Solid Waste Management Coordinating Board Agenda Item #1
Solid Waste Management Coordinating Board
Minutes
Wednesday, July 25, 2001
Metro Counties Governance Building
Members Present:
Commissioner Jim Kordiak, Anoka County
Commissioner Peter McLaughlin, Hennepin County
Commissioner Joseph Harris, Dakota County
Commissioner Victoria Reinhardt, Ramsey County
Commissioner Dick Stafford, Washington County
Commissioner Don Maher, Dakota County
Commissioner Penny Steele, Hennepin County
Commissioner John Siegfried, Carver County
Commissioner Paul McCarron, Anoka County
Commissioner Dennis Hegberg, Washington County
James Warner, MPCA
Dave Benke, OEA
Others Present:
Barry Schade, Dakota County
Zack Hansen, Ramsey County
Don Chapdelaine, SKB
Judy Hunter, Washington County
Mike Lein, Carver County
Brad Fields, Anoka County
Nick Riley, Ramsey County
Phil Eckhert, Hennepin County
Mark Rust, OEA
Ryan O’Gara, SKB
Dave Wierens, OEA
Gwen Hetzel, OEA
John Ikeda, MPCA
Brad Henzel, Carver County
Carl Michaud, Hennepin County
Tony Novembre, Greenline Products
Julie Ketcham, Waste Management
Mary Ayde, MN Waste Association
Tim Goodman, Tim Goodman & Associates
Rosemary Lavin, Hennepin County
Warren Wilson, Dakota County
Barry Tilley, Dakota County
Dartrell Lipscomb, Anoka County
Kirk Rosenberger, NRG
Bill Healey, Norseman Plastics
Mary Richardson, RRA
Peggy Aho, RRA
Linda Gondringer, RRA
Jan Lucke, RRA
Agenda Item #1. Minutes of the June 25, 2001 Meeting.
Commissioner Kordiak made a motion to approve the June 25, 2001 minutes. The motion was seconded by Commissioner Stafford and passed unanimously on a voice vote.
Agenda Item #2. Checks and Claims.
Commissioner Kordiak made a motion to ratify the Checks and Claims. The motion was seconded by Commissioner Reinhardt and passed unanimously on a voice vote.
Agenda Item #3. Management Unit
Paul Smith, OEA, gave an overview of the OEA Report. Mr. Smith noted that there had been nine group meetings overall. All SWMCB Commissioners should receive a copy of the report the following week. Mr. Smith noted that the participants of the group meetings noted their availability to attend a SWMCB meeting and hold a small panel discussion at that meeting. Mr. Smith noted that solicitation for members to the Blue Ribbon Panel would begin August 17. Senator Merriam has been asked to chair this group. Panel members will be picked by appointments by the Director of the OEA, Chair of the House Environment Committee, Chair of the Chamber Environment Policy Committee; Chair of the SWMCB, AMC Chair, and Chair of the Environmental Partnership.
The Public Entities Survey was conducted as a means to share information and evaluate related policy and/or practices of public entities. Tim Goodman, Tim Goodman & Associates, made a presentation of the highlights of the Public Entities Survey results and corresponding recommendations. Mr. Goodman noted that the survey results identify current public entity waste management and environmentally preferable purchasing policies/practices and provide a baseline from which to mark future direction, strategies and progress in meeting the goals outlined in the SWMCB Master Plan.
Commissioner Hegberg asked if most buildings were represented in the survey. Mr. Goodman noted that 50% of the surveys were not returned. Commissioner Siegfried asked if there was any reference in the survey regarding communicating via video conferencing. Mr. Goodman responded that there was no reference to video conferencing, but that this area could be further explored.
Barry Schade noted that because the SWMCB amended its 2001 work plan and budget to include seven additional projects totaling $443,500.00, staff is requesting an amendment to the Richardson, Richter & Associates, Inc. agreement to reflect the increased work and to increase the RRA contract amount by $25,492.00. Staff is also requesting that the SWMCB approve the necessary budget amendments to the Reduction and Recycling and Toxicity Reduction budget line items to reflect the new 2001 work plan. Mr. Schade noted that the SWMCB’s budget currently includes $184,000.00 in unallocated funds, which leaves sufficient funds available for the proposed amendment. Commissioner Reinhardt made a motion that the Chair be authorized to execute an amendment to the Richardson, Richter & Associates, Inc. agreement to reflect the changes to the 2001 work plan, to increase the contract amount by $25,492.00 and that the SWMCB approve the necessary budget amendments to the Reduction and Recycling and Toxicity Reduction budget line items. The motion was seconded by Commissioner Kordiak and passed unanimously.
Barry Schade gave an overview of the 2002 work plan and budget, noting that the SWMCB’s revenue primarily comes from MLAA funds and county contributions. Staff is recommending that the 2002 county contributions be set at approximately the same level as the last few years, $19,000. Mr. Schade noted that the projected 2002 revenue is $1,475,000 ($114,000 from county contributions; $1,100,000 from MLAA disbursements; and remaining from unallocated reserve and interest earned funds). Commissioner Reinhardt made a motion that the SWMCB set, by a special resolution vote, the 2002 level of county contributions at $19,000 per county. The motion was seconded by Commissioner McLaughlin and passed unanimously on a voice vote.
Staff recommends that the reporting requirement timeline be amended in the Funding Agreement between the OEA and the SWMCB. Staff noted that this amendment would allow the SWMCB sufficient time to prepare and analyze county SCORE and LRDG reports which are submitted to the SWMCB in April of each year and incorporated into annual report the SWMCB submits to the OEA. Commissioner Harris made a motion that the SWMCB authorize the Chair to enter into Amendment No. 1 to the Funding Agreement with the OEA. The motion was seconded by Commissioner Maher and the motion passed. Commissioner Reinhardt abstained.
Agenda Item #4. Reduction and Recycling.
a. Agreement with Greenline Products, Inc. for Residential Composting Bins.
Judy Hunter and Linda Gondringer gave an update on the composting bin project. They noted that the SWMCB released a request for bids for the purchase and delivery of up to 10,000 residential composting bins for its fall distribution program. Ms. Gondringer noted that the Counties will promote the project and take orders for the bins from residents, and the vendor will be required to provide staff to collect the payment from residents during the truckload sales. Proposers were asked to meet specifications in the request for bins which specify an overall acceptable size for the bin, facilitates the mixing of material in the bin, and later the removal of the compost from the bin.
The SWMCB received three bids: Enviro Care of America ($29.00 per bin), Greenline Products ($29.95) and Norseman Plastics ($24.95 per bin). Staff recommends that the SWMCB select Greenline Products and the Home Composter bin for the fall distribution program. Commissioner Reinhardt made a motion that the SWMCB select Greenline Products as the vendor for the fall compost bin project and authorize the Chair to negotiate and execute an agreement with Greenline Products. Commissioner Kordiak seconded the motion.
Commissioner Siegfried noted that two vendor representatives were present and offered them an opportunity to speak about their bid. Bill Healey, Norseman Plastics, asked that the SWMCB select more than one vendor to allow people a choice of product. Tony Novembre, Greenline Products, thanked the SWMCB for choosing their bin for the Spring distribution, and noted that if chosen for the Fall Greenline Products would work to ensure a successful program.
Commissioner McLaughlin asked why the bid specifications were structured so tightly that bins must be a certain size and contain two compost removal doors. Discussion continued on the rationale for the bid specifications and the types of available bins. Judy Hunter noted that specifications were based on recommendations of other counties that had purchased composting bins before. Commissioner Maher noted that he does not support the bid process and made a motion to reject all bids. Commissioner Steele seconded the motion. Commissioner Stafford suggested that the SWMCB rebid the compost bins with new specifications. Commissioner Reinhardt noted that rejecting the bids today would delay the fall distribution program until possibly December or January. Commissioner Harris asked if prices bid would hold if the SWMCB were to place 1/3 order with each proposing company. Commissioner Reinhardt noted that selecting three bins may subject the SWMCB to a legal challenge by one or more of the proposers. Staff requested an opportunity to consult with SWMCB attorneys and procurement staff to identify options available under a bid process.
Commissioner McLaughlin made a motion to table the motion until the SWMCB attorneys could be consulted. Commissioner Reinhardt seconded the motion and the motion passed unanimously.
Agenda Item #4a. Revisited.
Commissioner Reinhardt made a motion that the SWMCB remove Item 4a from being tabled. The motion was seconded by Commissioner McLaughlin and passed unanimously. Commissioner Reinhardt noted that the SWMCB attorney and procurement staff identified that there is a way to avoid legal challenges and provide residents a choice of bins. Commissioner Maher withdrew his motion to reject all bids.
Commissioner Reinhardt made a motion that the SWMCB select Greenline Products as the successful bidder for the residential compost bins with the anticipation that approximately 8,000 bins would be purchased, that the Chair be authorized to execute the necessary agreements with Greenline Products, and that the Chair be authorized to execute separate agreements with Enviro Care of America and Norseman Plastics for the purchase of up to 1,000 bins from each company with the terms outlined in their bid submittal and depending on citizen demand. Commissioner Reinhardt noted that her motion was acceptable to both Greenline Products and Norseman Plastics representatives at the meeting. She asked staff to determine if Enviro Care of America would be willing to enter into such an agreement. Commissioner Reinhardt noted that the SWMCB has the authority to enter into contracts for products up to $25,000 without using a bid process. The 1,000 bins per vendor will be under the $25,000 contract maximum. The motion was seconded by Commissioner McLaughin and unanimously passed.
Commissioner Reinhardt made a motion that the SWMCB support the November 15, 2001, America Recycles Day, by authorizing the Chair to execute Resolution 2001-02. The motion was seconded by Commissioner McLaughlin and passed unanimously on a voice vote.
Commissioner Reinhardt noted that requests for applications from community groups for funds and technical assistance were released. Commissioner Reinhardt noted that applications are due August 31. Commissioner Reinhardt further noted that group members had expanded the Reusable Transport Packaging Project to include a focus on pallet pooling (reuse of durable wood pallets) and that staff had contacted pallet associations and journals to develop background information on the respective roles of wood and plastic in the pallet market. Commissioner Reinhardt also noted that Agribank and Cities Management had implemented office paper reduction project. A report on this issue will be presented to the SWMCB this fall.
Agenda Item #5. Toxicity Reduction.
Mike Lein gave an overview of the VSQG program and noted that the SWMCB had at its May meeting, approved a budget amendment for the development of a regional system to collect and manage information on VSQG’s in the region. The budget allocated $75,000 and will replace the MPCA’s inactive program. Staff is recommending that the SWMCB implement the following steps: 1) establish a single mailing point for SWMCB member Counties’ VSQG manifests; 2) develop a centralized database for entry of manifests and report creation; and 3) create a centralized data entry function to enter the VSQG manifest data for the SWMCB counties. Mike Lein noted that initially a private company would be hired to develop the database/software, but then one county could be used to enter data. Mr. Lein projected the cost for maintaining the database at $55,000 per year.
Commissioner Harris made a motion that the SWMCB approve the program recommendation for VSQG manifest management, which includes establishment of a single mailing point for manifests; development of a centralized database; and creation of an on-going data entry function. The motion was seconded by Commissioner Siegfried and passed unanimously.
Commissioner Steele noted that the Toxicity Reduction Committee had met with paint retailers from Fleet Farm, Hirshfields, northwest Lumber Association, Mn/Dakota Retail Hardware Association and the MN Retailers Association. The Committee was given updates on new approaches under consideration by retailers. Commissioner Steele noted that a group is being formed to develop a more uniform message and approach for educating the public about paint. Commissioner Steele further noted that the next retailer meeting is scheduled for August 10.
Agenda Item #6. Processing and Landfilling.
A resolution was adopted by Washington County authorizing the Ramsey/Washington County Resource Recovery Project Board the responsibility for the study of a public collection system on behalf of each county, including the authorization to enter into contracts and use Project funds to advance the study.
Commissioner Harris gave an update on the Processing Committee and noted that staff members are meeting with the OEA immediately following the Board meeting to discuss how the processing credit will work. Commissioner Harris will report back to the Board with an update on the processing credit issue at the next meeting.
Agenda Item #7. NonMSW Management: Amendment to the University of Minnesota Agreement.
Jan Lucke noted that in order to extend sustainable building design activities to public entities in Anoka and Washington Counties, build on sustainable building design activities in Dakota County, and offer regional training workshops on sustainable building design, staff is recommending that the University of Minnesota contract for the services outlined in the amended scope of services to the of Minnesota Agreement. Staff further noted that there are sufficient funds in the 2001 approved budget and work plan. Commissioner McLaughlin made a motion that the SWMCB authorize the Chair to execute an amendment to the agreement with the University of Minnesota College of Architecture and Landscape increasing the contract amount by $35,000 for the attached scope of services and extending the term of the agreement until December 31, 2002. The motion was seconded by Commissioner Hegberg and passed unanimously.
There being no further business, the meeting was adjourned.