Page 1 of 5 SOLID WASTE ADVISORY COMMITTEE MEETING DATE: July 15, 2003 PLACE: Tillamook County Road Department Lunchroom MEMBERS PRESENT: Kathleen Ryan, Lee Walker, Paul Carbaugh, alternate, Jim Nelson, Howard Harrison, alternate MEMBERS ABSENT: Scott McKibbin, alternate, Mark Gervasi, alternate Byron Melton, alternate, Hank Gollon, Clyde Zeller, Sandy Carbaugh, Shawn Reiersgaard, George Kendrick, alternate, Doug Walker, alternate GUESTS PRESENT: Dora Norwood, Richard Felley, David Madison, Don Averill, Robert Poppe, Eleanor Dye STAFF PRESENT: Aaron Suko, Director of Public Works, Kathy Schwinck, Solid Waste Coordinator CALL TO ORDER: Chairperson Kathleen Ryan called the meeting to order at 5:05 P. M. with a quorum present. APPROVAL OF MINUTES: Dora said the minutes of June 10, 2003 did not list Don Averill as being present. Jim made a motion to approve the minutes of June 10, 2003 with the addition of Don Averill s name as being present. Paul seconded the motion. Motion carried unanimously. HANDOUTS: Revised Draft of the Tillamook Transfer RFP-Contract, CART M Recycling request for renewal of Manzanita Transfer Station franchise agreement, Request by CART M of proposed improvements to Manzanita Transfer Station, Fairbooth sign up sheet. AGENDA ITEM 3: DISCUSSION OF REVISIONS TO THE TILLAMOOK TRANSFER STATION CONTRACT DRAFT: Aaron said the voting members were sent copies of the revised contract dated July 10 th, 2003. Aaron said two Attorneys as well as the County Administrator on contracts have reviewed this revision. Aaron said he would like the members to discuss then vote on one of the two alternatives in section 1.3 and formalize the membership on the evaluation team. Aaron asked if there were any other questions on the contract. Lee thought the liability limits were low. Aaron said that is the standard contracting liability for any contract with the county. Kathleen wanted to make sure that it is stated clearly in our requirements that there will be no burning at the transfer station after September 30 th, 2003. Aaron said it is stated in section 7.4 as well as in appendix I, section 2. Aaron said we need to decide then vote on which of the two alternatives for contract length we want to go with. We have either the perpetual contract length or the five-year term with 2 renewals for a maximum of 15 years. Aaron personally likes the perpetual contract. The Attorneys were split on their preference for contract length and part of the reason for that is one has not had any experience with perpetual contracts. Aaron said the perpetual contract would go on and on unless someone is not performing or wants out of the contract. Howard asked what happens if the contract was sold. Aaron said language for that was added in section 2.5(m) stating, "if a contract is
Page 2 of 5 awarded it shall not be assigned in part or in total." Aaron said it is not a commodity that can be sold or traded it has to be executed by the organization that continues to take it. Howard asked at what point with the perpetual contract do you take bids for competition on the contract. Aaron said only if you decide to do something substantial different then the contract currently provides for, or if either party decides they no longer want to continue the contract. Aaron said the contract would then cease being perpetual but would run its course for the remainder of the five years. The Committee voted 4 to 1 in favor of the perpetual contract. Aaron said at the last meeting an evaluation committee was formed consisting of Kathy, Himself, Hank, Sandy with Clyde and Lee as alternates. Aaron said since then Paul Levesque was recommended as another member. Aaron said the committee would then consist of 3 staff members and 2 citizen industrial members. Kathleen asked if Paul s time was volunteer or paid time. Aaron said his time would be county paid time but that he would not be billing us directly. The Committee agreed to have Paul Levesque on the evaluation committee. Aaron said each evaluator will have their own set of proposals and will need to share with their alternate. AGENDA ITEM 4: REQUEST BY CART M FOR RENEWAL OF MANZANITA TRANSFER STATION FRANCHISE AGREEMENT: Kathy said a letter went out from CART M with the agenda asking for a renewal of their franchise agreement at the Manzanita Transfer Station for another five-year term. Kathy said we need a recommendation from this committee to the Board of Commissioners. Lee made a motion to recommend to the Board of Commissioners to accept the request by CART M for renewal of Manzanita Transfer Station Franchise Agreement for a five-year term. Jim seconded the motion. Motion carried unanimously. AGENDA ITEM 5: PRESENTATION BY CART M OF PROPOSED IMPROVEMENTS AT THE MANZANITA TRANSFER STATION: Kathy said a letter was sent out with the agenda from CART M with the proposed improvements at the Manzanita Transfer Station. Aaron said in the sinking fund budget under the line item for capital improvement projects for the transfer stations there is $454, 327.00 available. Aaron said this would be his suggestion for funding of these proposed projects. The improvement projects fit the criteria of capital improvements and will become county property. Rich said the estimate for the building addition is on the high side but he did it that way so he wouldn t have to come back and ask for more. Rich went over the proposed improvements and estimates. Rich said he is asking the county to fund the proposed addition to the building because the original building belongs to the county. He said it does not make sense to have a building partially owned both County & CART M. Kathleen said the addition is needed for storage of materials which would help coordinate truck loads along with the market times. Kathleen said this is a used building with new skin being added to match existing building. Rich said it structurally is its own building but will be attached to the existing building. Aaron went over the design of how the buildings would be put together. Kathy said CART M had donations for the building and Rich said as the building progresses they will probably receive more. The donations will be deducted from the final cost. Eleanor asked what the $10,000 line item for the transfer stations is being used for. Aaron said under the transfer stations line item in the budget we have $5,000 each for the satellite transfer stations. This is a drop from $9,000 each last year. The reason it was lowered to $5,000 each is because as far as the
Page 3 of 5 county is concerned that figure is the threshold for capital improvements. Aaron said this line item is for small improvements up to $5,000 per transfer station. Aaron said for the CART M improvements we are talking about capital improvement and none of the cost would come out of the $5,000 transfer station line item. Eleanor thought in the past if you were going to have a capital improvement project it had to be presented to the budget committee prior to budget approval so the project was figured in the budget. Eleanor said there are at least two projects that need to be taken care of at Pacific City but they have been trying to be conservative and make do. Eleanor wondered at what point CART M would start to be self-supporting. Eleanor said their original goal was to be self -supporting but the county is still helping. Kathleen said the building improvement has been in progress for quite awhile. It could have been put in the current budget but CART M was trying to get outside funding which didn t work out. Kathleen said another argument is the building is county property so it makes more sense to have the improvement funded by the county. Eleanor asked if CART M is showing any profit or breaking even. Rich said CART M is starting to make a profit. Aaron said we have not done any repairs up at Manzanita Transfer Station since the fire a couple of years ago so repairs are needed. Aaron said the transfer station garbage collection was the only part the county was interested in funding originally. Aaron said the existing building was built with grant funds and became county property. Aaron said the procedure he is operating under at this time is he has the authority to enter into agreements up to $25,000 provided they are figured in the overall budget. Aaron said the sinking fund budget has the lump sum figure for capital improvements. Aaron is taking the approach that any expenditure against the sinking fund needs to come to this forum first for discussion and approval. Aaron would then take the recommendation to the Board of Commissioners and advise them before moving forward with the project. Lee asked what was going to be stored in the addition. Rich said baled cardboard and plastic. Don recommended that the bales be stored in the transport trailer so they do not need to be handled more then once. Don felt the addition to the building is too small to do anything with. Don said they would only be able to put one load of cardboard & plastic and than there would be no more room. Don believes trailer storage is the way to go. Rich did not think they have the room for trailers and maneuvering them around plus the cost to set up would be more expensive then the addition. Rich said they can store 80 bales now and with the addition they would have double the storage. Kathleen felt the cost of $15,600 is a bargain that will be put to good use. The Committee decided to postpone a decision on the building addition until the September meeting. Rich said CART M is also interested in purchasing a waste oil heater that will burn anything from 10 to 90 weight oil for $7,952.00. Rich said this would be a turnkey project and when it is done you set the thermostat and not worry about it. Once a year the company will come clean and service it. Don said the waste oil heater he has is high maintenance even though he was told it wouldn t be. Lee asked how many gallons of used oil CART M collects a year. Rich said about 1500 gallons. Don asked how many gallons an hour the heater burned. Rich said the heater would burn 2 gals an hour and they are open 6 hours a day. Don said they are going to run out of oil. Rich felt they would get more used oil when they start advertising free dumping. Lee said before he would feel comfortable voting to purchase a waste oil heater he would need more information. Lee would like quotes from more then one company. Lee would like to know how much oil they are
Page 4 of 5 processing and what the cost is to process. Rich said he would research the information asked for and bring it back at the September meeting. Rich will also find out if the heater can take synthetic oil. Rich said he knew in the past there has been discussion on purchasing scales for the Manzanita transfer station. Rich would like to put closure on the discussion and decide if that is what the Committee wants to do. Rich said he can purchase a set of jump scales for $1400. Rich said the scales would only be used for contractor loads or the public who complained on their load cost. Don felt the scales would cause CART M more problems then they have now. Paul said the scales have to be certified once a year. Kathy said there is a license fee as well. After discussion the Committee decided to not purchase scales for the Manzanita transfer station. AGENDA ITEM 6: PUBLIC COMMENT: Aaron said the chipping floor was completed. Aaron said because the approach ramp is a 12% slope and to save problems with the public later he has decided to have it paved. Aaron said he is able to do this because of the favorable bid we received on the chipping floor. Aaron said the floor should be up and running no later then September but hopefully sooner. Don said it is premature to set plastic recycling up at this time because it is not required in the contract proposal for the successful bidder of the transfer station. Don said if the successful bidder decides to recycle plastics they would be able to recycle all "necked" plastics. Don said if he was to start plastic recycling now and not get the contract the new contractor may decide he does not want to continue. Kathy said Delbert Duren would like to be put on the next meeting agenda to ask for a rate increase prior to next spring. Kathy said the Committee had decided that they were only going to allow increases once a year in the spring except for hardship. Kathy read the minutes from December 2002 where the decision was made and voted in. Kathy said Delbert has not had an increase for a number of years but did not provide any supporting documents with his request and did not indicate it was a hardship. The Committee felt they need to follow their own rules and decided to not add Delbert to the next agenda. Kathy passed out a sign up sheet to man the fair booth and asked the members to help. Kathy said it would be an easy booth to man with everytlhing set up prior to the fair. Howard reminded the Committee of Clyde s concern on seagull control. Aaron said it is mentioned in the contract proposal that seagull control is needed. AGENDA ITEM 7: NEXT MEETING DATE & AGENDA: The next meeting date was set for September 16, 2003. On the agenda will be CART M proposals and a report on the status of the contract. Aaron said there would have been a pre-bid conference prior to the next meeting. Aaron said we need to be reviewing the secured load ordinance before we get into the winter season. ADJOURNED: 7:00 P. M.
Page 5 of 5 Minutes taken by Peggy Weitman