pianka Tank River.
00:03:41
And that oysters do a tremendous job, eliminate pollution.
00:03:46
from our raw water.
00:03:47
So that's an event we've done for a number of years.
00:03:51
So we had quite a few oyster shells, I think about 120,000 oyster shells.
00:03:57
So we shipped those from Charlottesville back to VCU near Williamsburg.
00:04:02
and since this will be the last meeting this year, calendar year of this board, I wanna wish everyone a happy holiday season and look forward to getting back together in January.
00:04:13
That's my report, sir.
Mike Gaffney
Chair, Rivanna Solid Waste Authority
00:04:14
Great, thanks Bill.
00:04:15
Thank you.
00:04:16
Any comments or questions for Bill?
00:04:19
Anybody wanna bag oysters, Michelle?
Bill Mawyer
Executive Director
00:04:24
Yeah, save yourself.
Mike Gaffney
Chair, Rivanna Solid Waste Authority
00:04:26
I do wonder when it says it filters all the water and then we eat the oysters.
Bill Mawyer
Executive Director
00:04:31
Yeah, how about that?
Mike Gaffney
Chair, Rivanna Solid Waste Authority
00:04:37
It's kind of a two for one.
00:04:38
All right, next item is the items from the public.
00:04:46
So do we have anyone from the public who would like to speak at this time?
00:04:54
Seeing none, we'll close the items from the public.
00:04:58
Note there's no responses to public comments and move to the consent agenda.
00:05:03
Are there items on the consent agenda?
00:05:05
Any board member would like to pull for comments or questions?
00:05:12
Hearing none, is there a motion and a second to approve the consent agenda?
SPEAKER_05
00:05:16
I move it.
Mike Gaffney
Chair, Rivanna Solid Waste Authority
00:05:18
Okay, we have a motion and a second.
00:05:20
All in favor?
00:05:21
Opposed?
00:05:24
Okay, consent agenda is passed.
00:05:26
Under other business, we've got a presentation and a vote on acceptance of the fiscal year 22 audit report.
Matthew McLearen
Auditor
00:05:40
Good afternoon, Mr. Chairman, members of the board.
00:05:43
My name is Matt Mclaren.
00:05:44
I'm with Robinson Farmer Cox Associates and we form the fiscal year 2022 financial statement audit and present the results of that audit as well as the review required communications from the auditors at government office.
00:05:58
In your packet, I believe you have two documents.
00:06:00
The first being the letter titled communication with those charged with governance.
00:06:05
I'm going to briefly review the points in that letter, as well as review a few key pages in the annual comprehensive financial report.
00:06:15
The title change on that document this year and going forward, it will be now called the comprehensive financial report.
00:06:22
Starting with the letter to those charged with governance,
00:06:27
There are a few key points and takeaways from this letter.
00:06:31
I'm going to briefly review those for your convenience.
00:06:34
The first is responsibilities under the audit.
00:06:38
As most would expect, management of the authority is responsible for maintaining accounting records and certainly maintaining internal controls over the financial reporting process throughout the fiscal year.
00:06:49
Management is also responsible for the preparation of the financial statements.
00:06:53
We as the auditor are required to audit these financial statements and communicate any audit findings that we may have had during the course of the audit.
00:07:02
The financial statements include accounting estimates.
00:07:05
This is common among just about any set of financial statements that you would find.
00:07:09
The most common estimates are depreciable lives of fixed assets.
00:07:12
This also applied to the authority.
00:07:15
We did apply accounting estimates and determine the appreciable life of the long term assets as well.
00:07:22
related to the OPEB and pension liabilities.
00:07:24
These are significant liabilities that are termed by an actuary, a third party, and determine those liabilities to be reported in the financial statements.
00:07:31
There are significant estimates in those reports.
00:07:35
The third item communicated in this letter to those charters of governance are difficulties in counting and performing the audit.
00:07:40
This is where an auditor would describe any difficulty and it could be as simple as unable to access records we would need to apply on the financial statements or their incomplete records or an incomplete accounting system.
00:07:53
Please report there were no difficulties in counting and performing the audit for fiscal year 2022.
00:07:59
The next significant point in this letter would describe any disagreements in applying accounting principles.
00:08:06
There are quite a few accounting principles that apply to a governmental entity, whether it's just normal, everyday, cruel basis accounting, or it could be a financial reporting standard as issued by the governmental accounting standards board.
00:08:18
And please report there are no disagreements in applying any accounting principles.
00:08:21
This will be your 22 for the authority.
00:08:24
And lastly, required by professional standards to disclose our knowledge that management sought a second opinion.
00:08:29
This would really only apply in a situation where it may have issued a qualified or a modified opinion in the financial statements.
00:08:35
It's also known as opinion-shopping.
00:08:38
We have no knowledge that management sought the second opinion.
00:08:40
That's another TPA.
00:08:46
Moving along to the annual comprehensive financial report document.
00:08:52
The first page I want to briefly review, just to scroll fast.
Bill Mawyer
Executive Director
00:08:58
We don't have the full report.
Matthew McLearen
Auditor
00:08:59
OK. And that is the independent auditor's report.
00:09:04
This is the first of two reports you would find in this document with the CPA firm, Flutterhead.
00:09:09
This is the official opinion on the financial statements and material accuracy of the numbers presented herein.
00:09:15
Please report we've issued an unmodified opinion or a clean opinion for the fiscal year 2022 audit.
00:09:20
There are three core financial statements in this document.
00:09:29
The first is the statement of net position found in exhibit one.
00:09:34
This is very similar for a balance sheet for a for-profit entity.
00:09:37
It reports the assets, liabilities, and equity.
00:09:41
The term net position is the equity for a governmental entity.
00:09:46
The net position or equity at June 30, 2022 is $8.5 million.
00:09:57
The second of the three financial statements is the statement of revenues, expenses, and changes in that position.
00:10:03
Very similar to an income statement or profit and loss statement for a for-profit entity, reports the revenues and expenses, as well as the increase or decrease in that equity or the net position.
00:10:15
And you'll see the increase in that position.
00:10:18
It's the third number from the bottom on exhibit two, with an increase of approximately $1.1 million in the fiscal year in June 30, 2022.
00:10:28
The third and final financial statement in this document is the statement of cash flows.
00:10:34
Just as it sounds, it's isolated just to the cash balance that the authority has.
00:10:39
It reports the increase, decrease, as well as the sources and uses of the cash flows.
00:10:45
There's a lot of information on this one page.
00:10:48
The cash balance for the authority increased approximately $187,000 for the year ending June 30, 2022.
00:10:58
As I mentioned, there are two reports that have the CPA current letterhead.
00:11:02
The second of those two reports is the independent artist report on internal controls.
00:11:08
This is where knowledge that would describe any significant deficiencies or material weaknesses in the internal reporting structure.
00:11:14
As I mentioned, the responsibility for management to maintain internal controls throughout the fiscal year of the financial reporting process.
00:11:21
are required by professional standards to test those controls and report any significant deficiencies or material weaknesses.
00:11:28
If you were to read those two pages in this document, you'll find that we have not issued any deficiencies or material weaknesses for the fiscal year 2022 audit.
00:11:38
That concludes my remarks, but I want to take a moment to extend gratitude to Mr. Lonnie Wood and Ms. Kathy Ware for their part in this audit.
00:11:46
Without them, it would be much more difficult.
00:11:48
They also prepared the annual comprehensive financial report as well.
00:11:53
Thank you, Mr. Chairman.
Mike Gaffney
Chair, Rivanna Solid Waste Authority
00:11:55
Thank you.
00:11:56
Other comments or questions from
SPEAKER_03
00:12:05
So if I had looked more closely, I would have found it.
00:12:09
I'm just asking.
00:12:10
So it was on the website.
SPEAKER_09
00:12:11
Thank you.
00:12:14
OK.
00:12:15
Thank you.
Bill Mawyer
Executive Director
00:12:20
Mr. Chairman, if we can have a vote on acceptance of the annual comprehensive financial report, that'd be appreciated.
Mike Gaffney
Chair, Rivanna Solid Waste Authority
00:12:35
Okay, do we have a motion?
00:12:39
And a second?
00:12:40
Any discussion?
00:12:44
Hearing none, all in favor?
00:12:47
Opposed?
00:12:49
Thank you, it's passed, thank you Matthew.
00:12:51
And thank you Lonnie, another fine job as always.
00:12:59
Next item is the presentation and vote of approval on the bailing facility update, Phil?
Phil McKalips
Director of Solid Waste
00:13:08
Good afternoon.
00:13:09
I wanted to provide a presentation on the paper sort facility, how it fits into our recycling operations and then look forward or looking forward to the bailing facility.
00:13:33
First, our paper store facility is where we process all our fiber and plastic products.
00:13:41
So all our cardboard, all our mixed paper, office paper, newsprint, number ones, plastics, tubes, and plastic films go there, and we bale them.
00:13:59
at a higher value to the people that buy them from us.
00:14:03
We started using the paper sort facility in about 1995, and it's grown in both the number of materials that we handle, as well as the volume of materials that we handle.
00:14:16
We have a baler there and in September, you authorized us to go ahead and purchase a new one.
00:14:22
That's to be installed in January of this coming year.
00:14:26
Thank you.
00:14:27
But that said, this facility doesn't have any redundancy other than the one baler.
00:14:33
So there is not really a plan B on site.
00:14:38
The facility is, the existing facility is, some of you may know, is open on one side.
00:14:44
That allows weather materials to come inside.
00:14:50
Those have the ability to degrade the quality of the materials.
00:14:55
Because it only has six bays and we collect seven.
00:14:59
It forces us to commingle materials, which causes us to sell things at a lower value.
00:15:07
You know, we mix all of our mixed paper and newsprint and things together because we don't have space to keep them separate.
00:15:14
And so we can't take advantage of some of the spot pricing that's out there in the marketplace.
00:15:21
As I said, we've seen growth over the last five years, we've seen about
00:15:28
I want to give you an idea of what we would do if we didn't have a paper sort material.
00:15:43
So using cardboard or mixed paper as an example.
00:15:47
We bring those from the different sites right now.
00:15:49
That's just Ivy and McIntire, but will soon include the Southern Albemarle Convenience Center.
00:16:03
We hauled those to, in the case of cardboard, mixed paper to a paper mill south of Richmond.
00:16:08
We hauled those in 20 ton loads, baled loads.
00:16:19
to some other place, say even the paper mill, but that would be in two ton loads because that's sort of about what a roll off truck will hold of loose material like that.
00:16:30
So by using the paper sort facility, it cuts just the hauling part of our expenses, probably by a factor of 10.
00:16:41
The other thing it does is when this load shows up and you've got it loose, the people at the receiving end
00:16:48
are not that thrilled quite often, especially in the case of the paper, because you dump it on their tipping floor and they've got to corral it around and figure out what to do with it and how to store it so they can use it in their operations.
00:17:03
In the case of plastics, we take that down to Madison Heights, Gradow will actually charge us $40 a ton because we're forcing them to bail it because they need to trans-ship it.
00:17:14
So all these things are sort of trying to point out what the value of this paper sort
00:17:22
and I'll get further into, we did look at expanding the paper sort facility about three years ago and it has some significant costs.
00:17:34
I think it was about a million and a half to $2 million to expand it, but it didn't really expand it to the full extent that we would need it for what our existing use is.
00:17:45
And we have some concerns about
00:17:50
investing in that site because of the long term lease problems we have there and access to the site.
00:18:02
What is the problem with expanding the site?
00:18:06
As you can see, I put a little recycling logo on the
00:18:10
down here on the actual paper sort facility.
00:18:16
And you can see we've got trailers loading or at loading bays there.
00:18:20
The only way to access that site for large trucks is to drive off of Meade Avenue, Meade Avenue, drive down right through the middle of the Gardow scrap metal yard.
00:18:37
This site is owned by Will and Mel Self Storage.
00:18:42
This Gerdau property is owned by Harry Wright, who has the junkyard here.
00:18:48
Gerdau will only allow us a 90 day, we call it a kick out clause for access to this site.
00:18:56
So if we invest in the site, we're sort of always running under the gun of that 90 days we need to be able to leave.
00:19:03
And there really is no other access to this site
00:19:07
Now that the Woollen Mills has sort of developed out the storage facility.
00:19:12
There is car access off of Franklin Street over here, but you can't drive trucks in and
SPEAKER_09
00:19:23
Next slide, please.
Phil McKalips
Director of Solid Waste
00:19:25
Thanks.
00:19:26
Again, this is also looking at the access, just a different view.
00:19:30
Meade Avenue in this top photo is here on the upper right-hand corner.
00:19:35
Drive down through it, drive through all the sort of Mad Max scene and into the paper sort, which is over here at the left.
00:19:44
And of that site, we only actually leased about half of it.
00:19:48
So part of that site was also used by Gerdau for truck turning around.
00:19:54
This lower slide I wanted to show you shows the old baler, which again, thank you for replacing hopefully in January, but also to kind of give you an idea of the state of the building.
00:20:05
It doesn't have lights.
00:20:06
We're looking through the whole one large side of it right here.
00:20:10
Insulation starting to fall apart because it's exposed to the weather and the animals and the nesting birds and whatever.
00:20:18
Also importantly, you can see the cardboard down here.
00:20:22
When we get loads of cardboard that gets dropped right there inside the door, and that is about the best place we figured to stage it in the building.
00:20:31
If we get a lot of cardboard, it starts to, that pile starts to grow out across the floor, it can actually get to a point where we can't reach any of these loading bays on the back wall, which is where we store and process all our other materials.
00:20:48
We control that by
00:20:50
Bailing cardboard first.
00:20:53
Whatever comes in the door, cardboard has to get baled first because it seals the building off.
00:20:59
We've gotten to the point if there's something that delays, we've had mechanical issues with the old baler, say, and we get cardboard coming in,
00:21:09
It'll seal off the site and then we'd have to start to take loads elsewhere.
00:21:14
And as I said before, that can get expensive quick.
00:21:18
Hopefully with the new baling, that'll be less of a problem.
00:21:21
But we're still getting to the point where, you know, like I said, we had 15 percent growth.
00:21:27
That growth kind of continues, especially if we start to add sites.
00:21:32
That's going to become more and more of a risk.
00:21:34
I think eventually it's just going to happen because of the volume of material coming in.
00:21:40
And we can't keep it at the site either, just so, you know, like we can't turn off the tap because then it's stuck out at the site and you can't take cardboard out there either then.
00:21:50
So, slide please.
00:21:54
Again, this is showing the bays in the back of the paper sort.
00:21:59
Because we only have six bays, we use these bays for storage like you see here with mixed paper.
00:22:08
We have to, once materials bale, we often have to store it outside.
00:22:13
We try not to do it for fiber products like this showing paper out here.
00:22:18
Obviously, paper sitting out in the rain doesn't help its quality at all.
00:22:23
um but even for things like plastics you want to not um you want to minimize the amount you move these bales you know they have wire bale wrapped on them they're about three thousand pound uh tensile strength on the wire every time you pick up and move them you tend to break wires um when those happen outside you can start to see what happens that
00:22:53
Bracken, and Jason Down.
00:22:56
Again, that's another reason we'd love to have an enclosed facility.
00:23:00
And then here's, again, the cardboard.
00:23:03
You can see it spilling outside, out from under the roof so it gets wet, and it can also sort of grow across the floor and clog up operations.
00:23:13
Next slide, please.
00:23:16
So toward that end, the actions to date in September 21, you authorized us to start looking for a new facility.
00:23:26
Where would we, a location for a new facility?
00:23:28
Where would we put a new facility if we could get one?
00:23:32
We completed some preliminary engineering to kind of give us an idea of what this animal would look like.
00:23:39
And then, as I said before, you allowed us to go ahead and purchase a bailer to replace the old one that we had.
00:23:47
So to stretch out the existing life of the paper store is now.
00:23:51
Next slide.
00:23:55
So what we've come up with are the design criteria for the new bailing facility.
00:24:00
Obviously, we wanted to have it on Rivanna or city or county controlled land.
00:24:07
The idea of having at least and investing into a site that we don't own or don't have long term ownership or control of is a concern.
00:24:16
We want it fully enclosed to keep the materials out of the weather.
00:24:19
prevent litter.
00:24:21
We want it to be sized so we can accommodate all the materials that we currently collect because we're missing out on pricing.
00:24:31
We're having to make decisions based on space, not on what's the best way to manage those materials.
00:24:38
And then ultimately we want a second baler just for the redundancies because this is such an integral component of our operations and the finances of our operations.
00:24:51
So we looked at a site, one was on Berkmar up north, some proffered land to the county.
00:25:00
We looked at a couple of different locations on the Ivy MUC property, and we believe we've identified a suitable cost-effective location at Ivy to the northeast.
00:25:15
I'll show you a plan in a minute.
00:25:19
North of the disposal cells.
00:25:21
The advantages of doing it at Ivy are we already have scales out there.
00:25:25
We've got all the scale software.
00:25:28
We get to take advantage of some code used equipment.
00:25:32
You know, we have, if we need the sweeper out there, we don't have to haul it in from Ivy or figure out something else to do with it.
00:25:39
And we also can do the same thing with staffing.
00:25:42
So if somebody calls it sick, I've already got people out there that we can respond to those with.
00:25:47
So that's all the,
00:25:49
Really, really a nice advantage to have.
00:25:52
And then lastly, it's already a, it's not a Greenfield site, shall we say, it's the old landfill.
00:26:00
So we're not taking up some otherwise valuable Greenfield space in City or County.
00:26:08
At the bottom here, you can see the entrance to Ivy Landfill.
00:26:14
to the very back, headed towards where the old clean fill area is, if you're familiar with the site.
00:26:21
That cell that's between the entrance and the preferred location to cell two, and that's where the solar development's gonna be, if that goes forward.
00:26:31
Next slide.
00:26:33
It's the same sort of figure, but showing just sort of the more detailed layout.
00:26:40
And then this is sort of the inside view of what the site's gonna look at at that location.
00:26:47
It's got 11 loading bays, which allows us to store materials separately.
00:26:52
So there's certain, let me explain that better.
00:26:55
We use trailers to store materials in and also to hold failed materials in.
00:27:00
If you take lots of soda bottles,
00:27:12
But it'll swallow a room.
00:27:14
So you need to have like the best place to store it is in the trailer.
00:27:18
So we use some of those trailers for storing materials.
00:27:21
But then once we bale them, we need a place to put the bales.
00:27:24
That's why we have 11 different loading days.
00:27:30
So our next steps.
00:27:34
We've gotten an estimate, a preliminary engineer's report that looks at about $420,000 for design build or design permitting and bidding services.
00:27:47
We'd like to put that in the 2024 budget.
00:27:51
Construction is estimated at about $6 million in the 2025 budget.
00:27:57
We need to finalize a draft bailing facility agreement that's out there with the city and the county.
00:28:06
And then at some point, probably before we would start opening and operating this facility, we need to go backward a little bit and step back and revise and amend our local government support agreement for recycling programs, just so that we can all be happy with how
00:28:27
at a 70-30 split now, and that's been that way since 2011.
00:28:34
But as new facilities come on board, we might want to have some metrics in there to change that.
00:28:42
So are there any questions on the ground?
Mike Gaffney
Chair, Rivanna Solid Waste Authority
00:28:46
Yeah.
00:28:48
So are there any regular employee parking spaces at the new proposed bailing facility?
Phil McKalips
Director of Solid Waste
00:28:55
I don't know that we've actually called any specific ones out it really only has one or potentially two into the future employees at it it doesn't have it's a big facility but it's mostly you know equipment screwing around inside of it so it's not I can't remember if it does have show notes or not
Bill Mawyer
Executive Director
00:29:17
Yeah, I'm sure we would have parking over there.
00:29:19
Plenty of space for that.
00:29:20
We wouldn't want them to walk from the front.
Phil McKalips
Director of Solid Waste
00:29:22
Yeah.
00:29:23
I mean, that is one option being that it's back off the ground road.
00:29:28
We use golf carts a lot for people shuttling in and out.
00:29:32
And the site isn't going to this proposed location.
00:29:35
would not have bathroom facilities or shower facilities or whatever.
00:29:40
So people would want to come forward.
00:29:42
It'll have a courtesan kind of a thing for staff like we use elsewhere out there.
Bill Mawyer
Executive Director
00:29:49
Phil, what is the rent we pay for the current paper sort facility?
Phil McKalips
Director of Solid Waste
00:29:52
We're paying $2,700 a month for the current facility.
00:29:58
And back, this was a current
00:30:03
We were going to be at $3,300, so it's going to be a $5,000 a month increase.
00:30:10
I presume now it would be closer to $3,500.
00:30:17
So there's that cost of staying.
00:30:19
At some point, we need to finalize the lease.
00:30:23
I kind of stopped negotiating the lease when it had such a short kick-out clause.
00:30:31
It seemed to me that
00:30:33
It was better to run sort of under the guise of the existing lease than to have the new one that documented how fast we would have to get kicked out.
Mike Gaffney
Chair, Rivanna Solid Waste Authority
00:30:48
So if we kept the existing paper sort, what would we have to invest in the building to bring it up to speed?
Phil McKalips
Director of Solid Waste
00:30:58
If you didn't want to change the operations at all, the new Baylor,
00:31:05
And then the additional rent.
Bill Mawyer
Executive Director
00:31:08
The addition to the building.
Phil McKalips
Director of Solid Waste
00:31:10
That's if you want to try and sort of do the middle road thing where we're going to expand it some.
00:31:19
And you could do that and we figure you can add about three more bays so that takes the six up to nine.
00:31:26
Potentially there's a design where you could insert another baler in there that still wouldn't fully be where we want to be with the existing materials.
00:31:37
And we'd still be storing some material outside but you could do that and I think that cost was
00:31:42
It was 1.6 or 2.1 million.
00:31:45
I can't remember right off the top.
00:31:47
It was 1.6 million to expand the building.
Mike Gaffney
Chair, Rivanna Solid Waste Authority
00:31:50
But at any point with a 90-day notice.
Phil McKalips
Director of Solid Waste
00:31:53
90 days.
Mike Gaffney
Chair, Rivanna Solid Waste Authority
00:31:55
We throw that money away.
SPEAKER_11
00:31:57
That's right.
00:32:00
If I could add, I believe Charlottesville's recently adopted comprehensive plan takes that whole block of industrial area this side of Meade Avenue and south of Market Street and calls for rezoning it to higher potential uses.
00:32:16
So it's very developed brownfields land.
00:32:20
and now, but I'd say the likelihood of something happening to the Grubauer parcel that's, I guess, by the same person who owns their junkyard, is much higher than a few years ago.
Phil McKalips
Director of Solid Waste
00:32:36
Yeah, it's in the future land use map, as
00:32:44
Close, residential, or it was neighborhood mixed or something like that was the phrase, I can't remember exactly, but it was basically typed for residential.
Bill Mawyer
Executive Director
00:32:55
Yeah.
00:32:55
So the local agreement that we have between the city and the county in Rivanna says that the county pays 70% of recycling costs, the city pays 30%, because you have your own curbside recycling program, but still your citizens come to McIntire and elsewhere,
00:33:11
and so that's what the agreement says since 2011 so with the six million that we've estimated for the facility we allocated that with the same ratio 70-30 but then as Phil said if the county's proportion of tonnage increases but via the southern convenience center that's going to be built
00:33:34
we'll have a chance to measure how much tonnage is coming from where and revisit if necessary that agreement to maybe change that proportioning.
00:33:45
So that's what we want to get in our budget as well as in the city and the county's budgets for next year and then 25.
00:33:53
First, the design costs for next year which is about $420,000 divided between the two of you.
00:34:01
And then in the following year, the construction dollars.
00:34:04
So that's what we have estimated there.
00:34:06
There's the 70-30 split of those costs.
SPEAKER_03
00:34:10
So are you looking for a motion to approve this design?
Bill Mawyer
Executive Director
00:34:17
To approve us making an official request to the county and the city to include this in your budget for next year.
SPEAKER_03
00:34:27
That's also some sort of commitment to our budget here for design work.
Bill Mawyer
Executive Director
00:34:33
It is, but we won't go forward unless we have a commitment from the city and the county to fund it.
00:34:39
We don't really have 400,000 that we can front that service and particularly not the six men.
Mike Gaffney
Chair, Rivanna Solid Waste Authority
00:34:47
So the motion is just a request that the city and the county include this amount in future budget.
00:34:55
Yes, sir.
SPEAKER_03
00:34:56
OK. Yeah, so that would show up in the budget to council, for instance?
00:35:11
It's the 24th budget.
Bill Mawyer
Executive Director
00:35:13
Well the 420,000 and the remainder of the 6 million is in the following year, 25 is what we're proposing.
SPEAKER_05
00:35:23
So the city manager would have to decide if it's going to cooperate and put it in perspective.
SPEAKER_03
00:35:31
This is different than other times we vote on something where it's like we're approving the funds, this is a request.
Bill Mawyer
Executive Director
00:35:38
You would approve us officially asking the city and county to put it in their budgets so we can include it in ours.
00:35:47
That's what we're asking.
00:35:48
We're trying to get commitment on the part of the paying entities here that we go forward with this project.
SPEAKER_03
00:35:55
Well, I'm always open for discussion.
00:36:00
I'm happy to move this if that's helpful, unless there's further discussion.
Mike Gaffney
Chair, Rivanna Solid Waste Authority
00:36:05
All right.
00:36:05
So we have a motion to approve.
SPEAKER_03
00:36:07
Jeff, you can second.
00:36:09
Yes, sir.
Mike Gaffney
Chair, Rivanna Solid Waste Authority
00:36:09
Second.
00:36:10
And a second.
00:36:11
Any other discussion?
00:36:16
Hearing none, all in favor?
00:36:18
Aye.
00:36:19
Opposed?
00:36:21
OK, motion passes.
Bill Mawyer
Executive Director
00:36:22
Thank you, Phil.
00:36:23
Thank you, board.
Mike Gaffney
Chair, Rivanna Solid Waste Authority
00:36:26
So at this time, we want to make a motion and vote to recess the Solid Waste Authority board meeting and cause Jim to stay for another period of time.
Bill Mawyer
Executive Director
00:36:42
Then we'll bring him to Tim and Stacey and Lance back.
Mike Gaffney
Chair, Rivanna Solid Waste Authority
00:36:46
Well that's right, Stacey and Mike have to wait and see.
00:36:57
Oh yeah, so we do need to take a motion and a second on that.
00:37:01
Second.
00:37:04
All in favor?
00:37:05
Aye.
00:37:06
Okay the solid waste meeting is in recess.