Central Virginia
Rivanna Authorities
RSWA Board of Directors Meeting 1/24/2023
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RSWA Board of Directors Meeting
1/24/2023
Attachments
RSWA BOD PACKAGE 2023_01_24.pdf
RSWA 2023 01 24 Minutes.pdf
1. CALL TO ORDER
2. AGENDA APPROVAL
3. MINUTES OF PREVIOUS BOARD MEETING ON NOVEMBER 15, 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 Updated Flexible Benefits Plan
9. OTHER BUSINESS
a. Presentation: History and Organizational Agreements of the RSWA
b. Presentation: Sustainability and Climate Action Overview
10. OTHER ITEMS FROM BOARD/STAFF NOT ON THE AGENDA
11. CLOSED MEETING – PERSONNEL REVIEW
12. ADJOURNMENT
SPEAKER_10
00:00:00
approval with item 11 amended.
00:00:09
Yes, Ms. Stanton recommends some substitute wording on the motion for the closed meeting.
00:00:17
So we added that to the amended agenda.
SPEAKER_02
00:00:22
OK.
SPEAKER_10
00:00:25
Looking at it says amended number one,
00:00:30
So any questions on that?
00:00:40
I move to approve.
00:00:43
Second.
Mike Gaffney
Chair, Rivanna Solid Waste Authority
00:00:43
We have a motion and a second.
00:00:45
All in favor?
00:00:46
Aye.
00:00:47
Opposed?
00:00:48
Motion carries.
00:00:50
Next item are the minutes of the previous board meeting on November 15, 2022.
00:00:56
Any comments or changes on the board minutes?
00:01:03
Do we have a motion and a second?
SPEAKER_10
00:01:06
Second.
Mike Gaffney
Chair, Rivanna Solid Waste Authority
00:01:08
And I'm just asking, was everybody here just for the vote on the minutes?
00:01:15
I don't remember.
SPEAKER_10
00:01:16
From last month?
00:01:17
From November 15th, yeah.
00:01:19
And are we talking about water or solid waste?
Mike Gaffney
Chair, Rivanna Solid Waste Authority
00:01:22
Solid waste.
00:01:23
Yeah, I know it got confusing when I saw both of those on this.
Bill Mawyer
Executive Director
00:01:27
And Ms. Stanton didn't recommend to us or inform us that members do not have to be present at the meeting in order to vote to approve the minutes.
Mike Gaffney
Chair, Rivanna Solid Waste Authority
00:01:37
Okay.
SPEAKER_05
00:01:37
And for minutes, I believe everyone's here.
00:01:40
Okay.
Mike Gaffney
Chair, Rivanna Solid Waste Authority
00:01:42
So we have a motion and a second to approve.
00:01:44
All in favor?
00:01:46
Aye.
00:01:46
Opposed?
00:01:47
Motion carries.
00:01:50
Recognition, Bill?
00:01:52
No, sir.
00:01:53
OK, so we'll move on to the executive director's report.
Bill Mawyer
Executive Director
00:01:57
OK, well, welcome to 2023.
00:02:00
And we were pleased that our chair, Mr. Gaffney, was reappointed by the board of supervisors and city council as a joint appointee for his 11th term.
00:02:11
So that would make it the 21st year, Mike, right?
00:02:15
21 years on the board.
Mike Gaffney
Chair, Rivanna Solid Waste Authority
00:02:16
Ken Boyd asked me one time if this was a part of my retirement plan.
Bill Mawyer
Executive Director
00:02:24
So we were thrilled that Mr. Gaffney was reappointed and look forward to two more good years.
00:02:31
As far as our communication and collaboration strategic plan, I did make a quarterly report to the Albemarle Board of Supervisors and the Charlottesville City Council.
00:02:42
That was a written report and gave council a brief presentation last week, so that was good.
00:02:50
Just as we remembered Cole Hendricks in December with Water and Sewer Board, we wanted to remember Mr. Hendricks who served the Solid Waste Board for many years.
00:03:00
Mr. Hendricks passed away in November, but he was instrumental in forming the Rivanna Solid Waste Authority as well as the Rivanna Water and Sewer Authority.
00:03:10
So we appreciate all of his efforts.
00:03:14
We have received the new bailing machine for the paper sort facility and that has been installed and I think we have a couple pictures of that.
00:03:21
Is that right, Deborah?
SPEAKER_10
00:03:23
The new one?
00:03:28
Let's skip forward.
00:03:30
Oh, you don't have one.
00:03:32
Okay, I'm sorry.
00:03:32
That's in Bill's report.
Bill Mawyer
Executive Director
00:03:34
He's got one.
Mike Gaffney
Chair, Rivanna Solid Waste Authority
00:03:35
Yeah, Deborah, this screen isn't working.
Bill Mawyer
Executive Director
00:03:37
Okay, thank you.
00:03:39
Wow, okay.
00:03:40
But we were thrilled to get the new bailing machine so that has been installed at the paper sort facility and staff were being trained this week on how to operate it so that's good.
00:03:52
The new Southern Albemarle Convenience Center continues to be under construction and those are the pictures you see there where they poured some concrete slabs and completed site work so that continues.
00:04:06
We are
00:04:07
Looking probably for a May completion of that facility depending on how the weather cooperates with us between March and May.
00:04:17
We were fortunate to get two grants from the Department of Environmental Quality.
00:04:22
One was for $45,707 for the litter prevention and recycling program, and that supports our recycling program.
00:04:32
And secondly, a $17,000 grant from DEQ for us to buy a new container for our oyster shell reuse program.
00:04:44
and we found that the oyster shells with the various salt and butter and other materials that come with those shells was creating a lot of corrosion in our steel containers so we applied to DEQ for a specially lined container and we were awarded $17,000 to buy that so that was good news.
00:05:06
Lastly on my report you do see pictures of the
00:05:10
Pumpkin Smash that Phil and his team have put together.
00:05:14
That was in November after Halloween, but it's been an annual event for that group.
00:05:19
And again, it went very well.
00:05:22
And that's my report, Mr. Chairman.
00:05:25
Other than let me say the next meeting of this board will be in March and it will be a virtual meeting.
00:05:31
So the next time we're physically together at this location will be May.
00:05:35
So the March meeting is scheduled to be a virtual meeting for both the water and the solid waste boards.
Mike Gaffney
Chair, Rivanna Solid Waste Authority
00:05:42
And I trust we'll get reminders.
Bill Mawyer
Executive Director
00:05:44
That's what I'm starting with today.
00:05:48
Okay.
SPEAKER_10
00:05:49
Thank you.
Mike Gaffney
Chair, Rivanna Solid Waste Authority
00:05:50
All right.
00:05:51
Any comments or questions?
00:05:52
Okay.
00:05:54
At this time, we'll open up the meeting for items from the public and we invite you up to speak and please identify yourself for the public record.
SPEAKER_10
00:06:08
Seeing no one, we'll close the items from the public.
Mike Gaffney
Chair, Rivanna Solid Waste Authority
00:06:11
Note there's no responses to public comments.
00:06:14
Move on to the consent agenda.
00:06:17
Are there any items on the consent agenda board members would like to pull for comments or questions?
00:06:24
Okay.
00:06:25
Do we have a motion and a second to approve?
SPEAKER_10
00:06:29
I move the approval of the consent agenda.
00:06:31
Second.
Mike Gaffney
Chair, Rivanna Solid Waste Authority
00:06:33
We have a motion and a second.
00:06:35
All in favor?
00:06:36
Aye.
00:06:37
Opposed?
00:06:39
Okay, motion carries.
00:06:41
First item under other business presentation on the history and organizational agreements in the Solid Waste Authority.
Bill Mawyer
Executive Director
00:06:48
Thank you, Mr. Chairman.
00:06:50
So I gave you this presentation in May, but I wanted to start off the new year with a reminder about the history and some of the agreements that we work under in the Solid Waste Authority really as a preface to what's coming up in March will be our budget.
00:07:05
And a number of the budget calculations are based on these agreements I'm going to very briefly review.
00:07:12
Next.
00:07:13
So we see all the smiling faces that give us governance and guidance here.
00:07:18
Okay, so the city and the county bought 300 acres in the county in 1968, which became the Ivy Landfill.
00:07:29
And it was operated by the city until it was decided to create the Rivanna Solid Waste Authority in 1990.
00:07:38
So the city and the county got together, went to the state corporation commission,
00:07:42
drafted articles of incorporation and bylaws and got the SCC to approve incorporation of the Rivanna Solid Waste Authority.
00:07:53
That occurred in 1990.
00:07:55
They then sold the Ivy Landfill to the Solid Waste Authority for $1, and from that point the Solid Waste Authority has managed the Ivy Material Utilization Center, as we call it now.
00:08:10
So that was in 1990.
00:08:12
Around 2000 is when the neighbors had concerns about what was going on at the landfill.
00:08:19
There are six cells at the landfill.
00:08:23
Three are lined and three are unlined.
00:08:25
And line is what I would call a Tupperware bowl engineering where you put a synthetic liner under the refuse and you cap it with another synthetic liner that would be a lined cell.
00:08:38
But we also have three unlined cells and it was agreed with the neighbors that landfilling would stop.
00:08:46
at Ivy around the year 2000.
00:08:49
So that was a settlement agreement with the neighbors at that time and effectively ended the landfilling at Ivy.
00:08:56
Since then we've transferred refuse as we continue to do today.
00:09:03
We also have an asbestos disposal area that's capped at the landfill that was used from 1982 to 1999.
00:09:11
And it's estimated there are about 1300 tons of asbestos containing materials at the Ivy facility.
00:09:20
And in addition, the paint pit was one of the bigger issues in the year 2000 that contractors came and dumped paint in the pit there.
00:09:30
and it was an unlined area and was somewhat the cause of closing the Ivy landfill for landfilling purposes.
00:09:41
So that stopped in 1980.
00:09:42
In 2005,
00:09:50
The environmental MOU was developed between the UVA, the city, and the county.
00:09:56
So if we're not going to put in more refuse at Ivy, we still had to deal with all the refuse that was already there and who was going to pay for it.
00:10:05
And I think our chairman participated in a negotiation with UVA.
00:10:09
in which they agreed to pay 7% of the cost, the city 33% and the county 60%.
00:10:16
The other part of that is the UVA wanted their 7% to be a fixed cost and it was fixed at $79,982 per year
00:10:28
through the year 2035.
00:10:29
And then the county pays 64.5% of what's left and the city pays 35.5% of what's left.
00:10:39
So those are calculations that you'll see in our budget.
Mike Gaffney
Chair, Rivanna Solid Waste Authority
00:10:42
Bill, can I make a point on that?
00:10:44
Yes.
00:10:44
So UVA agreed to pay 7% of the total, which was about $30 million over the lifespan.
00:10:51
Where we are now is that
00:10:55
30 year budget was in the out years, which is where we are.
00:11:00
It was a fixed number and UVAs was fixed at 79, but they paid a lot more in the first many years.
Bill Mawyer
Executive Director
00:11:08
Lonnie's got all those numbers.
00:11:11
Okay, thank you.
00:11:12
Thank you for that clarification.
00:11:15
In 2007, the city decided it was going to create its own curbside refuse collection program and did not really want to bring that refuse to the landfill and have to pay the tip fee.
00:11:31
And that was agreed upon in 2007 that city could do that.
00:11:36
And then further in 2010,
00:11:40
which this three-year period was a general decline of the Solid Waste Authority, some uncertainty of its future as the city was substantially pulling out of the partnership but in 2010 there was an agreement that the city and the county agreed to finance Rivanna through the end of the calendar year so it sort of got down to that small of a window but in 2011
00:12:04
The county and the city got together for the local government support agreement on recycling programs.
00:12:11
So there will continue to be an agreement of who is going to support recycling and the funding allocation for that.
00:12:17
In 2016, the county had decided, well also in 2011, the county
00:12:26
came to Robin and said they would fund to continue the programs at Ivy.
00:12:31
And in 2016, the counties after DEQ told us our transfer station was insufficient and had to be rebuilt and replaced.
00:12:41
And the county agreed that it would fund their new transfer station that we built in 2018.
00:12:47
So that was by agreement of in 2016.
00:12:51
and later in 2019, the county in Urbana came to an agreement on the Ivy Convenience Center in 2019.
00:12:59
So that's sort of our general chronology.
00:13:03
The next slide repeats a lot of what I've just said about these various agreements and what they included.
00:13:13
And further, I mentioned in the beginning, there are articles of incorporation and bylaws that also govern.
00:13:20
It's all a waste authority.
00:13:22
The bylaws were last changed by this board in 2020.
00:13:27
When we changed the meeting date of the meeting months to every other month it had been sort of an irregular meeting pattern and in 2020 this board changed so that we would have a meeting in January and then every other month which was the same six meetings per year that we had previously but
00:13:45
before, I forget it was January, March, April, May, and then skip to August and then November and that was it.
00:13:54
So we had four meetings in the first six months and two meetings in the second six months.
00:13:59
It seemed to be an irregular pattern and the board agreed that it would be better to meet every other month on a regular pattern.
00:14:06
So all members have to be present to vote for a change in the bylaws.
00:14:12
So we did that.
00:14:14
So that's a quick summary of the history and some of the agreements.
00:14:18
And these are the agreements the staff keeps track of as we allocate costs and services between the city, county and UVA.
00:14:28
And again, you'll hear more about that in March when we bring the budget to people.
SPEAKER_10
00:14:33
Any questions?
SPEAKER_02
00:14:35
Thank you.
SPEAKER_10
00:14:38
Any questions for Bill?
SPEAKER_02
00:14:40
Yeah, I guess.
SPEAKER_10
00:14:43
in terms of the ongoing monitoring and maintenance of the closed landfill.
00:14:49
So UVA pays through 2035.
00:14:52
The city and the county continue to pay forever, I guess, in terms of that split.
Bill Mawyer
Executive Director
00:15:01
In theory, DEQ would allow us to close the landfill.
00:15:08
But that's in theory.
00:15:09
In practice, as long as we still have
00:15:13
Contaminants in any of the ground or the air, the DEQ will not close the landfill and it will continue.
00:15:21
So we're not optimistic it will close within the DEQ time frame.
Mike Gaffney
Chair, Rivanna Solid Waste Authority
00:15:31
The original budget that we had, maybe there's a question for Lonnie too, is where are we tracking with the annual costs versus what was estimated back then?
SPEAKER_10
00:15:47
We've updated the corrective action plan several times since then.
Bill Mawyer
Executive Director
00:15:54
I think we're very close.
00:15:57
The original plan talked about a million dollars plus a year, and that is about our expense, I think, on the environmental MOU.
00:16:08
And again, we'll have the detail on that in March.
Mike Gaffney
Chair, Rivanna Solid Waste Authority
00:16:11
But what you're saying is it may continue past the 30-year post-closure care period.
SPEAKER_10
00:16:19
OK, thank you.
Mike Gaffney
Chair, Rivanna Solid Waste Authority
00:16:23
All right, are there any other items?
00:16:26
Oh, we have Jennifer.
SPEAKER_10
00:16:29
First, we're going to recess solid waste.
00:16:32
Oh, there it is.
Mike Gaffney
Chair, Rivanna Solid Waste Authority
00:16:35
All right, do we have a motion and vote to recess the solid waste meeting?
00:16:40
Move that we recess the solid waste meeting.
00:16:42
Second.
00:16:43
Motion and second, all in favor?
00:16:45
Aye.
00:16:46
Opposed?