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Landfill Standing Commitee Minutes - 2/2/2015 Advanced Disposal Emerald Park Landfill Standing Committee MINUTES February 2, 2015 Chairman Slocomb called the meeting to order at 5:00 PM. PRESENT: Mr. Greg Burmeister, Mr. Michael Cowling, Mr. Don Mateicka, Sr., Ms. Rebecca Mattano, Ald. Madden, Mr. Roland Kieffer, Mr. Patrick Murray, Mr. Mark Slocomb and Mr. Harvey Schweitzer. Mr. Mike Hackney representing Advanced Disposal Services, Inc. GUESTS: Mr. Jo Spear, Jr. of JSA. Mr David Simpson, Lt. Craig Simuncak It was noted that the meeting was posted in accordance with the open meeting law. APPROVAL OF MINUTES Mr. Murray moved to approve the minutes of the December meeting. Ald. Madden seconded. Upon a voice vote, the motion carried. OPEN FORUM: No one present to address the committee. COMPLIANCE OFFICER REPORT Mr. Spear, Jr. reported that the audits are being put on the city's web site. Since the last meeting, there was only one issue relative to the odor that was coming from the compost area due to the turning of the compost material. He presented the year-end compliance and summary report on the audits for 2014. He noted that the altercation at the recycling facility was overlooked in the report. He will add an amendment. He also handed out an updated map of the site showing the status of the phases for the audits. STATUS OF PROJECTS/BUSINESS: Clay Extraction Mr. Hackney reported clay extraction was being done but none being backhauled off site. Household Hazardous Waste Ms. Mattano reviewed the site summary and program budget for 2014. She had emailed the members the 2014 monthly collection information for each site. Total cost of the program was $334.118.12 ending with $23,000 over budget. The total cost included the $5000 for the Muskego/Jensen site. She noted the total costs does not include administration and staff expense for the county. This expense will be itemized for 2015. Also, pointed out that Menomonee Falls was the most efficient and cost effective. MMSD Project Mr. Hackney said they are sending as much gas to MMSD as they can. Plan Modification Issues Mr. Hackney had no plan modification issues. Property Protection/Sociological Program He shared that they are purchasing a property on 8 Mile Road. Also, the sociological payment checks have been mailed to the property owners. Well Testing Mr. Hackney had nothing to report at this meeting. Electronic Recycling Mr. Hackney stated the company is good about picking up the materials when they get called. Mr. Simpson shared that the company is Legacy and they will continue with this company as their pricing is reasonable. Also, he advised that there are two pick up dates scheduled for the public. They can bring their electronic recyclables to the city hall parking lot on May 2 and September 12. Legacy will be handling the collection, People will be notified by the city's web site posting. Residential Drop-off Site Mr. Hackney had no issues to report. NEW BUSINESS Recording Secretary Appointment Dave Simpson of the City of Muskego asked to be appointed the recording secretary for the committee. As the current recording secretary is no longer a city employee, he stated that the city would like a staff member to serve in this capacity. Mayor Chiaverotti is willing to provide a staff person to do the agenda and minutes for the committee which would include the posting of the committee meeting agenda as well as mailing paper meeting packets to the committee members. He also explained the city's Sirus system for posting meetings on the city's web site and relevant notification to those signing up for the service. Chairman Slocomb added as a side note that the committee would be using the new agenda system for the city regardless of what goes on today so that will be in place. Dave is really going to be, depending on how things go, the contact person for anything that has to be publicly noticed, for agenda posting, for getting agenda packets to the committee members, which will all take place through Muskego's city hall now and the committee will be billed as always. This is before the committee as they are the ones that hire the secretary. If Dave were to get the position, then the packet materials go to Dave for distribution both electronically and paper packet. Ald. Madden voiced her support for Dave to be the recording secretary. She shared that the Mayor mentioned that the $1500 budgeted in the committee's fund for administration is enough to cover these services. Chairman Slocomb offered his support for the current recording secretary. Having been with the committee since 1998 as member, vice-chairman and chairman, he had relied on Stella as she had the knowledge of what transpired with the committee and would be hard to replace regardless of when she leaves. It has been something that has been extremely helpful over time and still is. Before the meetings, we talk about the different issues associated with the landfill. Mr. Murray also gave his support for Stella to remain recording secretary. (The committee members were cautioned by the current recording secretary that they should be aware that the city's Sirus web system only shows the motions that were made. If they want details on the meeting minutes, they should make it known to the city. Otherwise, the rationale for actions taken by the committee and the discussion of landfill issues will be lost.) To be fair and he talked to Dave, Chairman Slocomb shared that what Stella is referring to current minutes coming out of other committees, you would see a motion, you would see a vote and that would be it. You don't see the detail of discussion and he talked to Dave that the detail of discussion is very important because people coming in the future, without that, would not know why the committee did what they did at that point in time. Because of all the regulations involved, this is important to have that and to show the committee's discussion. At this point, Mr. Simpson informed the committee how the video works on the Sirus system. (The recording secretary shared that the video doesn't work for everybody and that is one reason the detailed minutes need to be posted.) Mr. Murray concurred that the history of the committee and why they did what they did in a specific way is very important. The landfill will be around a long time after the committee members leave therefore the history of what transpired and why is very important. Chairman Slocomb want to make clear that if Dave is appointed recording secretary that means that Stella is no longer the recording secretary as the committee has only one recording secretary. Ald. Madden made the motion to appoint David Simpson as recording secretary. Mr. Burmeister seconded. No further discussion. Upon a roll call vote with Ms. Mattano, Mr. Don Mateicka, Sr., Ald. Madden, Mr. Greg Burmeister, Mr. Michael Cowling voting yes and Mr. Roland Kieffer, Mr. Patrick Murray, Mr. Harvey Schweitzer and Chairman Slocomb voting no, the motion carried. Mr. Simpson advised the committee that he would not be at the April meeting as he would be on vacation. With that information, Ald. Madden moved to reconsider the motion, Mr. Murray seconded. Upon a roll call vote, with all members voting aye, the motion carried. The current recording secretary was asked if she would do the April meeting and her reply was affirmative. With that understood, Ald. Madden moved, Mr. Murray seconded that the effective date on the motion would be the June meeting. Upon a roll call vote with all members voting aye, the motion carried. Cooperative Agreement with Waukesha County on Household Hazardous Waste Ms. Mattano had emailed to the committee members the draft on the cooperative agreement for their review. She had received comments from the committee members and just before this meeting, she received comments from John (Veolia). She advised that the agreement needed to be in place by March 1. Mr. Murray entered a motion to authorize the chairman to sign the agreement within the time limits. Mr. Schweitzer seconded. Upon a voice vote, the motion carried. In review of the agreement document, Chairman Slocomb had a few things including changing to reference Advanced Disposal instead of Veolia when referring to the landfill. The closing of the HHW Waukesha site in January and December each operating year of the contract. The same is for the Jensen facility in Muskego. He shared that he had talked to Dave Simpson to see if there were any complaints about the Jensen site being closed this year and there were none. Need to clarify the last sentence in paragraph f referring to a grant. Also, look over the products; more specifically whether an item is water-based or oil-based. How are the CFL lights going to be treated? Ms. Mattano stated the State had awarded some other vendor the contract. In view of the necessary changes being requested along with the administrative staffing fees, the committee elected to have a special meeting on February 23 for the cooperative agreement. Ms. Mattano will meet with John to negotiate the cost for the lamps and the staffing fees. She will then provide an updated agreement to the members before the meeting. Mr. Schweitzer pointed out that the committee is running out of funds and they need to consider this as it relates to the program. Committee further discussed finding another site that may serve as a permanent site rather than the Jensen facility. Police Firing Range Lt. Simuncak has been appointed to oversee the police firing range. He was present to meet members of the committee. He reviewed briefly the units that would be using the range and further noted that a calendar would be set up on usage of the firing range as Lt. LaTour had done previously. The information on what unit would be using the range would be readily available. Committee members discussed the range being open to the public. In the past, it was tried but received opposition from the local shooting ranges. COMMUNICATIONS/OTHER BUSINESS Mr. Spear, Jr. announced that he would not be available February 19-26; however, the auditing would be ongoing. Committee Funds Recording secretary provided a report on the committee funds. Expenditures were for members attendance, secretarial and office. ADJOURNMENT: At 6:50 p.m., Mr. Murray moved for adjournment and Ald. Madden seconded. Upon a voice vote, the motion carried. Stella Dunahee, CPS Recording Secretary