Central Virginia
Rivanna Authorities
RSWA Board of Directors Meeting 7/23/2024
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RSWA Board of Directors Meeting
7/23/2024
Attachments
RSWA BOD PACKAGE 2024_07_23.pdf
RSWA 2024 07 23 Minutes.pdf
1. CALL TO ORDER
2. AGENDA APPROVAL
3. MINUTES OF PREVIOUS BOARD MEETING ON MAY 28, 2024
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 Work Authorization for FY 2025 Environmental Monitoring at the Ivy Material Utilization Center
e. Approval of Purchasing Manual Update
9. OTHER BUSINESS OTHER BUSINESS
a. Presentation and Consider Vote to Approve: New Name for the Ivy Material Utilization Center
b. Presentation: Strategic Plan Update
c. Presentation: Human Resources Update
d. Presentation and Consider Vote to Approve Amended and Restated By-Laws
10. OTHER ITEMS FROM BOARD/STAFF NOT ON THE AGENDA
11. CLOSED MEETING - SECURITY UPDATE and PERSONNEL REVIEW
12. ADJOURNMENT
Mike Gaffney
Chair, Rivanna Solid Waste Authority
00:00:02
Good afternoon.
00:00:03
I would like to open the regular meeting of the board of directors of the Rivanna Solid Waste Authority.
00:00:10
And first item is approval of the agenda.
00:00:16
Is there any board members who would like to make a motion on the approval of the agenda?
SPEAKER_04
00:00:22
Second.
Bill Mawyer
Executive Director
00:00:22
Mr. Chairman, we'll need to defer item 9D.
00:00:31
to amend the bylaws.
Mike Gaffney
Chair, Rivanna Solid Waste Authority
00:00:34
So we'll just take that off the agenda.
Bill Mawyer
Executive Director
00:00:36
Since we don't have all the members present, that requires all the members to be present.
00:00:41
They don't have to all agree, but they have to be present.
00:00:47
We'll try again next.
00:00:48
We'll be amended.
Mike Gaffney
Chair, Rivanna Solid Waste Authority
00:00:51
Thank you.
00:00:52
Second.
00:00:53
OK, we have a motion and a second.
00:00:55
All in favor?
00:00:56
Aye.
00:00:57
Opposed?
00:00:58
Okay, the agenda approved.
00:01:00
Next is the minutes of the previous board meeting on May 28th.
00:01:05
Any comments or changes to the board minutes?
SPEAKER_04
00:01:10
I move for approval of the board minutes.
00:01:13
Second.
Mike Gaffney
Chair, Rivanna Solid Waste Authority
00:01:14
We have a motion and a second.
00:01:15
All in favor?
00:01:16
Aye.
00:01:17
Opposed?
00:01:19
Okay, the board minutes are approved.
Bill Mawyer
Executive Director
00:01:21
Bill, no recognition?
00:01:23
No, sir.
Mike Gaffney
Chair, Rivanna Solid Waste Authority
00:01:24
Okay, so we'll move on to the executive director's report.
Bill Mawyer
Executive Director
00:01:27
Thank you, sir.
00:01:29
So we're still transferring a lot of refuse out at Ivy.
00:01:33
The green line at the top shows you a 2024 calendar year.
SPEAKER_04
00:01:37
2020 is not here.
Bill Mawyer
Executive Director
00:01:44
If Jacob can help us out.
00:01:49
But 2023 is the red line as you're not seeing.
Mike Gaffney
Chair, Rivanna Solid Waste Authority
00:01:57
It's okay Bill, go ahead.
Bill Mawyer
Executive Director
00:02:03
So that's transfers going well.
00:02:16
We completed the spring refuge special collection days and again had a very good turnout.
00:02:24
Thank you.
00:02:28
So now you can see the line.
00:02:31
So the green line at the top is 2024 and you can see we're exceeding the 2023 red line volume at the transfer except in June we're about the same.
00:02:41
They come back together about the same in June.
00:02:44
Next slide.
00:02:47
The Spring Refuge Collection Days I mentioned, we had over 360 customers bring e-waste in that one day event.
00:02:57
We had over 800 customers bring household hazardous waste on Friday and Saturday back in April.
00:03:06
We had 23,000 pounds of furniture and mattresses brought to us on the Saturday event.
00:03:15
We had 22,000 pounds of appliances brought to us on the following Saturday.
00:03:21
And we had 138,000 pounds of tires brought to us, so quite a bunch of tires.
00:03:31
and I believe this program started in the late 90s when Bob Tucker was County Executive and I was in in your teens and I remember Bob and company said well we want to have an amnesty day one day to let people bring their refuse for free to try to keep it out of the ditches and on the side of the road and here we are 25 years later still going strong with this
00:03:57
twice a year events.
00:03:58
So it's fantastic that the county and the city support this program through Rivanna.
00:04:07
The fall refuge collection days have been scheduled.
00:04:10
So we're publishing this for people to get lined up for their e-waste, HHW waste and bulky waste in the fall.
SPEAKER_14
00:04:21
Has that been shared yet?
Bill Mawyer
Executive Director
00:04:24
Have we had it on the webpage yet?
00:04:27
Online, thank you.
00:04:34
Okay, so back in 2022, the board asked me to put together a succession management plan, and we did that, we talked about it earlier this year.
00:04:44
And in solid waste, we're very pleased that the pink block to my far right, the assistant manager for recycling, Jerry Simon.
00:04:54
Jerry, come on up.
00:04:55
We want to congratulate Jerry.
00:04:56
He's been with us for three years and he was selected through a competitive process to be our new assistant manager in charge of recycling.
00:05:04
So the big organizational change in effect, we've divided refuse and recycling and now they have their own amount.
00:05:11
So congratulations.
SPEAKER_14
00:05:14
No, it's been really nice working for Rodan in the last three years and just excited about the opportunity.
SPEAKER_11
00:05:19
Congratulations.
Bill Mawyer
Executive Director
00:05:21
Thank you.
00:05:21
So our organizational development and succession management at work.
00:05:27
We did have almost 23% turnover in solid waste in the past fiscal year.
00:05:34
And as Betsy Nemeth is going to talk to you about, our goal is 10%.
00:05:41
So we far exceeded that.
00:05:43
We're going to
00:05:45
changed the goal to 15% because we only have 28 positions in solid waste.
00:05:50
And obviously three changes is 10%.
00:05:53
So it was very easy to blow by the 10% threshold we found out.
00:05:58
So we're going to amend that to 15%.
00:06:00
We're also initiating a compensation and classification study to evaluate our pay scale and make sure that our pay is appropriate for water and sewer and solid waste.
Mike Gaffney
Chair, Rivanna Solid Waste Authority
00:06:11
Bill, anybody leaving solid waste to go to water and sewer?
Bill Mawyer
Executive Director
00:06:16
I don't think so.
00:06:18
Bill says no.
00:06:19
No, no.
00:06:20
Okay.
00:06:20
No, we had some people that didn't fit very well with our organization and they, and we decided to move on.
00:06:28
So that was the majority of the six people that left over the past year.
00:06:34
And that's my report, Mr. Chairman.
Mike Gaffney
Chair, Rivanna Solid Waste Authority
00:06:36
Okay.
00:06:36
Any comments or questions for Bill?
00:06:40
How close are we to our daily tonnage limits these days?
Bill Mawyer
Executive Director
00:06:46
So that's 400 tons, 450 tons.
00:06:51
So we're pretty well under that on most days.
00:06:55
Now I know Bill will say we have some really big Mondays when it seems like they save it all from Friday and Saturday and bring it on Monday.
00:07:02
And we have some big days.
00:07:03
So he's had to monitor those days and even call some of the big haulers and see if they can level that a bit and switch some up to maybe Tuesday or Wednesday, not bring all of it on Monday.
00:07:15
but on average we're in pretty good shape.
00:07:18
Thank you.
00:07:18
Yes, sir.
Mike Gaffney
Chair, Rivanna Solid Waste Authority
00:07:21
Okay.
SPEAKER_12
00:07:24
Hi, how are you?
Mike Gaffney
Chair, Rivanna Solid Waste Authority
00:07:25
Great.
00:07:26
So we're doing this before the public comments.
00:07:36
I thought you had public comment.
00:07:38
At this point, we will open up the meeting for public comment.
00:07:42
Is there anyone in the room who would like to speak at this time?
00:07:48
Is there anyone online?
SPEAKER_14
00:07:50
No, sir, not at this time.
Mike Gaffney
Chair, Rivanna Solid Waste Authority
00:07:52
Okay, we will close the public comment and we will move on to Betsy.
Bill Mawyer
Executive Director
00:07:56
We've got the consent agenda, Mr. Chairman.
Mike Gaffney
Chair, Rivanna Solid Waste Authority
00:07:58
Oh, yes.
00:08:00
Is there any changes to the consent agenda?
00:08:06
Any items board members would like to pull for comments or questions?
00:08:11
I move to accept this, doesn't it?
00:08:14
Second.
00:08:14
We have a motion and a second.
00:08:16
All in favor?
00:08:18
Aye.
00:08:18
Opposed?
00:08:19
Okay, this consent agenda is passed.
00:08:22
Betsy.
Betsy Nemeth
Director of Administration & Communications
00:08:23
There we go.
00:08:25
Good afternoon.
00:08:25
I am here to talk to you about renaming the Ivy Material Utilization Center and I want to give you a little background on where that name came from and why we're thinking that renaming it wouldn't be a bad idea.
00:08:42
Next slide.
00:08:47
There we go.
00:08:49
So some history about Ivy, particularly the Ivy Material Utilization Center.
00:08:54
So anyone who has any history in this community knows that the Ivy landfill opened in 1968 was being used by the City of Charlottesville, Albemarle County, and UVA.
00:09:07
The Rivanna Salt Waste Authority was actually formed in 1990 to manage the landfill.
00:09:13
And at that point,
00:09:16
You'll see in my third bullet, it says it was actually originally called the Ivy Sanitary Landfill.
00:09:22
In 1996, the Citizens Solid Waste Task Force recommended changing that name to something that you see the quote there, reflects the mandate of a higher level focus on the three R's, which is reduction, reuse, recycle.
00:09:35
So in 1998, the name actually got changed to the Ivy Material Utilization Center.
00:09:43
Phil and I dug back through history, kind of took a little tour through history.
00:09:49
I can't tell you if it was a board action that did it because I didn't see anything.
00:09:54
I saw letters to the editor and that sort of thing in the Daily Progress.
00:09:58
And in one of those letters, it basically said that the name was changed to reflect
00:10:05
basically where the organization or the facility was going, what it was moving into, which was more about recycling and that sort of thing.
00:10:14
And of course, all landfilling operations ceased in 1999 out there.
00:10:19
I think we'll go to the next one.
00:10:23
So since 1998, it's been called the Ivy Material Utilization Center, why change it now?
00:10:30
One of our strategic plan goal teams is communication collaboration and specifically to share with the public a public facing brand identity.
00:10:42
And our thought around doing that is when you say the material utilization center, nobody has any idea what you're talking about.
00:10:52
They know Ivy.
00:10:54
Everybody knows Ivy.
00:10:55
It's been Ivy for decades.
00:10:58
But we wanted a name and thought it was appropriate to name it around what we're actually doing.
00:11:04
So you see, we have several different programs.
00:11:08
So we've got our Municipal Refuse and Construction Debris Transfer Program.
00:11:12
We have the Recycling Convenience Center that's out there.
00:11:16
and we recycle all sorts of stuff, paper, plastics, we do composting, that sort of thing.
00:11:22
We take vegetative debris and we actually give mulch away for free to the public and our bailing facility is actually coming out there sometime in the next two years.
00:11:34
So it's a really consolidated location for a lot of the services that we offer.
00:11:40
I googled material utilization to see what that actually was and that is a manufacturing term and it talks about the use of raw materials in manufacturing which is not what we're doing.
00:11:54
The other thing Phil and I did a lot of work on let's look at different names of facilities and what is a common name and that's not one of them.
00:12:04
Material Utilization Center is not, actually we're the only people we found that have that name.
00:12:12
And honestly, it doesn't reflect the services that get offered to the public.
00:12:16
We actually, Bill put out a survey to our employees and they came up with a whole bunch of different names and they narrowed down to the three most popular names.
00:12:28
Ivy was kind of a prerequisite because again the facility has been known as Ivy for decades and we didn't want to take that away because then no one would know what we were talking about.
00:12:41
But the three names that we came up with for your consideration are the Ivy Solid Waste Center, the Ivy Solid Waste and Recycling Center, and the Ivy Refuse and Recycling Center.
00:12:52
And that is a decision we felt that we would leave to you to make.
Bill Mawyer
Executive Director
00:12:58
Or if you think of a different name.
SPEAKER_04
00:13:02
This is really, really hard.
00:13:07
It's like, you know, pump stations that don't work.
00:13:13
That's one thing about it.
Betsy Nemeth
Director of Administration & Communications
00:13:16
I don't know.
00:13:16
Well, the thought process, truthfully, in our minds is when I, when I speak to my next door neighbor, what I call makes them understand what we're actually doing there.
SPEAKER_13
00:13:31
And Betsy, also, I hear you in your presentation talking about it from the public's
00:13:36
So if the public is trying to find a resource, what name would get them to what they need most quickly?
00:13:47
And did the staff lean toward any of those three?
00:13:52
More so than others.
00:13:54
Recycling is in two of them, but not in one.
00:13:57
And recycling is a big part of what they do, right?
Bill Mawyer
Executive Director
00:14:01
Solid Waste Center got a lot of votes.
00:14:03
Oh, okay.
00:14:04
But as you say, it didn't communicate recycling specifically.
00:14:09
Right.
SPEAKER_04
00:14:09
Seems like recycling should be in the name.
Betsy Nemeth
Director of Administration & Communications
00:14:14
Well, and I think they leaned into solid waste because we are the solid waste, Rivanna solid waste authority and solid waste authority is in fact, that's an industry standard.
00:14:23
That's a name that you see across the country.
00:14:27
So, um,
00:14:30
but so far as different centers, you see transfer stations, you see recycling centers.
00:14:37
We do all of that plus there, so.
Mike Gaffney
Chair, Rivanna Solid Waste Authority
00:14:42
Yeah, I'm talking to one of the members of the Solid Waste Authority staff.
00:14:50
They said simple is better for them.
00:14:55
So the Ivy Solid Waste Center is the simplest thing
00:15:04
but it doesn't have recycling.
SPEAKER_13
00:15:06
But her answer was good.
Mike Gaffney
Chair, Rivanna Solid Waste Authority
00:15:08
Yeah, we are the Solid Waste Authority.
SPEAKER_04
00:15:14
Yeah.
SPEAKER_11
00:15:14
Bill, what do you think?
SPEAKER_06
00:15:17
Well, I'm biased because I originally picked the Ivy Solid Waste Center.
00:15:22
Okay, and he was the one I talked to.
00:15:23
And my reason for it was what's the easiest one to say on the phone when you're trying to explain somebody where to take their insert name stuff here?
SPEAKER_04
00:15:35
It doesn't say Ivy Solid Waste Landfill.
00:15:39
It says Ivy Solid Waste Center.
00:15:41
So that would give the sense that there are other things there besides.
Betsy Nemeth
Director of Administration & Communications
00:15:45
It's a closed landfill.
00:15:50
And we're on to bigger and better things at this point.
00:15:53
So we didn't think that landfill was worth eating at all.
Mike Gaffney
Chair, Rivanna Solid Waste Authority
00:16:01
You're doing well, Brian.
00:16:03
I appreciate it.
00:16:05
I do think that the broader public are the people who are going to need to understand this best.
00:16:14
And they will be interested in recycling and understand what directly exists.
SPEAKER_04
00:16:20
But I appreciate that we are in the solid woods already.
Mike Gaffney
Chair, Rivanna Solid Waste Authority
00:16:26
That's why it's such a tough decision.
00:16:28
That's why it's such a tough decision.
Betsy Nemeth
Director of Administration & Communications
00:16:31
I don't know if this will help, but when we do tours out there, they're coming to see recycling.
00:16:36
We teach kids out of the county and it's actually, we add in the transfer station, but when they call us or write us for tours, they're asking mainly about recycling.
00:16:48
So recycling is, I'll say is a thing.
SPEAKER_04
00:16:50
Jim, does the middle one?
00:16:55
Walk the Line, or a good compromise between the solid waste piece and recycling.
00:17:00
Would you be comfortable with that one?
Mike Gaffney
Chair, Rivanna Solid Waste Authority
00:17:02
I'm not uncomfortable with any of them, but the other one is the longest, and one of the issues is to keep it simple.
00:17:08
None of them lend themselves to any snappy acronyms that I can think of.
00:17:13
Thank goodness.
00:17:13
No more mucks.
SPEAKER_04
00:17:14
You've got the IV rescue center and recycling center.
Mike Gaffney
Chair, Rivanna Solid Waste Authority
00:17:24
Phil, are you going to lead if we pick the longest one?
SPEAKER_06
00:17:30
We can go away from material utilization.
SPEAKER_14
00:17:35
I would say I'll just speak from the perspective that I carry.
00:17:39
Recycling speaks to a community value.
00:17:41
It seems like that's really, as you described, that there's probably a basis for allowing it to be in the title.
00:17:47
Sorry, that's the longer one, but I was leaning towards the first and second one, but I would probably go with the second one for that reason.
Mike Gaffney
Chair, Rivanna Solid Waste Authority
00:17:54
And solid waste is definitely better than refuse.
00:17:57
Yeah.
SPEAKER_14
00:17:57
Yeah.
00:17:59
So the middle one?
Mike Gaffney
Chair, Rivanna Solid Waste Authority
00:18:02
Do we have a motion?
SPEAKER_14
00:18:03
So you want to vote.
00:18:04
That's a motion.
00:18:05
I'm sad to go with number two.
Mike Gaffney
Chair, Rivanna Solid Waste Authority
00:18:06
We have a motion and then a second.
00:18:07
It's going to last 25 years.
00:18:10
Thanks for the burden.
00:18:11
I appreciate it.
00:18:12
All in favor?
SPEAKER_04
00:18:13
Do you have a different opinion?
Mike Gaffney
Chair, Rivanna Solid Waste Authority
00:18:16
No, I already said that, you know, I deferred to Phil, but I agree with the adding the recycling to it.
SPEAKER_04
00:18:23
All right.
00:18:23
So number two is overvoting.
Mike Gaffney
Chair, Rivanna Solid Waste Authority
00:18:25
Yes.
00:18:26
So we have a motion and a second.
00:18:27
Any discussion?
00:18:28
Any further discussion?
00:18:31
All in favor?
00:18:32
Aye.
00:18:33
Opposed?
00:18:33
OK. We are the Ivy Solid Waste and Recycling Center.
00:18:37
Farewell, Material Utilization Center.
SPEAKER_11
00:18:39
All right.
00:18:40
Thank you very much.
Mike Gaffney
Chair, Rivanna Solid Waste Authority
00:18:41
Change the times.
SPEAKER_04
00:18:43
OK.
Mike Gaffney
Chair, Rivanna Solid Waste Authority
00:18:50
So we're going to go.
00:18:51
Are there other items from board or staff not on the agenda?
00:18:56
OK.
00:18:56
So we are going to go to a closed meeting.
Bill Mawyer
Executive Director
00:19:00
We're going to go to the.
00:19:02
Water and Sewer meeting now, Mr. Chairman, if we have a motion.
Mike Gaffney
Chair, Rivanna Solid Waste Authority
00:19:05
We're not closing.
Bill Mawyer
Executive Director
00:19:06
No, sir.