MARC Solid Waste Management District Executive Board Meeting (Open Meeting) Wednesday, October 19, 2016, 11:00 am 1:00 p.m. Meeting Location: Westview Room, MARC offices, 600 Broadway, Suite 200, Kansas City, Mo., 64105 Executive Board Members present: Chris Bussen, Chair, Lee s Summit Marleen Leonce, Kansas City (alt) Matthew Wright, Blue Springs Marie Steiner, Kearney Dan McGraw, Independence Lauren Palmer, Parkville Dennis Randolph, Grandview Daniel Erickson, Platte County Matt Willier, Jackson County Executive Board Members not present: Traey Lambertz, Cass County Gene Owen, Clay County Gary Wilhite, Ray County Matt Mallinson, Sugar Creek Ann Dwyer Sanders, Lake Waukomis Michael Shaw, Vice Chair, Kansas City Others present: Lisa McDaniel, MARC Matt Riggs, MARC Nadja Karpilow, MARC Tom Jacobs, MARC I. Introductions Chris Bussen, Chair, opened the meeting and it was determined that a quorum was present. II. Approval of Meeting Summaries Approval of the July 29, 2016 Executive Board Meeting Summary Marleen Leonce moved to approve the meeting summary as presented. Matt Wright seconded the motion. The motion passed unanimously. There were no abstentions. Approval of the August 17, 2016 Management Council Meeting Marleen Leonce moved to approve the meeting summary as presented. Marie Steiner seconded the motion. The motion passed unanimously. There were no abstentions. Approval of the September 21, 2016 Executive Board Meeting Summary Marleen Leonce moved to approve the meeting summary as presented. Matt Wright seconded the motion. The motion passed unanimously. There were no abstentions. III. Administrative Matters FY2017 Grant Call Dan McGraw, Grant Review Committee, informed the board that the grant review committee was recommending eleven grants for approval with total funding in the amount of $407,146. Each recommended grant was approved as follows: Avenue of Life Mattress Recycling Capacity: The committee recommended partial funding of this application in the amount of $59,428 to purchase a baler, spinning tables, rotary shears and to provide salaries for two staff for the purposes of mattress deconstruction. Lauren Palmer moved to approve the grant in the amount of $59,428. Daniel Erickson seconded the motion. The motion passed unanimously. There were no abstentions. Bridging the Gap Business Recycling and Waste Diversion: The committee recommended full funding for this grant in the amount of $81,187 to focus on staffing related to the business consultations program. Marie Steiner moved to approve the grant in the amount of $81,187. Marleen Leonce seconded the motion. The motion passed unanimously. There were no abstentions. Kansas City Chiefs Chiefs Dual Recycling Program: The committee recommended funding for this grant in the amount of $21,981 to purchase dual containers to collect compostables and recyclables from fans. Marleen Leonce moved to approve the grant in the amount of $21,981. Marie Steiner seconded the motion. The motion passed unanimously. There were no abstentions. 1
City of Grandview Grandview Recycling Drop-off: The committee recommended partial funding for this grant in the amount of $23,625 to purchase a recycling trailer for events and staffing for management and education. Marleen Leonce moved to approve the grant in the amount of $23,625. Marie Steiner seconded the motion. The motion passed unanimously. Dennis Randolph abstained. Composting and Organics Association of Missouri COAM Workshop: The committee recommended funding for this grant in the amount of $8,202 to conduct a composting workshop. Marie Steiner moved to approve the grant in the amount of $8,202. Marleen Leonce seconded the motion. The motion passed unanimously. Chris Bussen abstained. Folk Alliance Green Folk: The committee recommended partial funding for this grant in the amount of $3,608 to support staffing, signage, and recycling and composting bags for the annual conference at the Westin Hotel in Kansas City. Marleen Leonce moved to approve the grant in the amount of $3,608. Dennis Randolph seconded the motion. The motion passed unanimously. There were no abstentions. Independence Avenue CID Independence CID SW Management: The committee recommended partial funding for this grant in the amount of $17,500 to purchase recycling containers and bags and provide education on Independence Avenue in Kansas City. Marleen Leonce moved to approve the grant in the amount of $17,500. Marie Steiner seconded the motion. The motion passed unanimously. There were no abstentions. Mid-America Regional Council Recycle More Advertising: The committee recommended funding for this grant in the amount of $48,267 to support the Recycle More education campaign. Marleen Leonce moved to approve the grant in the amount of $48,267. Marie Steiner seconded the motion. The motion passed unanimously. There were no abstentions. Project Central Recycling and Food Waste Diversion in Schools: The committee recommended partial funding for this grant in the amount of 120,708 to support food waste composting and education for 10 new schools and continuation of support to last year s 8 schools. Marleen Leonce moved to approve the grant in the amount of $120,708. Marie Steiner seconded the motion. The motion passed unanimously. There were no abstentions. Scraps KC Industrial Waste Diversion & Creative Reuse: The committee recommended partial funding for this grant in the amount of $10,881 to provide signage, web development, start up supplies, mileage and internet for a newly opened creative reuse store. Marie Steiner moved to approve the grant in the amount of $10,881. Marleen Leonce seconded the motion. The motion passed unanimously. There were no abstentions. The Rehabilitation Institute BooksKC Project: The committee recommended partial funding for this grant in the amount of $11,759 to provide two scanners, one laptop with software and one employee to support the on-line sale of used books. Marie Steiner moved to approve the grant in the amount of $11,759. Marleen Leonce seconded the motion. The motion passed unanimously. There were no abstentions. Grant applicants selected for funding will be notified and required paperwork will be processed for submittal to MDNR in November with an anticipated start date January 1, 2017. Grant applicants not selected for funding will be notified. Recycling Education and Infrastructure Assistance for Minimally Funded Districts Lisa McDaniel proposed setting aside $20,000 of unencumbered city/county grant funds and establishing a separate grant to provide for recycling education and infrastructure assistance to cities, counties and organizations located in minimally funded districts (i.e., those receiving $95,000 annually). Funds would be distributed to eligible projects on a first-come, first-serve basis until funding is depleted. Assistance would be capped at $4,500 per request. Districts would not be eligible to request funding. Discussion ensued. Some of the points raised centered on potential complaints from partially funded district grantees, legislative issues, and administrative burden. Lauren Palmer moved to approve $20,000 for an inter-district cooperative grant program. Dan McGraw seconded the motion. Ayes: Lauren Palmer, Dan McGraw, Marie Steiner, Matt Wright, and Matt Willier. Nays: Daniel Erickson, Dennis Randolph, and Chris Bussen. Given the outcome of the voting, the board asked that the matter be revisited at a later meeting. In the interim, staff was directed to devote more research to the concept. 2
FY2017 Budget and Workplan Lisa McDaniel gave an overview of the FY17 MARC SWMD Work Plan & Budget. MARC is requesting $506,644 for FY17 district operations and plan implementation using a combination of FY16 accrued grant funds and unencumbered carryover funds from prior years. The FY17 personnel costs are estimated at $399,664 based on 3.5 FTE staff. The remainder is an estimate of $106,980 for expenses and activities directly related to district operations and plan implementation projects. In addition to the district operations budget of $190,336, $316,308 is allocated for planning, outreach and the household hazardous waste program. Funding for these programs will come from new district grant funds and carryover plan implementation funds. The budget also includes an allocation of $407,146 FY17 grant projects ($393,706 from district grant funds, $12,538 from city/county carryover funds, and $902 from returned funds). The final budget is summarized in Table 1. 2017 Work Plan Table 1. FY17 Budget Summary New Grant Funds Carryover Funds/Returned Funds Carryover Source Total District Operations $190,336 $190,336 Outreach $188,650 $25,195 FY14/15 $213,845 Plan Implementation $26,319 $26,319 HHW $51,144 $25,000 FY11/12/14 $76,144 Subtotal $456,449 $50,195 $506,644 City/County Grants $393,706 $13,440 FY13/14 $407,146 Total $850,155 $63,635 $913,790 Lisa requested Executive board approval of the FY2017 SWMD Work Plan and Budget as presented. Lauren Palmer moved to approve the work plan and budget as presented. Marleen Leonce seconded the motion. There were no abstentions. The motion passed unanimously. The final work plan and budget will be submitted to MDNR for release of funds. FY2017 Memorandum of Understanding Lisa McDaniel gave an overview of the FY17 Memorandum of Understanding between the District and MARC. The Memorandum of Understanding (MOU) outlines the scope of services to be provided by MARC with compensation in the amount of $506,644 based on the approved FY17 work plan and budget. MARC will secure district grant funds on behalf of the district and will act as fiscal administrator for the district grant, interest income, and HHW program funds. The time of performance for this MOU is January 1 December 31, 2017. Lisa requested executive board approval of the 2017 Memorandum of Understanding with the Mid-America Regional Council for administrative and planning services. Marie Steiner moved to approve the execution of the MOU. Marleen Leonce seconded the motion. The motion passed unanimously. There were no abstentions. Nominating Committee Each year the district chair appoints a five-member committee to present a slate of executive board nominees for election by the Management Council at the annual meeting. This year, the committee s charge is to nominate four city representatives (two from cities under 10,000 pop. and two from cities over 10,000 pop.). The committee must also nominate a chair and vice chair. Expiring two-year terms: (December 2016) Representatives County Category Office City Lauren Palmer Platte under 10k Parkville Matt Mallinson Jackson under 10k Sugar Creek Chris Bussen Jackson over 10k Chair Lee s Summit Dan McGraw Jackson over 10k Independence 3
Current two-year terms: (December 2017) Representatives County Category Office City Ann Dwyer Sanders Platte under 10k Lake Waukomis Marie Steiner Clay under 10k Kearney Dennis Randolph Jackson over 10k Grandview Matt Wright Jackson over 10k Blue Springs Chris Bussen, Marleen Leonce, Daniel Erickson and Matt Wright volunteered to serve on the committee. Chris Bussen asked Lisa McDaniel to contact Ann Dwyer Sanders to see if she would be willing to serve on the committee again. IV. Board Discussion Recycling Education Campaign Matt Riggs stated that RecycleSpot.org is working properly for the most part. He is having Yoodle address two minor issues: a lack of space between the state and zip code on each service provider record, and some isolated instances of materials checked on the backend that don t show up on the front end. The Recycle More media campaign with Trozzolo continues to the end of the year. Currently, we have four digital billboards (2 locations/2 months each) through the end of November, three months of pre-roll and mobile ads on Kansascity.com, and three months of banner ads, pre-roll, and e-blast on KSHB.com. To better suit audiences, Matt submitted several updates to the Prezi for MARC public affairs to implement. Missouri Waste Composition Study Lisa McDaniel gave the executive board a brief update on the Missouri waste composition study. Initial results were provided by the consultant for the fall sampling events at Courtney Ridge Landfill, Lee s Summit Landfill, and the Town & Country Transfer Station. Legislative Update Lisa McDaniel and Chris Bussen attended the Joint Committee meeting that was held in Jefferson City on September 13. Lisa gave a presentation to the committee on the district s online grant application. Chris gave testimony from the Solid Waste Advisory Board (SWAB) that covered: a closed landfill fund, SWAB priorities, and the first annual report submission. Dave Berger (Region L planner) gave a presentation on opportunities for administrative streamlining. IV. Old Business/New Business Regional HHW Collection Program Per Capita Fee The HHW Finance Committee recommended at the September meeting that the board establish a $1.05 per-capita fee for the 2017 HHW program and apply the fee to the 2015 census estimates (the district currently uses the 2010 census estimates). After discussion at the September meeting, the board suggested that the fee remain at $1.04, but the updated 2015 census estimates should be used. Lauren Palmer moved to retain a $1.04 per-capita fee using 2015 census estimate for the 2017 HHW program. Marie Steiner seconded the motion. The motion passed unanimously. There were no abstentions. Business Waste Program For the past year District staff has been exploring the feasibility of providing hazardous waste disposal services to small businesses, specifically Conditionally Exempt Small Quantity Generators (CESQG). These are businesses that produce 220 pounds of hazardous waste per month or less. Staff issued an RFI to several hazardous waste firms to determine the feasibility of holding collection events for CESQG. Lauren Palmer moved to issue an RFP to hold collection events in 2017 for the collection of CESQG waste. Matt Wright seconded the motion. The motion passed unanimously. There were no abstentions. Extension Request The Rehabilitation Institute received a grant for $80,000 in 2015 to develop a Durable Medical Equipment reuse and recycling program. A one year extension was granted when the grantee had issues with securing a space to implement the project. Since then, a space has been secured but move-in has been slowed due to issues with remodeling the interior, building permits, and communications with the architect and CEO of The Rehabilitation Institute. Currently, building renovations are moving forward and the parking permit has been issued. Now the parking area has to be constructed. Meanwhile, more space has been secured in the existing building and collection for materials will begin at the end of September. To date $9,267 of grant funds have been expended. The grantee has requested a six-month extension until June 30, 2017. Any project extending beyond two years requires executive board approval. 4
Marie Steiner moved to allow a six-month extension to the Rehabilitation Institute for the durable medical equipment reuse and recycling program grant. Marleen Leonce seconded the motion. The motion passed unanimously. There were no abstentions. Pink Hill Acres Vertical Expansion The district received a request from Pink Hill Acres to receive a support letter for a permit application to MDNR for a vertical expansion of the landfill. Marie Steiner moved to provide a letter to Pink Hill Acres that the vertical expansion is in conformance with the district s solid waste management plan. Marleen Leonce seconded the motion. The motion passed unanimously. There were no abstentions. V. Closing The meeting adjourned at 12:55 p.m. The next Executive Board meeting is tentatively scheduled for Wednesday, 11/16/16 at 11:00 at the MARC offices. If there are a minimal number of items on the agenda, a conference call may be held in lieu of a full meeting. The next full Management Council meeting is scheduled for Friday, December 9 from 11:00 am 1:00 pm at the Kaufmann Foundation Conference Center. This meeting will serve as the district s annual meeting and will feature a presentation on the economic impact of recycling on the metro area. MARC Solid Waste Management District Chris Bussen, Chair Lisa McDaniel, Secretary Approved: January 18, 2017 5