Memorandum. Agenda for the Executive Committee Meeting

Transcription

1 Memorandum DATE: November 12, 2009 TO: FROM: SUBJECT: Chairman and Members of the Board Kevin H. Roche, General Manager Agenda for the Executive Committee Meeting There is an ecomaine Executive Committee Meeting scheduled for Thursday, November 19, 2009 at 4:00 p.m. The agenda for this meeting is as follows: 1. Approval of the September 17, 2009 Executive Committee Meeting minutes (Attachment A) At this Executive Committee Meeting, we will not be reviewing monthly reports unless there are questions. 2. Manager s Report Statement of Revenue and Expenses October (Handout) Tonnage Reports October (Attachments B-1, B-2, B-3 and B-4) Electrical Revenues (Attachment C) Operations Environmental Update 3. Audit Committee Report Gary Foster 4. Finance Committee Report Mike McGovern 5. Recycling Committee Report Troy Moon 6. Review of Critical Issues from the Strategic Planning Report (Attachment D) 7. Other items: 8. Future Meetings: Recycling Committee: December 3 4:00PM. th Executive Committee: December 4:00PM. th Recycling Committee: January 4:00PM. th Finance Committee: January 4:00PM. Full Board Meeting: January 4:00PM. The Executive Committee may wish to go into Executive Session for any of the above items under Section 405 of Title 1 of the Maine Revised Statutes (per the following legislative website:

2 Attachment A Owner Communities Bridgton Cape Elizabeth Casco Cumberland Falmouth Freeport Gorham Gray Harrison Hollis Limington Lyman North Yarmouth Ogunquit Portland Pownal Scarborough South Portland Waterboro Windham Yarmouth Associate Members Baldwin Hiram Naples Parsonsfield Porter Saco Standish Recycling Members Andover Cornish Monmouth Poland Sanford DATE: September 18, 2009 TO: FROM: Chair and Members of the Executive Committee Kevin H. Roche, General Manager SUBJECT: Minutes of 9/17/09 ecomaine Executive Committee Meeting The Executive Committee of ecomaine met on Thursday, September 17, 2009, at the Waste-to-Energy facility. The meeting was called to order at 4:05PM by Mr. Bobinsky, chairing for Mr. (Tony) Plante. There were seven items on the Agenda: 1. Approval of 5/21/09 Executive Committee Meeting minutes 2. Manager s Report 3. Audit Committee Report 4. Finance Committee Report 5. Recycling Committee Report 6. Other Items 7. Future Meetings Item #1 Approval of the 5/21/09 Executive Committee Meeting Minutes - (Attachment A) Mr. Brobst moved that The Executive Committee hereby approve the minutes of the May 21, 2009 Executive Committee meeting as presented. The motion was seconded by Mr. Van Gaasbeek and passed with a unanimous vote of the Committee. Item #2 Manager s Report Review Actual to Budget FY 09 (Attachment B) Mr. Roche noted that Attachment B (Statement of Revenues and Expenses Year Ended June 30, 2009) compares budget for FY 09 between actual to forecast and actual to Budget. Mr. Roche reviewed the report with the Executive Committee in detail. In total, revenues are at $1,152,304 surplus, which is very good, considering the difficult state of the economy. (It was noted that the Finance Committee will discuss this further later on in the meeting.) Anthony T. Plante, Chairman. Kevin H. Roche, General Manager 64 Blueberry Road, Portland, Maine Tel: Fax: Printed on 100% Post-Consumer Recycled Paper

3 Statement of Revenue and Expenses July (Attachment C) Mr. Roche stated that this report reflects one month s worth of revenues and expenses (July, 2009). Statement of Revenue and Expenses for the Month Ended August 31, 2009 (Handout #1) - Mr. Roche reviewed this report with the Committee. Statement of Revenue and Expenses for the Two Months Ending August 31, 2009 (Handout #2) This Handout shows the first two months of FY 09 and was reviewed by the Committee. Tonnage Reports FY 09 Mr. Roche noted that we are storing about 7,000 tons of material at the Landfill as we anticipate a shortfall in tons this winter. If tonnage is strong over the winter, the landfilled trash can remain at the landfill until it s needed at the WTE. Attachment D-1 (FY 09 Tonnages to Date Compared to 5-Year Averages) This is a comparison trend report. We were down last year 25,000 tons, yet made it up with 23,670 tons of spot, bringing the final number down to only 1,500 tons short. Recycling was up 7,100 tons. Attachment D-2 (Monthly Total MSW Tonnages [Including Spot Market]) notes that we ended FY 09 at 165,000 tons, which was up from FY 08 (160,310 tons). Attachment D-3 (ecomaine Recycling Totals) shows that ecomaine was up 2774 tons from last year (due to new towns coming on board) and the switch to single sort recycling. This increase was impressive considering the state of the economy. Attachment D-4 (Analysis of All Tons Fiscal year 07/01/08 06/30/09 as of 6/30/09). Mr. Roche noted that almost all communities tonnages were down. Commercial tons were also considerably down from last year. Because of this downward trend in tonnage, ecomaine has set up some letters of understanding with many of the haulers in order to keep the WTE facility at capacity and deliver extra tons to the landfill for future use. These informal agreements are usually for 500 tons per month and then anything brought in over the 500 tons is charged a lesser fee (discount) as an incentive to deliver additional tons. Tonnage Reports July Attachment E-1 (FY 09 [should be marked FY 10] Tonnages to Date Compared to 5-Year Averages), Attachment E-2 (Monthly Total MSW Tonnages [including Spot Market]), Attachment E-3(Monthly Total Recycling Tonnages), and Attachment E-4 (Analysis of All Tons Fiscal Year 07/01/09-06/30/10 as of 07/31/09, all include July only. August figures were handouts (see next item). Page 2

4 Tonnage Reports (Handouts #3, 4, 5 and 6) Handout #3 (FY 10 Tonnages to Date Compared to 5-Year Averages shows that for both Total Commercial Waste and Total Municipal Waste, the 7/31/09 and 8/31/09 tonnage figures were behind. However, for Total Spot Market, the figures are ahead, as we are bringing in tonnage at the landfill. Handout #4 (Monthly Total MSW Tonnages (including Spot Market) notes (in the red box at the far right) that for the end of August, YTD, we are 6,000 tons ahead of last year (because we ve increased our intake of spot market tons). Ms. Boudreau felt that a letter to haulers reminding them gently of their license agreements could be appropriate at this time. Mr. McGovern mentioned the possibility of electronic trackers. With tonnage continuing to go downward, the business plan right now is to keep replacing lost tons with spot tonnage and new agreements. Mr. McGovern asked that ecomaine schedule a meeting once a year where the Executive Committee can work on non-routine business (as opposed to the usual monthly tonnage pages). Mr. Regier asked Mr. Roche if he could have an update of which towns have or do not have license agreements/ordinances. Electrical Revenues Attachment F (Waste-to-Energy Facility Electricity Generation) shows that ecomaine had 99% availability in August, which is the best month since Operations Energy Projects The feasibility study regarding the UNUM cogeneration project found that the project is doable, however, cost may be an issue. A rough estimate of the cost of having to go under the turnpike is approximately $2 million (not including the equipment that would be required on both sides). The feasibility study was paid for 50/50 by UNUM and ecomaine. If anyone would like a copy of this study, please contact Mr. Roche. Another feasibility study is in the works regarding transferring ecomaine s landfill gas to power Maine Medical Center s laundry. ecomaine and Maine Medical Center have together contracted with Sevee & Maher Engineers, Inc. to do the study and it should be completed soon. Natural Gas Usage Attachments G1 and G2 (WTE Facility Natural Gas Use & Dollars) Attachment G-2 notes that in late winter, we usually have a spike in cost and usage. Mixer Conditioner Status (Attachment H)- Mixer Conditioner Update, September 10, 2009 Mr. Trytek noted that the new Mixer Conditioner has been installed as of Page 3

5 June 19, 2009 and has thus far mixed 9,000 batches of fly ash. Total tons of fly ash conditioned is 1,800. He also noted the benefits (listed on the Attachment) of the mixer conditioner. While the total projected cost of the Mixer Conditioner was $225,204, in the first two months of FY 10, our total economic benefit has been $97,293. (The savings in cleaning costs alone, FY 10 YTD, has been $60,293.) The only portion of this project left to be completed is the installation of a belt conveyor to transport fly ash, which is being fine tuned at present. Environmental Update Mr. Roche noted that the Internal EMS Audit was completed September 8 and 9, The auditor concluded that ecomaine continues to meet the overall conformance requirements of ISO Mr. Roche stated that the next EMS Audit is scheduled with the Registrar for October 6, Anne Hewes, Environmental Manager and Mark Maritato, Environmental Specialist, have worked very hard to keep our certification current. ecomaine is now looking into becoming certified for OHSAS (Occupational Health & Safety Management Series, which is a British standard that is being used worldwide for health & safety and is separate from OSHA, but can be used as a supplement to OSHA). The annual RATA (Relative Accuracy Test Audit) was completed August 25 th and 26 th and ecomaine passed successfully. The Environmental Protection Agency (EPA) sent an EPA registrar from their Region 1 office to conduct a site inspection on September 16 th. We were notified of this event two weeks prior to the actual date (the last time they were here was 2006). The inspection took one day (some can take as long as three days), was very thorough and we should be hearing back from them shortly. Their visit focused on conditions of our Title V Air Permit. The Annual Compliance Stack Test is coming up in late October. ecomaine received five bids and the stack test will be done by TRC Environmental at a cost of $45,000 (we had budgeted for more). TRC is the same company that we contracted for the stack test last year. Summary: 2009 Annual Meeting Evaluation (Attachment I) Attachment I contains the response to the survey questions regarding ecomaine s Annual Meeting. These responses note that the events are successful as is and therefore we will continue to hold it each June in a tent on the premises. Mr. Roche noted that we now have the Biodiesel Summit from last year on tape. If anyone would like a copy for themselves or their town, they can contact Mr. Roche. Mr. Van Gaasbeek stated that it would be a good idea to send a copy of the tape to cable channel access stations in the area (the list could come from Tony Vigue). Page 4

6 Item #3 Audit Committee Report Gary Foster The Audit Committee last met on May 21, Mr. Foster reported that the Audit Committee hired Runyon Kersteen Ouellette to do the ecomaine Audit. It is almost complete and RKO will give a final presentation to the Audit Committee at their Oct. 15 th Meeting and present as well at the full Board Meeting immediately following that same day. Mr. Doane will be meeting with Peter Way of RKO shortly to determine if there is anything in the Audit that is outstanding. Mr. Doane also noted that RKO has completed their transfer of the Fixed Asset System from their software to ecomaine. Item #4 Finance Committee Report Mike McGovern th Mr. McGovern reported that the Finance Committee last met on September 8 of this year. He noted that ecomaine staff is reviewing applicants for ecomaine s replacement trustee. They also discussed looking at short-term financing as ecomaine will be required to have a certain amount of cash available on 6/30/10 in order to meet their covenant (as well as for the following two years after that) which are large principal payment years. At the next Finance Committee Meeting, on November 2 nd, the Committee will look at the 5-year projection (for cash flow) in order to see how long a loan (or letter of credit or bond) would have to be in order to correct the situation. The situation came about due to the economy collapsing last year, causing trash tonnage to significantly decline and recycling markets to crash. Mr. McGovern stated that once the decision is made as to what financial instrument will be utilized, ecomaine should send out a letter to the communities to let them know that these are normal cash flow business decisions. Mr. McGovern noted that whereas ecomaine ended FY 09 with revenues more than expenditures at year-end, the Finance Committee had passed a motion to recommend to the Executive Committee that the $1,152,304 surplus be applied to the capital fund and that there be communications of how ecomaine spends that money for capital improvements. Mr. McGovern then made a motion that the Executive Committee apply the $1,152,304, FY 09 year end surplus to the capital fund as a designated capital fund balance, with an amendment to include after the fact communication of what the monies are spent on. The motion was seconded by Mr. Miller and passed with a unanimous vote of the Committee. (Note: this motion will be placed on the Agenda for the October 15 th full board Meeting as a recommendation to the Board for the Executive Committee for the Page 5

7 Board to approve for communication and transparency reasons.) Mr. McGovern noted that he was very pleased with the new Finance Director s work (Eric Doane) during a tough year and with the Finance Committee and ecomaine staff in general. Mr. Brosbt stated that he would like to have a blurb in the ecomaine newsletter from the Executive Committee thanking the ecomaine employees. Item #5 Recycling Committee Report Troy Moon Mr. Roche gave the Recycling Committee Report in Troy Moon s stead. The Recycling Committee last met on September 10, Recycling Revenues were $166,343 for July, This is slightly higher than the $91,667 projected revenue for July, Recycling Expenditures were $107,013 for July, 2009, which is slightly lower than the $127,098 projected expenses for July, Open House The Recycling Committee is working on planning for the Landfill Open house, scheduled for October 10 th from 10:30AM to 1:00PM (see Attachment J). There will be events for children and adults as well as free food, prizes and a live remote radio broadcast. Mr. Travis Wagner, of the Department of Environmental Science at USM, gave a Powerpoint presentation at the last Recycling Committee Meeting regarding CFL issues. Mr. Roche feels it would be a good idea to have him come back and give the presentation to the full Board next month. It was also reported that ecomaine received a matching grant from the Maine State Planning Office of $1,000.00, awarded as part of a pilot-project with Ogunquit and Harrison to encourage tourists and summer residents to recycle. The program was a success, as summer recycling in those communities did improve. The Idea Exchange Meeting with the Chairs and Representatives from the Recycling Committees in our region After their last regularly scheduled Recycling Committee Meeting, the Committee hosted the first Recycling Committee Idea Exchange Event which began at 5:45PM and ended at 8:00PM. This event was attended by approximately 70 people: town recycling committee members, public works directors and transfer station managers. The event was highly successful and a detailed agenda of the event was noted in the Recycling Committee Idea Exchange Event Summary handout. Item #6 Other Items Secure Destruction Ms. Labbe gave an overview of this program (Attachment K and the Secure Destruction handout). This pilot program has been very successful. We offer Page 6

8 two Options (A or B, as noted in Attachment K) and the user receives a certificate stating all the details of the secure destruction. Ms. Labbe noted that there is a need for this service in the marketplace and that this service has brought in $7900 since March, She noted that there is no new liability involved as people are only allowed in areas that tours are already allowed into. ecomaine will now be looking into going into destruction services for legal records in particular. After a brief discussion, Mr. Brobst motioned that the Executive Committee approve charging the service fee for county and state municipalities, but not for ecomaine owner communities, although they will all be charged the base rate fee. The motion was seconded by Mr. Shaw and passed with a unanimous vote of the Committee. Mr. Bobinsky then made a motion to adjourn the meeting. The motion was seconded by Ms. Boudreau. By unanimous vote of the Committee, the meeting adjourned at 6:15PM. PRESENT: ABSENT: M. Bobinsky T. Moon L. Boudreau A. Plante G. Foster M. McGovern J. Miller R. Regier M. Shaw D. Brobst N. Miner (Alternate for A. Plante) L. Van Gaasbeek Staff: E. Doane, S. Dunn, M. Labbe, K.Roche, L. Trufant and K. Trytek. Page 7

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