Central Virginia
Rivanna Authorities
RSWA Board of Directors Meeting 1/23/2024
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RSWA Board of Directors Meeting
1/23/2024
Attachments
RSWA BOD PACKAGE 2024_01_23.pdf
RSWA 2024 01 23 Minutes.pdf
1. CALL TO ORDER
2. AGENDA APPROVAL
3. MINUTES OF PREVIOUS BOARD MEETING ON NOVEMBER 14, 2023
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. Staff Report on Administration and Communications
d. Approval of Contract for Repair and Repaving Asbestos Disposal Area - S.L. Williamson Co .
9. OTHER BUSINESS
a. Presentation and Vote on Approval: Large Clean Fill Program Expansion
b. Presentation: Employee Healthcare and Retirement Benefits Overview
c. Presentation: Strategic Plan Update
10. OTHER ITEMS FROM BOARD/STAFF NOT ON THE AGENDA
11. CLOSED MEETING
12. ADJOURNMENT
Jeff Richardson
Member, Rivanna Solid Waste Authority / Vice Chair, Rivanna Solid Waste Authority
00:00:00
So let's go ahead and call the meeting to order.
00:00:04
And this is the regular meeting of the board of directors of the Rivanna Solid Waste Authority.
00:00:09
My name is Jeff Richardson, and I'm the vice chair and I will be presiding today.
00:00:14
And Mr. Moyer, I understand that we've got a request for remote participation.
00:00:18
Is that correct?
Bill Mawyer
Executive Director
00:00:19
Yes, sir.
00:00:20
From Mike Gaffney.
Jeff Richardson
Member, Rivanna Solid Waste Authority / Vice Chair, Rivanna Solid Waste Authority
00:00:21
Okay.
Bill Mawyer
Executive Director
00:00:22
Mike Gaffney who is out of town and unable to join us today.
Jeff Richardson
Member, Rivanna Solid Waste Authority / Vice Chair, Rivanna Solid Waste Authority
00:00:26
Okay.
00:00:26
And thank you for guiding me on that.
Bill Mawyer
Executive Director
00:00:29
Do we actually need a motion and a vote to allow him to participate remotely?
Jeff Richardson
Member, Rivanna Solid Waste Authority / Vice Chair, Rivanna Solid Waste Authority
00:00:34
Thank you.
00:00:35
So moved.
00:00:35
Second.
00:00:36
Okay.
00:00:36
So we have a motion and a second.
00:00:39
Board members, if you would indicate your approval by aye.
00:00:42
Aye.
00:00:43
All those opposed?
SPEAKER_15
00:00:46
Does he need to say where he's coming in from?
00:00:50
Yes.
SPEAKER_14
00:00:50
Mike, where are you?
00:00:52
So I'm in Cape Coral, Florida.
Bill Mawyer
Executive Director
00:00:55
OK.
00:00:58
He was too far away to come to the meeting.
00:01:04
Yeah.
Jeff Richardson
Member, Rivanna Solid Waste Authority / Vice Chair, Rivanna Solid Waste Authority
00:01:05
And I just got the board to signify it by I.
00:01:09
Do you need me to go board member by board member?
Bill Mawyer
Executive Director
00:01:11
No, sir.
00:01:12
That's good.
SPEAKER_03
00:01:13
Excellent.
Bill Mawyer
Executive Director
00:01:14
And I would also add that our attorney, Valerie Long, is participating remotely also.
00:01:19
We do not need to vote on that.
00:01:21
Valerie, can you hear us?
SPEAKER_00
00:01:25
Yes, I can.
00:01:25
Thank you.
00:01:26
You hear me OK?
Bill Mawyer
Executive Director
00:01:28
Yes.
00:01:28
And you don't need to tell us where you are, though, do you?
00:01:31
That's correct.
00:01:32
Thank you.
Jeff Richardson
Member, Rivanna Solid Waste Authority / Vice Chair, Rivanna Solid Waste Authority
00:01:33
All right.
SPEAKER_04
00:01:34
Excellent.
Bill Mawyer
Executive Director
00:01:35
Now we can go item number three, Mr. Vice Chairman.
Jeff Richardson
Member, Rivanna Solid Waste Authority / Vice Chair, Rivanna Solid Waste Authority
00:01:39
Yes, sir.
00:01:40
And so this is the agenda for the Solid Waste Authority meeting today, January 23.
00:01:48
We're looking for approval of the agenda.
SPEAKER_15
00:01:51
So moved.
Jeff Richardson
Member, Rivanna Solid Waste Authority / Vice Chair, Rivanna Solid Waste Authority
00:01:52
We've got a motion to approve the agreement.
00:01:55
Mr. Pinkston seconds that.
00:01:57
And again, I can just go with the entire board.
00:02:02
We've got a motion and a second.
00:02:03
All those in favor signify by aye.
SPEAKER_04
00:02:06
Aye.
Jeff Richardson
Member, Rivanna Solid Waste Authority / Vice Chair, Rivanna Solid Waste Authority
00:02:07
Okay, so we're off and running here.
00:02:10
We've got item three approved.
00:02:14
Now we go to item number four.
00:02:17
and Mr. Warner, I'm showing minutes of the previous board meeting on December the 12th.
00:02:23
Is that correct?
Bill Mawyer
Executive Director
00:02:24
No, sir.
00:02:26
That's going to be November the 14th.
00:02:28
November the 14th.
00:02:29
You might be looking into water.
Jeff Richardson
Member, Rivanna Solid Waste Authority / Vice Chair, Rivanna Solid Waste Authority
00:02:30
I am and I apologize, sir.
00:02:32
That's okay.
00:02:33
Yep.
00:02:33
All right.
00:02:33
Minutes for the previous board meeting on November the 14th.
00:02:37
Yes.
00:02:37
2023.
00:02:40
I'll move for approval of those meeting minutes.
00:02:44
Alright, we have a motion and a second to approve the November 14th, 2023 minutes.
00:02:49
All those in favor signify by aye please.
00:02:52
Aye.
00:02:53
Any opposition?
00:02:55
Alright, so we've got the minutes approved.
00:02:59
I think I turn it over to you at this point in time, sir.
Bill Mawyer
Executive Director
00:03:02
Yes, sir.
00:03:02
There's no recognition this month, but I'll move on to my report.
00:03:08
So first I wanted to welcome Steven Hicks, the new City Public Works Director who's also our new Rivanna Solid Waste Board member.
00:03:18
So I had the privilege of taking Steven on tour yesterday and showed him Ivy and McIntire and had a nice lunch.
00:03:25
So it was good to get to know him and welcome you to our board.
00:03:29
Well, thank you.
SPEAKER_10
00:03:30
Glad to be here.
Bill Mawyer
Executive Director
00:03:31
We also wanted to congratulate our distinguished board members, Mr. Andrews, who's the newly elected chair of the Albemarle Board of Supervisors and Brian Pinkston, who is the vice mayor of the city council.
00:03:46
So we have very distinguished board this year, more than ever.
00:03:50
So congratulations and thank you for rejoining us for another year, of course.
00:03:56
Also wanted to recognize one of our new employees and introduce her,
00:04:01
Beard, Leah, if you'll come up to the podium just for a second.
00:04:06
So Leah joins us as our human resource manager.
00:04:11
And she came to us from the UVA Credit Union, and she's worked at the University Medical School, and she has a master's degree in public administration.
00:04:21
Anything else you want to offer to the board?
00:04:25
That's what got her a good job, right?
00:04:31
Confidence.
SPEAKER_04
00:04:31
Thanks, Leah.
Bill Mawyer
Executive Director
00:04:34
And I want to introduce to you George Cheape.
00:04:36
George was recently promoted from a construction inspector to be our safety manager.
00:04:43
So Liz Coleman, our former safety manager, left us and went to the health department and we were pleased that George applied and he was promoted to be our new safety manager for solid waste and water and sewer.
00:04:55
and that George has been with us five and a half years.
00:04:58
George also has a distinguished item that he is an elected official in Nelson County to the school board.
00:05:06
Is that right?
00:05:07
That is correct.
00:05:07
Very good.
00:05:08
So George, congratulations.
00:05:10
The floor is yours if you have any comments.
SPEAKER_12
00:05:12
I don't really have anything to say.
00:05:14
Just looking forward to the opportunity to help improve our already good safety records.
Bill Mawyer
Executive Director
00:05:19
All right.
00:05:20
Congratulations, George.
00:05:22
Okay so at Ivy we continue to get more and more refuse so we're about 200 tons a day now and again when we flash back to 2019 when we were at 40 tons a day we've got about a five-fold increase significant there
00:05:42
Then that's the red graph that you see at the top.
00:05:45
And you can see each year the colors move up and we're getting more and more refuse to transfer.
00:05:52
And that transfer goes by truck to Henrico County right now.
00:05:57
So that's where the private vendor takes our refuse is to Henrico.
00:06:04
What's your next picture there, Deborah?
00:06:07
We received a grant from Department of Environmental Quality, $7,500.
00:06:13
And we've used that grant for recycling education.
00:06:18
We created these gift packs for first to third grade students.
00:06:23
We've been passing them out.
00:06:25
And so that was a nice gift bag we can give the kids.
00:06:29
I think, I understand we have 55 school children visiting Ivy tomorrow to take a tour.
00:06:36
So we have some gift cards for them.
SPEAKER_05
00:06:39
Sounds like Jeff wants one.
00:06:41
It looks good.
00:06:41
I like that.
Bill Mawyer
Executive Director
00:06:42
Brian got one already, so you guys can have one if you like.
Jeff Richardson
Member, Rivanna Solid Waste Authority / Vice Chair, Rivanna Solid Waste Authority
00:06:46
That's nice.
00:06:47
I just heard the reaction to it.
00:06:49
Yeah.
Bill Mawyer
Executive Director
00:06:50
It seems like a long time ago, but we celebrated the holiday season with the team building event in December, and we had a nice lunch in this room.
00:06:58
We have
00:07:02
We had a person from the Darden Business School, a student proposed to us that he had created this app called Simply Scraps.
00:07:13
And if you sign up for the app and you bring scraps to compost at McIntire or Ivy, where else, Bill, anywhere?
Phil McKalips
Director of Solid Waste
00:07:24
That's it.
00:07:25
I believe he offers it elsewhere, but those are just our participation.
Bill Mawyer
Executive Director
00:07:31
that he created an app that you can earn points.
00:07:34
And then those points are redeemable at some of the restaurants in Charlottesville.
00:07:39
So that has not started yet, but John Kristinzano proposed it and we're gonna allow him to do that if it comes to fruition.
00:07:51
In our communication and collaboration strategic plan goal,
00:07:57
Phil McKalips and Betsy Nemeth joined forces and have made an agreement with WNRN Radio 91.9 that we would have public service announcements on the radio.
00:08:14
What frequency, Phil?
00:08:16
Every month?
Phil McKalips
Director of Solid Waste
00:08:19
During our special collections twice a month.
00:08:21
Okay.
00:08:22
Once, or excuse me, twice a day and then once a day every other day.
Bill Mawyer
Executive Director
00:08:26
Okay so we're trying to reach out to the communities.
00:08:30
Our strategic plan encourages us to do and make our events better known to the community so we're using this radio venue.
00:08:41
And speaking of special events we have the spring special collection days coming up there you see in April and May where we take
00:08:53
Variety of items, electronic waste, household hazardous waste, furniture, mattresses, appliances, tires on different days.
00:09:01
And that's a free program to the customers and the city and the county support those programs with us.
00:09:13
And Mr. Andrews, we talked last year about debris on Dickwood's Road and issues and covering your load.
00:09:21
and we have created signs that we're gonna post at the landfill to reminding haulers to cover their load and also we reaffirmed our program with VDOT, the Adopt-a-Highway program where we do pickups along Dickwood's Road and so we're reaffirming that and making sure we're following all the program regulations to do that.
00:09:43
We've made that progress on that issue.
00:09:47
And that is my report, Mr. Vice Chairman.
00:09:52
You can record the day.
Jeff Richardson
Member, Rivanna Solid Waste Authority / Vice Chair, Rivanna Solid Waste Authority
00:09:54
Very good.
00:09:54
Are there questions from board members about anything that Mr. Mawyer has covered this afternoon?
00:09:59
No.
00:10:03
OK, Bill, thank you very much.
00:10:05
I believe at this point, we move to items from the public.
Bill Mawyer
Executive Director
00:10:11
Jacob, is anyone online?
SPEAKER_06
00:10:14
No, sir, none at this time.
Jeff Richardson
Member, Rivanna Solid Waste Authority / Vice Chair, Rivanna Solid Waste Authority
00:10:20
So we're good at that.
00:10:22
Nothing for item six.
00:10:25
All right.
00:10:26
And so now we will move on to consent agenda.
00:10:34
Are there questions as we go through consent agenda?
00:10:36
Any questions from board members?
00:10:40
There are no questions.
00:10:41
Is there a motion to approve the consent agenda, please?
SPEAKER_15
00:10:44
So moved.
Jeff Richardson
Member, Rivanna Solid Waste Authority / Vice Chair, Rivanna Solid Waste Authority
00:10:45
All right, we have a motion.
00:10:46
Second.
00:10:47
Pinkston seconds that.
00:10:49
Members of the board, all in favor, say aye.
00:10:51
Aye.
00:10:52
Those opposed?
00:10:54
OK, consent agenda passes.
00:10:56
We will now go to other business.
Bill Mawyer
Executive Director
00:11:05
presentation and a vote on approval of the large clean fill program expansion.
00:11:12
Phil McKalips, our solid waste division director is going to provide that presentation.
Jeff Richardson
Member, Rivanna Solid Waste Authority / Vice Chair, Rivanna Solid Waste Authority
00:11:17
Phil, welcome.
Phil McKalips
Director of Solid Waste
00:11:18
Thank you and good afternoon.
00:11:20
I'd like to give you a presentation, sort of an update on where we are with the large clean fill program, and then also discuss
Bill Mawyer
Executive Director
00:11:29
So Phil, this is a photo of our existing site.
Phil McKalips
Director of Solid Waste
00:11:34
I'm sorry.
00:11:34
Yeah, this is just some of the work going on at the large clean fill program.
00:11:41
And then if you'll go to the next slide.
00:11:43
These are some panoramas over time sort of showing the clean fill area coming up to grade.
00:11:52
We still have some capacity left in there as you can see in the January photo but it's quite a bit of material that's been brought in.
00:12:01
Next slide please.
00:12:03
So our current facility area which is located to the north of the landfill disposal cells
00:12:10
was calculated to be able to receive about 290 some odd tons of material.
00:12:19
We've received, as of the beginning of the month, about 260,000 tons.
00:12:23
And this has brought in just shy of $900,000 worth of revenue.
00:12:31
We have about 30,000 tons remaining.
00:12:37
Increase that a bit.
00:12:38
The original design was to bring it up level with the road and we probably can bring that up somewhat to put some more capacity in there.
00:12:46
And that'll bring us, we sort of current usage to the end of this calendar year to the middle of next calendar year.
00:12:54
So we have maybe a year, year and a half worth of continued capacity where we're at.
00:13:01
So the question came up, what do we do after this?
00:13:04
It seems like the program's working well.
00:13:06
It's providing a service to the community.
00:13:09
And so we started to look for some new areas where we could move into at the site.
00:13:15
We identified two areas.
00:13:16
One is an existing clean fill area near the transfer station.
00:13:20
And the second is a piggyback disposal area.
00:13:23
And I'll discuss both of these in more detail.
00:13:27
The existing facility used existing road
00:13:33
would both require new access roads.
00:13:37
Next slide, please.
00:13:39
This is a sort of an aerial view of the whole development that we're talking about.
00:13:45
As you can see in the bottom center, that's the transfer station, the entrance to the site, the existing large clean fill.
SPEAKER_04
00:13:54
Can we point to that, Bill?
Phil McKalips
Director of Solid Waste
00:13:55
Oh, I'm sorry.
00:13:57
This is the existing large clean fill area where we think we have about another
00:14:02
year, year and a half worth of capacity.
00:14:06
This is like here, I said, here's the transfer station.
00:14:09
This is a clean fill area, but it has never been filled out to capacity.
00:14:14
And this would be the first area where we would consider expanding into.
00:14:22
We originally thought of bringing traffic up with, along with the transfer station traffic.
00:14:29
but that creates a lot of congestion in an already what can at times be a very congested bit of roadway at the site.
00:14:38
So to utilize this area, we believe we're gonna need to install this area one access road marked here in red, a 15 foot wide road that will come up across cell one lined and cell two lined and then back to the existing haul roads.
00:15:00
That next area, I'll get more detail about that, but it's got to say two years or three years worth of capacity.
00:15:09
And then beyond that, we think we have one great big area yet that we could fill in, which is called area two.
00:15:16
And that's the piggyback.
00:15:17
And the term piggyback means that it's
00:15:23
It's piggybacking on top of them.
00:15:25
And so this fill area would fill in the hull roads, the valleys between the landfill cells as shown here in the yellow area.
00:15:35
Because that's filling in over top of the hull roads, we now wouldn't be able to get to the back of the site unless we develop this area to access road.
00:15:47
And you can see it's here's the future location of the bailing facility.
00:15:51
When we start to fill in area two to get to the bailing facility, to get the vegetation, to get to the leachate pond here or any of the other infrastructure we have or access to the north side of the site, we would need to use this area to access road.
00:16:12
Next slide, please.
00:16:14
So Area 1 is located near the transfer station as I showed you.
00:16:18
It's got about 240,000 tons of new disposal capacity.
00:16:23
It would last about a year or two at sort of the current usage rates, maybe a little bit longer and would return at the current tipping fee of $3.50 per ton, about 840,000 tons.
00:16:40
$840,000 in revenue.
00:16:53
And as I said, it would need that additional access road for traffic.
00:17:00
Next slide please.
00:17:04
Here's a detailed blow up of it.
00:17:06
Down here is the transfer station.
00:17:08
The scale house is right here.
00:17:10
You'd come in and veer off of the existing haul road, come up around on the landfill, and then you would meet the disposal area here.
00:17:21
It would have, as we did with the current large clean bill, some additional stormwater controls put into it.
00:17:31
We already have at the site approved
00:17:41
for that purpose, to have some additional controls built into it.
00:17:46
And that's what you see in here would be along this side.
00:17:53
Next slide, please.
00:17:55
So the next disposal area, this is sort of what I would consider the last generation of major clean fill disposal would be the area two piggyback.
00:18:05
As I said, it fills in the valleys between the existing disposal cells.
00:18:09
It's about 750,000 tons of disposal capacity, and we think it would last seven to 10 years.
00:18:16
So we're really looking into
00:18:22
with capacity out at Ivy.
00:18:24
It would generate about 200, or 2 point, I wish, $2.6 million in revenue.
Bill Mawyer
Executive Director
00:18:30
Hey Phil, will you remind us what qualifies as clean fill?
Phil McKalips
Director of Solid Waste
00:18:33
Yeah.
00:18:34
Oh, I'm sorry.
00:18:35
I started there.
00:18:36
Clean fill is soil, block, brick, asphalt.
00:18:41
It can have reinforcing steel in it, but it can't be sticking out.
00:18:44
It's not organic, so it's not roots.
00:18:47
It's not sod.
00:18:51
Block, yeah that kind of thing.
00:18:53
So inert film material I think is how it's referred to in the county ordinance.
Jeff Richardson
Member, Rivanna Solid Waste Authority / Vice Chair, Rivanna Solid Waste Authority
00:18:59
And in that middle bullet, what assumption do you make in terms of the fee?
Phil McKalips
Director of Solid Waste
00:19:06
That's a three dollar or existing fee, three dollars and fifty cents per time.
Jeff Richardson
Member, Rivanna Solid Waste Authority / Vice Chair, Rivanna Solid Waste Authority
00:19:11
Over the next
Phil McKalips
Director of Solid Waste
00:19:18
3.5 is about 2.6.
00:19:20
Okay, thank you.
SPEAKER_15
00:19:23
I assume we'll look at that issue separately at some time.
Phil McKalips
Director of Solid Waste
00:19:27
Yeah, not to get too far off in the field, but we have an existing clean fill program, have had for years at Ivy, it was $10 a ton.
00:19:41
We've had over
00:19:46
And then we also have some project directors doing large construction projects like the Divergent Diamond Project and some projects at UVA and they have these large basement excavations or large area fill
00:20:03
20,000 tons or 10,000 tons or 40,000 tons of material it's just such a big number for them and so they tended to shy away from it and so we got into well is there some other way to do this and it was in their benefit to actually provide and one of them one of the contractors recommended what if we provided the labor
00:20:26
and the grading and you know the bulldozers and all the equipment we maintain your roads and what what could we do it for then and that's the discussion came well somewhere between three and four dollars.
Bill Mawyer
Executive Director
00:20:40
And the large large means what?
Phil McKalips
Director of Solid Waste
00:20:44
Over 10,000 tons.
00:20:46
We contract with them.
Bill Mawyer
Executive Director
00:20:48
Yeah, we have a standard agreement disposal over a limited amount of time, six to 12 months, generally, not 20 years.
Phil McKalips
Director of Solid Waste
00:20:58
Correct.
00:21:00
And so that's kind of how we've been doing this.
00:21:02
We wanted to have a large enough because if we have it too small, then in a sense, you have people coming and going.
00:21:11
It really only works well if there's one person managing
00:21:16
and they're responsible for it and they can't point fingers at somebody else saying oh well I didn't grade this right or I'm not seeding it right because they're going to be responsible for all of it maintaining the stormwater structures, seeding, grading, everything compacting.
00:21:33
Thank you.
00:21:34
Yeah next slide please.
00:21:37
Again this is a picture showing how that large fill would come in here
00:21:43
in between all the cells.
00:21:45
In essence, you would end up with a big monolithic hill.
00:21:49
It would extend to the east, not so far as to interfere with Dominion's solar project, which will go up on the top of here.
00:21:57
At some point, if market conditions are such, it would actually provide a lot more area for additional solar capacity at the site or whatever future use you'd want.
00:22:11
Next slide, please.
00:22:15
Because we're filling in those roads again, we need to find some way to create access to the back of the site, to the north of the site.
00:22:23
And the thought is to utilize the existing roads that's here as far as we can.
00:22:30
And then the new, we would need to grade it and widen it a little bit, but then to come up across the cell here and join up with our existing roads back here.
00:22:46
So we would like to ask the board to approve that we proceed with expanding the large clean fill program.
00:22:58
We see two avenues towards accomplishing that.
00:23:02
And what that means is basically building these access roads.
00:23:06
The first is to update the large clean fill agreement
00:23:11
and have the contractor do it, whoever is the large clean fill contractor, build these roads as part of that agreement.
00:23:21
And they would be made whole through capacity of large clean fill.
00:23:26
So it would be a zero sum game, if you will, no cost to us.
00:23:33
And then they would return back to paying the tipping fee of $3.50 per ton.
00:23:40
Or,
00:23:41
We can, we believe that's going to be allowable under Virginia Public Procurement Act.
00:23:48
But if not, then we will start to investigate going through a normal traditional design, build, or build, bid, build process to build these roads.
00:23:59
But right now we would like to have the board approve the concept of moving forward with expanding it.
00:24:09
Are there any questions?
SPEAKER_15
00:24:11
So we're still trying to decide between these two alternatives.
Phil McKalips
Director of Solid Waste
00:24:16
The council is looking at some details with regard to whether we can accomplish this through the large special conditions portion of the large clean fill agreement program that you already have existed.
Bill Mawyer
Executive Director
00:24:34
Valerie, would you like to speak to this?
SPEAKER_00
00:24:37
I'd be happy to if necessary turn my camera back on.
00:24:41
I think Phil covered it well.
00:24:43
We're still looking into it.
00:24:44
We think it is possible to include it in there, but we just want to spend a little bit more time working with Phil and Bill to make sure that everything is in compliance.
Phil McKalips
Director of Solid Waste
00:24:57
It's a non-traditional path to move forward, but there's certainly a lot of benefits to doing it this way if we can.
00:25:07
It's compliant.
SPEAKER_00
00:25:08
Given that the new proposed fill areas are not otherwise accessible without these roads, our opinion is that it's a requirement to be able to participate in the program, obviously to have an access road.
SPEAKER_15
00:25:26
Right, I'm trying to understand, are they being paid for this work through tipping without the 350?
Bill Mawyer
Executive Director
00:25:36
Well, they pay us $3.50 a ton now.
00:25:40
And they have to do all the grading, compacting.
00:25:43
But if we add this access road into their contract, their agreement that they're also going to provide the road, then we would consider some reduction to that cost to offset their expense of building the road.
00:26:01
And or we would allocate some space to them that they
00:26:05
would have without a cost in order to compensate for building the road.
SPEAKER_14
00:26:12
Bill, since the first clean fill area was done on existing roads, and these will be new roads that will be, there will be a cost associated to it, my guess would be that we would need to adjust our fee so that
00:26:36
the new cost of constructing the roads would be a zero sum as opposed to we are doing it at our cost whether it's through billing everybody afterwards that we would still try to net the 350 per ton or in the long run.
00:27:05
Does that make sense?
00:27:06
I think yes, you're right.
00:27:11
Maybe you should repeat it for everybody else so it's easier to understand.
Bill Mawyer
Executive Director
00:27:17
Well, whether we would have an area allocated at a reduced or zero cost to offset the expense of building the road.
00:27:30
Right.
00:27:32
Otherwise, his $3.50 a ton beyond that area would stay the same.
00:27:39
But in a separate area within that space, he could have a reduced rate depending on how much we think the road is going to cost and the requirements after we work with the county, et cetera, on any of the road costs, we would balance the two expenses and the revenues.
Jeff Richardson
Member, Rivanna Solid Waste Authority / Vice Chair, Rivanna Solid Waste Authority
00:27:58
Does the board follow that?
SPEAKER_15
00:28:00
Is it still true that typically you only have one hauler at a time?
Phil McKalips
Director of Solid Waste
00:28:05
One at a time.
00:28:06
That's by design.
SPEAKER_15
00:28:07
Which would mean that at the time this is taking place, there would probably be one hauler who we're at.
Bill Mawyer
Executive Director
00:28:13
We solicited for, anyone could apply for one of these agreements and they still can't today.
00:28:20
It's in our reschedule.
00:28:21
They can apply.
00:28:23
We've only had one apply in two years.
00:28:27
So there's not an overwhelming demand for this.
00:28:30
just because it's a large quantity of 10,000 tons that over a short period of time that not many contractors are interested in that kind of program.
Phil McKalips
Director of Solid Waste
00:28:43
Like the last one probably was Curtis Construction who ended up putting all their excess clean fill at the 118 interchange.
00:28:54
If you remember, notice that that was filled
SPEAKER_15
00:29:08
Does that include asphalt and other materials or exemptions?
Phil McKalips
Director of Solid Waste
00:29:12
Whatever they tore up with.
SPEAKER_04
00:29:15
Clean fill.
Jeff Richardson
Member, Rivanna Solid Waste Authority / Vice Chair, Rivanna Solid Waste Authority
00:29:18
So Phil, what you're looking for is requesting that the board approve for the staff to proceed with expansion of the large clean fill program.
Bill Mawyer
Executive Director
00:29:29
The two sites, site one, area one and area two.
00:29:32
Right.
00:29:33
And then we will work out with council, make sure we're following the public
00:29:37
procurement rules, and we have the funding squared away if there's going to be any expense before we move forward.
Jeff Richardson
Member, Rivanna Solid Waste Authority / Vice Chair, Rivanna Solid Waste Authority
00:29:45
Are there more questions from the board?
SPEAKER_15
00:29:48
How often do those rates get set?
00:29:50
So this was something, the rate, would you look at it?
Phil McKalips
Director of Solid Waste
00:29:53
We'd look at those every year we post and re-advertise our rates.
00:29:57
So we could look at, and we've done them in between if there was a compelling reason to do so.
Bill Mawyer
Executive Director
00:30:03
We'll look at the rates in March.
00:30:05
This board will be back in March and we'll have the proposal on our budget and you'll approve the rates in May after a public hearing and if we would decide that the design bid bill process is the best way to go and the county is the sole receiver and payer of revenues and costs for this program because it's in the operations area of our cost center.
00:30:27
and if there was a cost then we could revisit the charge to see if it needs to be adjusted.
Jeff Richardson
Member, Rivanna Solid Waste Authority / Vice Chair, Rivanna Solid Waste Authority
00:30:35
Thank you.
Lance Stewart
Member, Rivanna Solid Waste Authority
00:30:38
I don't have a question but kind of may I add a comment.
00:30:41
Phil called me a few weeks ago about this concept and we talked it through generally and I
00:30:49
raise questions about the appearance, potential appearance of impropriety with the method of directly contracting with that and recommended consultations with the attorneys to really nail down the question of compliance with the Virginia Public Health Act.
00:31:11
Those of us who do this all the time at a large scale for construction projects know that
00:31:16
that it's a complicated world to live in.
00:31:19
So I did express some concerns and Bill has done some due diligence on that.
00:31:25
I think we had a brief email exchange this morning where I asked just some questions about cashflow, obligations to the county, the timing.
00:31:35
And I'm very supportive of this concept.
00:31:38
I will say that, but I am a little bit concerned that there are some details.
00:31:41
regarding the method of project delivery and the financial impact and rollout over time that need to be vetted.
00:31:50
So my view is that this board might consider asking them to proceed to a definite point where they come back with a more refined recommendation in terms of both project delivery and the
00:32:07
the cost upfront costs if any and revenue impacts to the County of Albemarle over the duration of the next few years.
Bill Mawyer
Executive Director
00:32:19
And that's good and I think that's where we are too if the first part is just that the board set an agreement to expand the large clean fill program and then we can come back to you with the exact way that it would be funded and procured.
SPEAKER_04
00:32:34
Do you need that, Lance, do you want that to be sort of baked into the resolution we approved in terms of them coming back or?
00:32:42
I think so.
00:32:43
Next slide.
Jeff Richardson
Member, Rivanna Solid Waste Authority / Vice Chair, Rivanna Solid Waste Authority
00:32:48
So based on Mr. Stewart's comments and discussion by the board, would there be a motion to authorize expansion of the large clean field program?
00:33:01
And Lance, I believe what you were suggesting is that once you have the details of what that looks like, you're talking about expanding
00:33:09
with area one and two, but when you have the details that you'd come back and report to the board on the financial details.
00:33:15
Yes, sir.
00:33:16
Alright, so we're looking for a motion to authorize the staff considered by the board to expand the large clean field program.
SPEAKER_04
00:33:25
So moved with the caveat that we're going to
00:33:32
You all will come back to us within the course of the next quarter, I suppose, to explain the details.
Bill Mawyer
Executive Director
00:33:38
Likely, it could be in March.
Jeff Richardson
Member, Rivanna Solid Waste Authority / Vice Chair, Rivanna Solid Waste Authority
00:33:40
Mr. Pinkston's made the motion as explained.
00:33:44
Is there a second?
00:33:45
Second.
00:33:46
Thank you, Lance.
00:33:47
Motion and a second.
00:33:48
All those in favor say aye.
00:33:51
Aye.
00:33:51
Any opposed?
00:33:54
Who, you got what you need?
00:33:55
Thank you.
00:33:56
Thank you.
00:33:57
Thank you.
00:33:58
Thank you for working us through this.
00:34:00
There's some moving parts.
00:34:02
Lance, thank you for your comments.
00:34:03
Yes, sir.
00:34:04
Phil.
Bill Mawyer
Executive Director
00:34:06
Mr. Chairman, if it would be your pleasure, we would ask that we have a motion and a vote to recess the solid waste board.
00:34:15
And then we're going to bring the water board into play.
00:34:19
And then we'll bring solid waste back
00:34:22
for a joint meeting at the end of the meeting.
SPEAKER_04
00:34:26
Yes, sir.
SPEAKER_15
00:34:27
OK.
00:34:28
So moving that we recess through until the joint meeting.
Jeff Richardson
Member, Rivanna Solid Waste Authority / Vice Chair, Rivanna Solid Waste Authority
00:34:39
Motion in a second.
00:34:41
All those in favor, say aye.
00:34:42
Aye.
00:34:43
Aye.
00:34:44
Okay, we are now in recess and Mr. Moore will flip the screen for the water and sewer days.
Bill Mawyer
Executive Director
00:34:54
Steven, I think you can stay right there.
SPEAKER_04
00:34:59
All of you can stay where you are.
00:35:00
I think we have enough seats.
00:35:02
Anne, how are you?