MAY 04, 2018 BOARD OF DIRECTORS MEETING ROLL CALL APPROVE MAY 04, - - PowerPoint PPT Presentation

MAY 04, 2018 BOARD OF DIRECTORS MEETING

Stark-Tuscarawas-Wayne Recycling District

ROLL CALL

APPROVE MAY 04, 2018 BOARD OF DIRECTORS MEETING AGENDA

APPROVE MARCH 02, 2018 BOARD OF DIRECTORS MEETING MINUTES

PUBLIC SPEAKS

POLICY COMMITTEE REPORT

Policy Committee Members

Stark County

Member Representing Term Janet Weir Creighton County Commissioner Unlimited VACANT City of Canton Representative Unlimited Doug Baum Township Representative Unlimited Kirk Norris Health Department Representative Unlimited Elaine Campbell Industrial Representative 1-1-2018 to 12-31-2019 Carl Rose Public Representative - No Conflict 1-1-2018 to 12-31-2019 Mark Cozy Public Representative 1-1-2018 to 12-31-2019

Tuscarawas County

Member Representing Term Joe Sciarretti County Commissioner Unlimited Joel Day City of New Philadelphia Representative Unlimited Matt Ritterbeck Township Representative Unlimited Michael Kopko Health Department Representative Unlimited Matt Bender Industrial Representative 1-1-2018 to 12-31-2019 Lee Finley Public Representative - No Conflict 1-1-2018 to 12-31-2019 David Bennett Public Representative 1-1-2018 to 12-31-2019

Wayne County

Member Representing Term Ron Amstutz County Commissioner Unlimited Mark Nussbaum City of Wooster Representative Unlimited Bill Cletzer Township Representative Unlimited Nicholas Cascarelli Health Department Representative Unlimited Becky Foster Industrial Representative 1-1-2018 to 12-31-2019 Robert Holland Public Representative - No Conflict 1-1-2018 to 12-31-2019 Brian Gentry Public Representative 1-1-2018 to 12-31-2019

OEPA PLANNING UNIT

Susan Applegate, Ohio EPA Planner Assigned to the District but is presently on leave Current Ohio EPA Planning Unit

• 1. Harry Sarvis, Manager
• 2. Matthew Hittle, Environmental Specialist 2,

SWMD Plans, Quarterly Fee Reports

• 3. Ernie Stall, Environmental Specialist 3, State

Plan, SWMD Plans, MMAC

Next meeting Friday, July 13, 2018 @ 10:15am

FINANCE DIRECTOR’S REPORT

Estimated Revenue versus Actual Revenue

(As of April 30, 2018)

REVENUES

Estimated Revenue Year-to-Date Actual Revenue Last Year Year-to-Date Revenue Collected Percent 101 GENERAL FUND Interest Earned 55,000.00 $ 11,681.35 $ 16,486.91 $ 21.24% American Landfill Settlement 12,500.00 12,500.00 12,500.00 100.00% OEPA Pass-Thru Community Development Grant

• 0.00%

Recycling Revenue 225,000.00 51,171.03 83,960.58 22.74% GENERAL FUND TOTAL 292,500.00 75,352.38 112,947.49 25.76% 501 TIPPING FEE FUND Tipping Fees-Inside District 900,000.00 $ 336,705.63 $ 252,113.85 $ 37.41% Tipping Fees-Outside District 2,900,000.00 1,133,264.64 796,587.72 39.08% Tipping Fees-Outside State 30,000.00 15,039.78 12,232.71 50.13% Tipping Fees 3,830,000.00 1,485,010.05 1,060,934.28 38.77% Miscellaneous Revenue

• 685.42

202.11 0.00% TIPPING FEE FUND TOTAL 3,830,000.00 1,485,695.47 1,061,136.39 38.79% TOTAL REVENUE ALL FUNDS 4,122,500.00 $ 1,561,047.85 $ 1,174,083.88 $ 37.87%

Budgeted versus Actual Expenses (As of April 30, 2018)

EXPENSES

Combined Appropriations Combined Year-to-Date Expenses Last Year Year-to-Date Expenses Combined Expended Percent 101 GENERAL FUND Supplies & Materials 47,000.00 $ 10,604.44 $ 5,358.63 $ 22.56% HHW Program 33,016.95 270.33 1,930.42 0.82% Yard Waste Management 115,000.00

• 0.00%

American Landfill Settlement 12,500.00 7,350.05 4,805.00 58.80% GENERAL FUND TOTAL 207,516.95 18,224.82 12,094.05 8.78% 501 TIPPING FEE FUND Admin-1 Payroll & Benefits 435,000.00 $ 157,119.49 $ 134,569.06 $ 36.12% Admin-2 Supplies & Admin Expenses 152,948.93 78,328.66 59,498.27 51.21% Admin-3 Capital Assets 48,130.00

• 7,593.00

0.00% Admin-4 Consulting Engineer Service 31,831.03 7,304.51 3,049.37 22.95% Admin-5 Legal Services 12,137.50 1,537.50

• 12.67%

Admin-6 Solid Waste Plan 12,976.96 9,824.78 9,187.50 75.71% Admin-8 Financial Consulting Services 13,000.00 325.00 325.00 2.50% District Administration Total 706,024.42 254,439.94 214,222.20 36.04% RECYCLING/COUNTY PROGRAMS STW-02 Drop-Off Recycling 1,370,440.62 385,964.20 383,311.48 28.16% STW-03 Yard Waste Management 351,623.28 181,777.78 62,317.92 51.70% STW-05 HHW Program 340,149.92 40,699.09 72,796.33 11.97% STW-06 Scrap Tire Collection 89,251.88 11,460.95 17,527.50 12.84% STW-19 Recycling Makes Sense 719,023.10 138,513.70 134,501.65 19.26% STW-22 Program Start-Up Grant 272,285.00

• 10,694.00

0.00% STW-24 Host Community Cleanup Grants 120,920.23 15,756.87 33,290.62 13.03% STW-25 Sheriff Department Grants 288,000.00 276,000.00 278,000.00 95.83% STW-26 Health Department Grants 325,000.00 81,250.00 120,000.00 25.00% STW-29 Education & Awareness 287,403.22 42,229.54 37,281.14 14.69% STW-38 Disaster Debris Management 20,000.00

• 0.00%

Recycling/County Program Total 4,184,097.25 1,173,652.13 1,149,720.64 28.05% TIPPING FEE FUND TOTAL 4,890,121.67 1,428,092.07 1,363,942.84 29.20% TOTAL EXPENSES ALL FUNDS 5,097,638.62 $ 1,446,316.89 $ 1,376,036.89 $ 28.37%

Current Cash Position

(as of April 30, 2018)

Beginning Year Balance Year-to-Date Actual Receipts Year-to-Date Expenditures/ Expenses Unexpended Balance Outstanding Encumbrances Unencumbered Balance GENERAL FUND 1,222,729.35 $ 75,352.38 $ 18,224.82 $ 1,279,856.91 $ 56,275.18 $ 1,223,581.73 $ TIPPING FEES 3,629,188.97 1,485,695.47 1,428,092.07 3,686,792.37 2,044,732.79 1,642,059.58 TOTAL ALL FUNDS 4,851,918.32 $ 1,561,047.85 $ 1,446,316.89 $ 4,966,649.28 $ 2,101,007.97 $ 2,865,641.31 $ GENERAL (INTEREST) FUND Year-to-date Net Gain/(Loss) 57,127.56 $ TIPPING FUND Year-to-date Net Gain/(Loss) 57,603.40 $ GRAND TOTAL ALL FUNDS Year-to-date Net Gain/(Loss) 114,730.96 $

➢ Tipping fee revenue is up 7.99% in 2018 from 2017 through the first quarter of the year. ➢ Using the first three months of revenue, we can project an annual tipping fee revenue total of approximately $4,165,092 based on 22.32% of actual annual revenue was collected during this time period over the last two years.

Tipping Fee Revenue Update

District Landfills 2017 2018 % Change American Landfill 304,482.56 375,107.61 23.20% Countywide RDF 169,762.87 167,375.40

• 1.41%

Kimble Landfill & Disposal 386,659.05 387,165.53 0.13% Totals $860,904.48 $929,648.54 7.99% Annual Revenue $3,704,193.45 $3,830,000.00 3.40% (Actual) (Budgeted) January - March

EXECUTIVE DIRECTOR’S REPORT

Previous Software: ReTRAC Classic Current Software: ReTRAC Connect Grantees who utilize software: All Health, Sheriff, Recycling Makes Sense, Host Community Cleanup, and Yard Waste Host Site Block Grantees Reasons for upgrade ▪ ReTRAC Classic would no longer be supported ▪ Allows District to migrate the grant application process from hard copy to electronic submission ▪ Enhanced reporting and searching functionality ▪ Allows District to streamline Host Community Clean grant reporting; grantees complete an annual signoff form instead

• f quarterly reports and are paid annually instead of quarterly

GRANT REPORTING SOFTWARE UPGRADE

▪ Eligibility: community organizations, non-profits and government offices hosting/sponsoring an event ▪ Charge: No charge to borrow the receptacles; however, $50 fee if receptacles are significantly damaged or not returned (to cover replacement cost) ▪ Recycling Collection: Participants are required to properly recycle the collected materials and may deposit recyclables at a District public drop-off site at no cost.

RECYCLING CONTAINER LOAN PROGRAM

4. 4/21- North Canton Public Library Third Annual Recycle Fair 5. 4/21- Southern Wayne County litter cleanup 6. 4/22- KSU Stark Earth Day 7. 4/26- Wooster Scarlet, Gray and Green Fair 8. 4/28- Tusky Valley Community Day 9. 4/28- DEA National Drug Takeback Day (Tuscarawas and Wayne County participated)

2018 EVENTS TO DATE

(FAIRS, COLLECTION EVENTS, LITTER CLEANUPS)

1. 2/16- MWCD sponsored litter/tire clean-up project at Atwood Lake 2. 4/7- Village of Sugarcreek e-waste collection 3. 4/11- ODNR sponsored tire clean-up project at Beach City Wildlife Area

1. 5/5- TUSCParks Trail Cleanup 2. 5/19- Lawrence Twp (Stark)/Tuscarawas Twp collection event 3. 5/19- Franklin Twp (Wayne) collection event 4. 5/19- Wooster Buehler’s HHW Collection 5. 6/9- Dover Buehler’s HHW Collection 6. 6/18-22- Plain Township Camp Recycle 7. 7/14- Jackson Buehler’s e-waste Collection 8. 7/16-20- Camp Watershed 9. 8/18- Wooster Buehler’s Shred Event

• 10. 9/8-13- Wayne County Fair
• 11. 9/22- Orrville Buehler’s HHW Collection
• 12. 10/6- New Philadelphia Buehler’s HHW Collection

2018 UPCOMING EVENTS

(CAMPS, COLLECTION EVENTS, LITTER CLEANUPS)

Kimble estimates overall contamination rate at 25% Chinese Market ▪ China accepts only less than 1% contamination ▪ Plastics #3-#7 and mixed paper severely restricted How will this impact our current recycling program? ▪ Continue with present collection methods ▪ Anticipate higher cost to process recyclables

NATIONWIDE MESSAGE: PROMOTE CLEAN RECYCLING! 2018 CHINA OPERATION “NATIONAL SWORD”

AMERICAN LANDFILL COMMUNITY ADVISORY COMMITTEE

Next Meeting: Friday, May 18, 2018 at 1pm District Attendees ▪ Committee Chairman Commissioner Regula (Stark County) ▪ Executive Director David Held ▪ Administrative Coordinator Tiffany Hupp Committee Purpose ▪ Review OEPA-required semiannual ground water monitoring well test results ▪ Review voluntary residential water well test results ▪ Ensure that leachate is being contained, collected, and/or hauled away without negatively impacting the local groundwater

2018 DISTRICT GRANTS

STW-22 22 – PROGRAM START-UP GRANTS

(RECYCLING AND YARD WASTE PROGRAMS)

Applicant Higher Priority Lower Priority Project Description 1 Jackson Recycling Station $30,300 Balers, oil heater, self-dumping hoppers, crusher belts 2 Plain Township (Stark) $17,710 Camera system and electronic gates at yard waste drop-off 3 Nimishillen Township $22,210 Installment of chain link fence and electric gate at yard waste drop-off 4 Lawrence Township (Tuscarawas) $26,787 Extend cement, cameras, and gates at yard waste drop-off 5 Lake Township $16,586 Camera and fence/gate for yard-waste drop-off 6 Village of Brewster $8,600 Concrete pads and bunker blocks at recycling/yard waste drop-off facility 7 Canton Township $14,047 $23,960 Electric sliding gate and camera system at yard waste drop-off and additional paving at recycling drop-off 8 Perry Township $13,838 Electronic gate and cameras for yard waste drop-

• ff

9 Plain Township (Wayne) $7,000 Concrete at recycling drop-off 10 Lawrence Township (Stark) $10,115 Concrete pads at recycling drop-off 11 Tuscarawas Township (Stark) $10,449 Upgrade video surveillance system at recycling drop-off Sub-total $177,642 $23,960 GRAND TOTAL $201,602 2018 APPROPRIATION: $250,000 PRIORITY FACTORS CONSIDERED

• 1. Critical to program operation
• 2. Volume produced by site
• 3. Population served by site
• 4. Grant amount received in prior years

Motion #1

Bin Conditions: Robertsville, Beach City, and Massillon City (Garage) Lot Conditions: Robertsville, Massillon City (Garage),and Massillon City (Fisher Foods) Sites to be moved/developed: Plain Township ▪ Move Glenwood/44th St to Old Fire Station/Easton St. (current yard waste) Lawrence Township ▪ Move Canal Fulton Heritage Plaza ▪ Additional 5,000 population access credit

POTENTIAL SITE DEVELOPMENTS, MODIFICATIONS, AND IMPROVEMENTS: STARK COUNTY

Bin Conditions: Washington Twp, Bolivar Giant Eagle, Newcomerstown, Mill Twp, and New Philadelphia Buehler’s Lawrence Township: Illegal dumping and overflowing bins, blowing litter onto neighboring properties, etc.

POTENTIAL SITE DEVELOPMENTS, MODIFICATIONS, AND IMPROVEMENTS: TUSCARAWAS COUNTY

Bin Conditions: Baughman Twp, Smithville, and West Salem Lot Conditions: Baughman Twp, Smithville, West Salem, and Chippewa Twp OARDC Consolidation of 10 bins sites to one public drop-off ▪ Part of an overall campus sustainability initiative ▪ Additional 2,500 population access credit

POTENTIAL SITE DEVELOPMENTS, MODIFICATIONS, AND IMPROVEMENTS: WAYNE COUNTY

STW-24 - HOST COMMUNITY CLEANUP GRANTS

2018 Budget Appropriation (STW-24) = $10 100,000 00 (no amount unt remaini aining) g) General Fund- Supplies and Materials: $28,000 0 remaining maining Total

• tal Number

er of 2017 and 2018 Host t Commun unity ty Cle leanup nup Grants: ts: 48 Dis iscon continua tinuation tion of yard wa wast ste e grants ts:

• Jackson Twp
• Lawrence Twp (Stark)
• Tuscarawas Twp

Addit ition of grant nts: s:

• Chippewa Township recycling site (already approved)
• City of Dover (yard waste, $2,500)
• Village of Dennison (yard waste, $2,500)

Total

• tal:

: $5,000

Motion #2

TUSCARAWAS COUNTY YARD WASTE HOST SITE BLOCK GRANTS

Site Total 2017 Loads Total 2017 Tons 2017 Cost for Hauling Bull Country Compost Proposed 2018 Rate* ORIGINAL 2018 Yard Waste Block Grant Recommendation AMENDED 2018 Yard Waste Block Grant Recommendation 2018 Host Community Grant** Total District Grant Assistance Projected Host Site Expense Dover 131 666 $25,545 $12,485 $6,092 $8,547 2,500 11,047 1,438 Lawrence Twp 122 788 $23,790 $11,720 $7,215 $8,023 2,500 10,523 1,197 Dennison 34 185 $6,630 $5,010 $1,693 $3,430 2,500 5,930

• 920

TOTAL 287 1,639 $55,965 $29,215 $15,000 $20,000 $7,500 $27,500 $1,715 *Bull Country Compost 2018 Proposed Rate is $75 monthly container rental fee plus $85/hour hauling fee: this equates to $75 (one container monthly rental fee) plus $127.50 times the number of loads (hauling rate) for the Village of Dennison (an hour and a half round trip) and $150 (two container monthly rental fee)+$85 times the number of loads (hauling rate) for Dover and Lawrence Township (one hour round-trip) **Italicized amounts represent grants not yet submitted but that are available to these host sites.

2018 YARD WASTE APPROPRIATION: $415,000 2019 PROJECTED APPROPRIATION: $300,000 AMENDED 2018 YARD WASTE BLOCK GRANT TOTAL: $271,400

Motion #3

THE BELDEN BRICK COMPANY/ OEPA MARKET DEVELOPMENT GRANT

▪ District rict adminis inister ers s the OEP EPA Ma Mark rket et Development

• pment Gr

Grant nt ▪ Grant Request: $150,000 ▪ Project: Dry Grinding Attritor to size and condition various waste byproduct additives to the brickmaking process ▪ Submitted: February 1, 2018

Motion #4

PERSONNEL COMMITTEE

Policy and Procedure Manual Updates

▪ add blanket statement that indicates the policies/procedures in the Collective Bargaining Agreement supersede this manual’s ▪ update discriminatory/sexual harassment policy (and corresponding complaint form) ▪ update reimbursement for lodging, meals and incidental expenses (to align with federal rates) ▪ add a social media policy and acknowledgement form ▪ update discipline policy and procedure ▪ update grievance procedure ▪ remove the language stating what the limits on the District credit cards should be (for flexibility) ▪ separate Capital Assets, Investment, & Public Records Policies ▪ update vacation and leave request form (to include personal time per Collective Bargaining Agreement)

Policy and Procedure Manual Updates

Minor changes for clarification/consistency or to align the language in the manual with the current operational procedures: ▪ updating of page numbering ▪ changing references from just the male pronoun “he” to the more inclusive “he or she” ▪ replacing the word “designee” with “appointee” due to inconsistent references to both throughout ▪ adding “or his or her appointee” after references to the Executive Director when those tasks are currently assigned to an appointee ▪ updating language regarding the employee attendance record, which previously indicated this was manual even though it is electronic, and the Executive Director maintained it even though the Finance Director does so in conjunction with payroll ▪ removing Operations and Planning Manager references and replacing with “appointee” as this position no longer exists Reviewed by District Legal Counsel and Personnel Committee

Motion #5

Review Seasonal Worker/ Intern Position

Seasonal: An employee who is hired for a specific length of time depending upon a particular season, such as summer. Seasonal employees are not eligible for benefits. Temporary: An employee who is hired at intervals for special projects or short-term periods, including interns. Temporary employees are not eligible for benefits. Current hourly rate aligns with the State of Ohio Minimum Wage and automatically increases in accordance with the Federal and Ohio Minimum Wage, whichever is greater, but does not establish a pay range or maximum rate.

Motion #6

OTHER BUSINESS

ADJOURNMENT

Next Board of Directors Meeting: July 13, 2018 @ 9:30am