 50 years Well, I have it at six o'clock we do have a quorum present so if Amy you can start recording I'll then start the meeting Sarah you're the host so it's not letting Recording in progress We are set. Thank you all for being here tonight. It is 6 p.m. On Wednesday December 15th Uh, there is a quorum present So I would like to call to order this regularly scheduled meeting of the titan's solid waste district board of commissioners The first item of business on the agenda is the agenda itself Are there any changes or additions to the agenda as presented? I I do want to uh, well under the consent agenda. I do want to pull out the Lindholm resolution and the uh, also richmond update Okay, thank you. Well, we'll note that when we get there I am seeing we're hearing no changes to the agenda as presented So it will be it will stand as presented and we'll move on to item number two public comment period Are there any members of the public? in attendance on the zoom call or via telephone or perhaps in the CSWD offices Who would like to address the board? I am seeing and hearing none. So You'll then be able to move on to item number three the consent agenda Which begins on page three of the of your your meeting packet um, we've already heard from paul stabler that he would like to Pull from the consent agenda the resolution regarding burt lindholm And also, I'm sorry. I don't recall if they're sarah if you addressed the richmond doc in your executive director report Yes, they're saying yes, we'll pull that out as well from the From the consent agenda Any commissioner any other commissioners wishing to pull something from the consent agenda for To be directly addressed And paul just to be clear. We are pulling fully three item 3.3 and item 3.4 That is correct Hearing no other requests to pull something from the consent agenda The consent agenda as presented with the exceptions of item 3.3 and 3.4 are approved as presented um, I would like to address item 3.4 first As you as you'll see in a minute just for for propriety's sake I'm happy to read out that resolution I have I think I can pull it up in front of me um So if that's all right, I'll read this off uh, and then we'll Open it up for discussion Chittenden solid waste district resolution Whereas burt lindholm has served on the board of commissioners for the chittenden solid waste district For the past 26 years in an outstanding manner Whereas he has provided dedication and expertise for the chittenden solid waste district Whereas he has exhibited wisdom fairness diligence balance and commitment And whereas he has been dedicated a dedicated and conscientious public servant Working continually for the betterment of the community in a non-partisan matter Manor therefore be it resolved that the chittenden solid waste district board of commissioners On behalf of the residents and businesses of 18 communities in chittenden county Hereby convey their sincere appreciation for exemplary leadership and outstanding service And I would hope that we will adopt this on the 15th day of december 2021 by the full board in attendance of the chittenden solid waste district board of commissioners So south burlington would like to move this I I moved this I want to To go on the record is expressing my deep appreciation to burk for his service over the years I Relyed on him when I was chair In for advice in consultation I've enjoyed working with him a lot. He's put a lot of time Into the district and I just want to go on the record is you know, really Expressing my appreciation and gratitude for all he has done Thank you, paul. Do we have a second for this this resolution? I think that was katie Leslie, I'm sorry. Thank you. Uh, would any other commissioners like to speak? I would Thank you, leslie So it was bird who dragged me into this Organization He stood up at a town Meeting and said he was looking for A you know an alternate and I foolishly went over and talked to him and The rest is history And I I will say that he was a great leader to follow and We all owe him this enormous debt of gratitude. So I'm Very much in support of this resolution. I would like to take this opportunity also to introduce our new alternate tom jocelyn who is Attending this meeting as his very first meeting and I warn him. He's now stepped on to a very slippery slope So Thank you for Pulling together this resolution And recognizing the many many hours and dedication that burt did bring to the district And I would I want to add that Bert is a man of great stature both for the contributions He made for the board and those of you who know him for his physical stature as well Also just to follow up on on your introduction of tom jocelyn who's with us I I'm not going to ask you tom to address the whole board unless you would like to but tom has informed me that In in addition to now being joining the the Board of commissioners as an alternate. He's also a past board member of the vs ecu and is currently a justice of the peace in jereco so he is well familiar with boards and process and meetings and I think Well poised to make a great contribution to our boards So In addition to leslie's welcome. I would like to welcome you on behalf of the whole board Thank you And um with that any other discussion on the resolution Hearing none All those in favor, please say I Hi Hi Hi Thank you. I trust there are no opposed and no abstentions The resolution is passed. Thank you very much For paul for recognizing and leslie And for bird service The next item to address on the consent agenda is the executive director update Um paul, do you want to voice your question? Yeah, I I'm sorry. I I really just wanted to have an update For the whole board on the latest status of our departure from the richman drop-off center What's what was agreed to in terms of what we're leaving behind and what we're bringing With us and and and schedules and stuff like that. So I think josh has a good summary on that Yeah, josh, um, if you would like to add anything to what I have in my update If there's anything that has changed or is different and now we're still working through a couple of the final Legal details as far as the the formal agreement that I know thomas has been working with Book the town. Excuse me and the in-house attorney for cicella And it's a really simple try party agreement That will go to the richman select board for For their adoption. We do have some items that we are Selling to the town some of our assets And then the town will then sell those in turn to To cicella So those were some of the items that you know, we have been going back and forth on I mean to leave behind that they could use to help them get them up and running as quickly as possible for for other residents in Enrichment from also josh, I would just want to confirm from what we understand And this can be confirmed by the town. It'll be Logan the call But I believe that the town has agreed to allow Residents from outside of richman to use the site. So that had been a question and Whether it's just going to be for richman residents only but that is not the case. So Other Residents from other towns will still be able to use that site when it is back up and running After our departure josh is there other items that you Yeah part part of kind of our january commissioning has us Removing our booth, which will require some Some crane services. So I'm hoping by the end of this week or early next week We'll have kind of a decommissioning schedule to get to the town and to get to Cicella's just so there's an understanding of you know, when we'll be there with heavy equipment You know, we'll we'll make every good faith attempt to stay out of everybody's way and not in Impact the residents when they're trying to get their services from uh, cicella as they're setting up So that will be like I said, hopefully by the end of the week We just have to one more site visit with the crane company to make sure they understand what we're talking about And where we want things to go And um sarah and josh if I understood correctly from last week's exact board meeting There will be a period of time when the drop-off center will not be in operation Can you just clarify that for the record here? My estimate is the first week it it is Up in the air. I think we we're going to meet with the town at cicella to kind of confirm their Intent I don't know if you want to um Mike cicella is on Oh, he's an in attendance. I don't know Mike if you have um Any update or if you're still working through that internally as well Hopefully Yeah Or kim I come you on So we have kim krasby from cicella and mike as well. Um, I don't know if either of you are Have any details if I may I'll I'll jump in I um the town sent uh, a revised draft This afternoon and in it it indicated that uh, cicella would be open Uh during the month of january 2022. Uh, so uh coming up next next month Uh for Tuesdays thursdays and saturdays So I would expect that's that's what the town probably expects from uh from Okay, so Can I just clarify so it sounds like there will not be a lapse in service then between the time we Cease operation and cicella picks up is that correct? Well I'm so a little confused about that So mike and kim may have stepped away from from their monitors, but They draft that came across this afternoon from the town said that the expectation is that full service will be available No later than the end of march So I think they're giving uh, they want to give cicella some time in case there is some reason to not be Up and running with full service um, but I think Again, we can't really speak Speak for for cicella, um as to how they would intend to meet the Um the requirements of the town if it is truly to have some service throughout january I would think it would need to be some sort of a fast crash, but You know, again, we don't you don't have those those details or those plans I just as I emphasized last week I think it's going to be important for staff thank you cicella and the town to communicate well So that there aren't too many people surprised and upset by a potential lapse of operation there. So that's all I ask You'll do our best. Um, so you know any as we have information we will certainly um direct folks to the frequently asked questions page on Cicella's website where they do have information about The drop-off center at richmond So we'll just continue to point there and and as we become aware New information, we will happily pass that along to um any of the Oh wait my kids I'm I'm gonna go ahead like Sorry, I just had a call and stepped out for two minutes and as I stepped out There was a question. I guess came back to it. So don't don't know what it was um, so the question was about um The richmond drop-off center and Will there be do you anticipate there being um service in january or if not how long the lapse of service may be until you're We are planning on having service in january right out of the gate. So We are gonna have not a full collection of items because obviously there's still Items that need to be moved off, but we will be collecting trash recycling and compost To start and then once the hot gets removed and some of the other equipment that you have Will end up kind of putting back into some of those other services Wait, perfect. Thank you. So it's essentially a fast-trash service. Um, at least through january and then as soon as I can get the rest of what they need in place then that's when the town has said no later than march You know the end of march. Um, do we want to make sure that everything is is up and running? As expected in the contract. So thank you Thank you for clarifying that I appreciate I just I just wanted to make sure I understood and that we We communicate well to our constituents I just want to add That michelle had provided these me and I think some of the surrounding towns with a with a message to be posted in Our town front porch forums I would imagine that it's really only the the contiguous towns that would get that message Underhills went out yesterday It's an excellent message with good links in there So we're doing our best to to keep the public informed Yeah, we've already posted it on terraco's front porch forum and From kasell's perspective too. We're we're going to actually do the same thing So we're we're starting our our communication plan probably next week Just as we finalize some of the other details So we'll be doing the same as well Just to make sure that we're all communicating the same thing and if there's any questions We we definitely want to make it a smooth transition and make sure that the residents are are taken care of Thank you make yep I think that addresses the question on the executive directors report that paul had requested Are there any other questions or comments on? sire's report If not then entertain a motion to accept the report as presented so moves Yeah, seconds Thank you leslie and paul for any discussion On the motion to approve the executive directors report Hearing none all those in favor, please say I Any opposed Hearing none the executive directors report update is accepted. Thank you very much We're ready to now to move on to Item number four on the agenda the cost of living adjustment for staff proposed for january 1st 2022 This begins on page 16 of your meeting packet um I will turn this over to sarah to begin the conversation And thank you paul so as you see in the packet There's a memo that describes the current state of the cpi of the consumer price index and accompanying cost of living adjustments Each year is part of our budget process. We do recommend a cost of living adjustment to the wages and the salaries And we have for many years been using the bureau of labor statistics Northeast urban class b slash c index for the cpi as our our indicator And we tend to take the end of the year average And you can see that end of the year average in the chart included in the memo for calendar years 2017 through 2020 and that annual cpi is what we recommend for the cola so As you can I think everyone is aware this year has been so far unlike any that we've seen in many many years several decades And when we were preparing the budget for this current fiscal year Again, we took the end of calendar year 2020's cpi Which was 1.11 percent and factor that in so when we brought The wages and benefits budget to the finance committee. That was what was indicated That we were requesting a staff By the time we got to the board as you can see by the chart The cpi had already started to climb So by the time the budget was approved and july 1 kicked in the new fiscal year. We were already Quite far behind and it has since continued to grow so What i'm asking for is And again, you know, we're looking at ending the year Either at six percent or over six percent Quite unprecedented and for the past several decades So what i'm i'm looking to do is to kind of split the difference and To provide a three percent cost of living adjustment starting january 1 um for all employees And this will not bring us to the current six But it will get us close and or closer And then to when we do present the budget to the finance committee at that point um, we can Take another look and see if there's another adjustment That would need to be made for going forward. So Tim has posted Comment, I believe sir isn't asking for anything I believe the board is being informed of the steps that will be taking taken so the point Of tim's question does come down to The impacts to current year expenses Because we are already running below budget. There is no financial Overage that would need to come before the board for your approval. So we are still falling within our budget Even with this adjustment, which would be about 46,000 dollars. We will still be below budget For the fiscal year. So tim is correct. There's There's not necessarily an action or an approval that is needed from the board. It is informational and I wanted to make sure that You weren't caught by surprise And that if you had concerns or questions that we were able to address them is here today Tim Yeah, I don't I don't mean to quibble, but you use that word. But what I am asking, you know, I don't Obviously it's being recorded And I just wanted to go ahead and underscore that we're not asking anything You're informing the board of steps that you intend to take Apologies. Yes, you're correct. And thank you. Um words are important, but I do appreciate that So But yes, at the end of the memo, I do say that I'm recommending that this be implemented. So Again, there's not necessarily an action that the board needs to take But it was because it is a departure from the norm Like I said, I did not want you to be caught Unaware and if there were concerns, I definitely wanted to hear those And be able to talk through them I do want to open this up for questions and Feedback and input and comments And this this was presented to the executive board as well uh board members want to offer a Or ask questions or offer their opinion on on what the proposal is Tim Yeah, I just wanted to speak to the other board members. I I did attend the executive board meeting. I did Strongly oppose this move. I don't think it's the right thing to do And I guess the I would oh I would Extend a question to my fellow board members that you know, we're all living through These interesting times interesting in many ways and yet we're seeing some cost increases I personally am not aware of any Of my neighbors or any other companies or any other municipalities who are taking these steps And I'm just wondering if any other board members had any other examples of any other Companies be they private public that are taking these steps Alan you had your hand up you Yeah, I mean, you know I Get a social security check in that for the first time in a long time We're talking about a 5.9 percent increase and in social security In in january so Somebody in washington has realized the impact that the economy is having on you know some folks So, I mean I don't remember All you can correct me, but I don't remember ever having adjusted salaries in the middle of the year Previously, I know that we have You know gone less than what the the boston numbers have done on at least one occasion. I think it's two but I I guess personally I don't have a real, you know issue with it And As part of the exec board, I kind of agreed to have go along with it. So I still still feel that way Thank you. Alan Paul Stabler I just want to speak in support of it. I believe it's important. We support our employees You know at this time They really did a great job during the pandemic responding to very unusual and stressful situations and I think this is a good way that we can do that And You know, I understand tim's concerns. Certainly I don't take them lightly But I am speaking in favor of it. So I am I do Agree and yes, Alan I don't think we've ever done a mid-course correction, but we did a couple of years during the great recession Go less than the cpi The cause we were concerned about budgets. So but at this point it looks like our budget is solid and I support the executive director's decision here Thank you. Paul other other responses from board members either In support of tim's concerns or in support of what sarah has proposed Lee Yeah, I also supported this at the executive board meeting And to tim's point as far as municipalities giving increases like that as far as say use the city of Wellington as an example our Colas and step increases are based off of our union contract negotiations. So we're limited to following that Which our contract will be ending in june. So I imagine You know during the renegotiation process that those will come into play As well as here at the city of berlington, you know, we talked of Attracting and retaining employees We're having a hard time finding a recycle truck drivers water distribution technicians So we actually reclassified our recycling truck driver Job description to increase that pay to try to attract more people And also have instituted Sign-on bonuses So while we're not doing it through contracts and colas we are We are having to make adjustments just to retain attract and retain employees So, you know, I'm not sure the ratio of truck drivers. I know you guys have truck drivers for roll-offs and Other, you know companies are seeing the shortages and offering more money. So Well benefits are attractive When it comes down to it what what some employees see on their paycheck at the end of the week Um, it's kind of the driver You know, that's been my experience working in construction and and those types of services throughout the years that What's on that what's on that paycheck? Unfortunately is is what drives them and not so much um, some of the added bonuses but that's The day and age we're living in right now. So Thank you, baby. I'm sorry. I don't mind to cut you off later Katie um, so Just to you know bounce off what we said Is that I fully support this Sarah and all um, I Worked at CSWD. I know What it's like as staff. So I fully support this and it is a tough job market out there for employers you want to take care of your employees because like Lee said is If you're looking for a job, you have the pick of industry pay Benefits hours If you have a good staff do what you can to hold on to them and CSWD has a great staff. So Um, you're not we're not struggling budget-wise. So I absolutely think this is a great idea Um and support and take care of the people that make CSWD Run so I fully support it Thanks, Katie other commissioners and a tim wants to follow up but just give other commissioners the chance to make their first statement I'm not seeing any so tim. Please go ahead So I'm just following up on my question. We've got 14 board members We've got six staff members. I think two members of the public We've got zero examples of emergency cola increases among this group of 20 plus people I guess I just you know underscore Yeah, we have a great staff and we also have fantastic benefits and yes, we need to be competitive than I feel that we are Um, and I just have got to raise it to the attention of the board that we here We are positioning ourselves to go forward requesting Uh, potentially a bond issue in the near future and I'm where I'm worried that we really come across as tone deaf to our constituents And that yes, we need to look out for staff But we also represent our constituents more importantly And that's all I got to say Thanks tim I can speak to to your question I but but would have to confess that that uh, I'm retired and I'm not privy to what uh, other municipalities are doing but I do follow the news very closely and um, you know pick your reputable news source and they're talking. Oh, there's a lot of A lot of reports about how companies are reconfiguring or re Reexamining their pay scales and making adjustments Both in response. I think the high inflation and and the extremely low unemployment rate My view is that this is a compassionate proposal That sarah has put forth. She's just offered justification She has explained its affordability certainly in this fiscal year that money is available When I first heard about it she had suggested more explicitly in perhaps if we did 3% now that come july When we normally would implement a cost of living adjustment Which could be as high as 6% but that cola in july might be less On depending on what that cola number could be and I would argue that it would not be at Another 3% but something a bit less than that that over time the benefit that staff gets by 6 months of earlier compensation can be offset and balanced by A somewhat lower second cola applied in july and that it can actually be a beneficial Approach that helps both staff now And doesn't adversely affect the district's finances Down the road can run some numbers to demonstrate that I don't think this is the place to do that But that's my sense that this is something that can be characterized Perhaps not win win for for for everybody, but On balance can be a net zero and and benefits everybody That's my sense Logan Thank you. I just wanted to add that you know to my colleague's point around going to bond and How press can come around for bond issues like this is this seems like a prudent measure Not only for our staff who work very hard and serve our communities, but also for just showing good faith For the district in Supporting members of our community who work and support our communities as well So I don't know that people are just going to pay attention to numbers when it comes to bond issues But also to the the feel of how this organization takes care of its staff And is a member of the communities and reflects those values of helping each other out And and taking care of each other During really trying in difficult times Thanks, Logan other um other board members wish to speak to the to the issue Again has been pointed out that no board is action here Action is required here, but I think um sarah recognized that this is an important action that she's taking And that she should be doing it with the full knowledge of the board and trusting that At least the majority of the board would be in support of it. So I I appreciate sarah bringing it to us and and having this vetted both at the At the exact board meeting and then here tonight Seeing no one else wishing to comment on it. I'm I'm ready to have us move on to then item number five the fy 20 audit review I'll turn that over to sarah or perhaps nola if she's on the call Yes, nola is um the call and I will turn this over to nola. She's been Nick deep and there's practically since she got here actually definitely since she got here And there's the ins and outs Pretty intimately so nola if you wouldn't mind Before before nola speaks let's just like to acknowledge welcome back nola from uh from a maternity leave congratulations with a with a new young son and we should all recognize that she's You're not keeping regular hours Being sleep disturbed if not deprived but congratulations nola In your thank you. I'm sorry. I'm just kind of getting myself prepared here. Give me just one moment Gonna hand off And for the board information we are now on page 19 of the board packet Okay, so um, I don't know if you want me to go through and review um The audit or if there are just specific questions that we want to discuss um There was nothing of material that uh was concerning to Um the auditor so that's you know, really the primary goal is to confirm that there's nothing significant that we should be concerned about um, we do seem to be in a Good steady position. There there's no ongoing concern. Um, but there'll be any failure of the district at this time um, we did have to note the uh impending settlement so you will see a note. Um It's like sort of near the end I believe Page It's page 24 of their report page 26 if you're looking at it electronically Um, and that they just mentioned that there's a settlement that is a subsequent event. Um, there was one um notation regarding our internal controls so we did have to respond to that and you can see that I submitted a response to some material weaknesses that they noticed and we are in the process of Making sure that those are cleaned up. Unfortunately, this may be noted again for fiscal year 21 because we didn't receive this report until quite late in the year So we didn't have an opportunity to make any changes Um for fiscal year 21, but it will be cleaned up for fiscal year 22 Is there anything specific that anyone has questions on that I could answer? Leslie, would you have any questions as the chair of the finance committee for observations? Uh, for personal reasons, I really have not been able to review this but I would say at this time I am concerned about the lag the time lag uh between an audit coming to the board and the fiscal year to which it It refers. I mean if there's any way to Close that gap. We really need to do this. This is becomes meaningless Uh, you know when you're 18 months two years out So that that would be my my concern at this point in time Absolutely. Yeah, and that that was This is is certainly an anomaly. Um, we've never had this amount of time Laps between the close of the year the audit and then the report of the previous fiscal year's audit to the board The board may recall that You know, just just as the fiscal year's Fiscal year's ending and fiscal year 19 also was involved in this. We very suddenly Lost our finance director Didn't pass away but Left the district So that threw quite a bit of turmoil into both fiscal 19 and then fiscal 20s report. So This is the result is good news That it is completed that there were no significant findings And yes, so we are currently In the midst of the fiscal 21 audit. So the Auditors will be on site next week So we're back at kind of what we see as a closer to normal schedule Ideally, we like to get the auditors in in october november But leo richie made his appearance in early november So, um, we had a little bit of a delay there, but not significant So, um, we are anticipating that this process will get us back into our normal routine And then the audit for this year will proceed as we have in the past Getting them in in september october probably october Which gets us back in the normal Normal schedule. So this one highly unusual and will not be repeated I just wanted to ask a clarifying question again And just to bring focus on it that this audit again covered a period where we had some change in our in our management and so I just want to be clear if you can assure us that The auditors have reviewed that period and that we as a board and the whole community can be satisfied that Our finances were adequately managed and represented during this time Yes, exactly exactly right. And it it really was the the result of that that in very quick transition Within less than a year. We cswd had three finance directors And that is also highly unusual. So we are thrilled to have some stability now in that position and again, like I said getting back to our normal routine of the The auditing schedule. So this is this is unusual. But again, the the bottom line is that the finances are sound Any other commissioner questions or comments? I had one more question and that deals with the the drop-off center the identified deficiency, which is not unfamiliar to me that there is cash being handled And that they felt that this was There are controls. I guess we're inadequate Um One observation. I believe just to make um, you do have cameras within the booths to keep an eye on on transactions But you're aware of this problem and my follow-up question It really is what's the status of credit card taking credit card payments at a at a drop-off center booth? Yes, so I know I've been promising this for many years. Um, but truly exciting news is that And john is not on the call yet But josh has enterprise me to it that part of the issue was In getting the the secure line down the roads literally down all the way down to the end of a redmond road And then in essics there was some concern and there's always been spotty internet service there and you want to have For pc i compliance. You want to have a very secure connection. You don't want to be in the middle of a transaction Have your lose your internet connection and then Have potential for for issues with that transaction so we are now completed on the line down redmond road and They will be completing The line into assets within the next three months So within this fiscal year, we'll be able to do a more comprehensive rollout. We are taking them in hindsberg Willis then would be next and then we'll be rolling them out josh. I don't know if you have a any More details on a tighter timeline, but that was the latest update that I received from john the other day Yep, that's accurate. Uh, wilson is the next on the docket to to get out We try we considered rolling them all out at once but because of the connectivity issues that you had mentioned No sense in waiting wilson's are busiest side at this point. So we're gonna get something in here sooner and later I'm hoping by the end of january. That's aggressive. Don't quote me on that, but that's the goal We'd love to get that but we just also want to get it in Probably do a soft roll out so that we can make sure that it works So people aren't showing up with credit cards and no cash and you know, we don't have any hiccups. So we'll uh We'll we'll flesh that out more but again, that's the goal. Um, but we want to make sure everything connects properly Thanks, josh katie Hi, okay. So, um, I don't know if this is still Happening but when they put the cameras in at the drop-off centers We made a policy and this was partly because of the audit And the cash changing hands at the drop-off centers that someone Me me enforcement at the time would Unbeknownst to whoever's working would take 15 minutes of random samplings of Watching the camera without having to look at anything specific. So kind of let everybody know that there are random audits Of the feed going on in other words. So like don't be standing there You know, we're we're potentially Watching you on the cameras, which is a deterrent and something that the auditors brought up Several years ago when those cameras did go in so there is that you know Practice that was happening. I'm sure instilled some some capacity. It's still Um, you know going on but that was something that was recommended for the purpose of people Handling all that cash Any other comments questions or discussion on the auditor's report? I'm seeing none. So, um, thank you very much Nola for the update on that and Best of luck working on the next year's audit Thank you for the next audit for You're working on. I'm ready to move on then to item number six the mirf timeline review Which begins on page 50 of your meeting booklet And it would be either be josh or sarah. I believe that might Kick off this review I'm going to turn the PowerPoint piece over to josh, but there also is a memo on page 49 of the packet That just provides again a brief History very very brief history of some of the conversations that we've had to date for over the past three years regarding Materials recovery facility. So just a a slight recap And again the information is is available for our newer members if you want to Have a fuller picture. We can certainly get you those minutes of the meetings but we just want to point out The Certainly a little bit of the background but also what you can expect to see and next month meaning those last five bullets Are the scenarios that we've been working with scs engineers on Providing as far as the prospective analysis and that's coming next month so josh if you want to kick off the timeline You get large Yeah, absolutely and and just you know to deliberately point out how we got here and how this timeline was developed That we are working off of board direction and interaction for about three and a half years of Discussion and analysis and you know our concepts. We're working that are pushing us forward Our cswpd wants to continue to own a materials recovery facility, which we own currently for all of our new members We recognize that our existing facility May not be adequate or will not be adequate for the next 25 years. You know, we're looking into the future We're looking at the long term here And then we should identify costs for a new facility And develop a plan for a board approval, which the timeline kind of lays out The steps that we're putting forward to kind of get to that board approval to get everybody comfortable with The ideas that we're going to present So is it any just want to make sure that's you know, that's that's how we got here All right, I will now bring up the power point and There's a slight change of this power point Um We are not presenting our cost benefit analysis Okay, can everybody see that? Yes Great. Thank you. Um, so uh, again walking us through the timeline. This is for new board members I will be brief not to not to bore everybody but in 2018 We kind of we brought to our board the state of the mirf. We showed limitations and opportunities staff had been out looking at the most recent Recycling technologies out there We really kind of presented like what was the state of recycling in 2018 because we were working working through a recycling crisis um, and what our opportunities were Moving forward for the next 25 to 30 years We had a retreat we toured our facility and kind of pointed out the areas that we could see improvement and opportunities And that's where we asked the key questions that I just went over And that the board's direction was yeah, we definitely want to own A new mirf, but we you know, you don't have a blank check to go for it You know, come back to us and you know, let us know What your analysis process is what your siding criteria is, you know, how to you know, tell us how we're going to get there So we went into future siding. We started with 30 potential sites. We would have looked down to five We had a siding criteria that we presented with the board was three tiers We further got that down to two We looked at redmond road, which is property that we own It's near kind of what we call our main campus because that's where our Largest drop-off center is and it's also where our organics diversion facility is When we looked at a property off of route 116 in south burlington We did a wetlands analysis on both. We Spoke with the cities on both and it kind of came down to Redmond road on the property that we owned was the most viable site because it had the most land And we owned it so that reduced the costs moving forward for investment purposes We brought the board a refresher in 2020 And then COVID hit So we got everything got our stuff back together and by june of 2021 We went over kind of conceptual review and part of that concept conceptual review was to develop this time frame That i'm presenting now So today this meeting This month in december of 2021 We plan to release a processing a murf a processing equipment rfp and that would be a design build There's five major murf providers out there that develop and design equipment. We've actually spoken with all five We visited all five sites and seeing the technologies they have to offer um, we will release the rfp to develop A facility for us now. This is not a approval to to build it or to pay for The equipment this is just the design process to get us a more accurate cost estimate What would take for us to develop and integrate a newer system? I just want to point out the next steps are all proposed. They're all conditional But it's kind of the path that we could lay out to kind of give us an organized idea of how to move forward So in january, uh, we will present a cost-benefit analysis. It will be presented by scs engineers There's five options in that and the memo went over those five options We covered the do nothing retrofit in place and then a greenfield build on the site We identified on redmond road and then in that we looked at three potential annual tonnage inbound amounts To kind of cover what we would expect for materials we would process which would then define The the system size and the footprint requirement um And then also in january the plan is to release a civil site development and building construction design bid build And that's a contingent RFPs what that will be is we will ask design companies that build on that the scale that we're requesting Um, they will develop in tandem with the mirf equipment providers A space to house our mirf equipment And then when we get to kind of a final design phase We're requesting a cost estimate an engineers estimate to really kind of hone in What we think the true costs of building a mirf would be And then they would that this particular, uh, rfp would also require that global winds bid Would help us bid out the construction and then do construction oversight management Um in february we'd ask for a response to the cost benefit analysis And then we would present a revenue sufficiency Report and that would be a 10-year assessment and that would also incorporate a financial management, uh, plan as well based on The revenue sufficiency Alternative that made the most sense which is recommended. So kind of the concept is in january to review five potential options with the board Of what the future path of the mirf will look like And then upon that in february Really dig deep into the details of what the financials will be for those five alternatives to come up with The alternative that best fits the district's needs And in that february meeting, you know, what's highlighted here Is really the board decision to proceed with the project at a not to exceed amount So what the revenue sufficiency report will identify is that there will be in my opinion and I'm expecting this One clear path forward and that will have a not to exceed cost amount So the the costs are based on our design builds and our and our sizing requirements for for equipment And that's what we'll kind of lay out to the board members to say all of our financial analysis says that we can do this It's you know, it's it's feasible At this amount We're going to move forward based on the rfps that we released to come back with a more honed and refined amount So we're being conservative in our economic analysis. Does that make sense? Okay, or anything yet um In march the plan is to select a mirf processing equipment provider April to work with that provider for design work for material flow at our facility process design and technology recommendations in april We also select a civil site development and building construction provider And that's when we kind of start doing our o and c outreach o and c is outreach and communications We really want to kind of start developing a plan based on what we've Brought together on on what we're thinking the facility will look like In may of 2022 We're going to have the equipment provider and the site development Firm work together Hand in hand to develop a site And the idea would be that the equipment providers say I need this kind of footprint to make this work And then the designers would develop that for us We've put in june for that process to continue In july The site development Firm will get us construction documents and an engineer's cost estimate and that would be probably the most accurate estimate we will have Prior to going to actual bid um And then the mirf equipment provider would give us a design build document and final cost And that you know again everything would be bond dependent because we know this is going to be expensive But at that point that would be a relatively accurate cost of what the equipment will Will be and in in our current investigation the equipment will cost more than developing the site So this one is an important one to really hone in because that will give us an accurate idea um o and c outreach to continue um Josh what is o and c? o and c is defined as Outreach and communication So that's uh jen and michelle elise john the whole gang um, you know really working up a campaign for our bond In august of 22 the construction bid selection would come back It would be bond dependent and board dependent So at that point we will have an accurate idea of what the equipment will cost We will have an accurate idea of what the construction will cost and that's our board approval point so if Our financial analysis in february says we're not to exceed a 22 million dollar expense And it comes back in august under 22 million dollars I would expect board would be comfortable moving forward it would be a decision process We would need a boat at that point to say yes go ahead with this again. It's still bond dependent september o and c outreach bond preparation october o and c outreach bond preparation November same, you know, we're going for the bond again This is all conditional if we if we receive approval and move forward We'll submit our permitting. Um December through march we will finalize our permitting in april or as soon as it's to construct as soon as our permits come in And construction is viable. We would break ground We've given a good chunk of time for site development and building construction once the actual shell the building is up That's when the equipment providers can come in and start installing equipment The estimate would be december through april 2024 may of 24 Equipment testing june of 24. We start transferring tons to from our old mirth or existing mirth to our new mirth july of 24 official opening of the new mirth Be commissioned world mirth Again, this is preliminary. This is extremely aggressive But I think the path forward is there. It's contingent on a lot of presentations to the board and contingent on board decision Thanks, josh Can we return back just the full regular screen be ready to pull this up again if they're commissioners who have questions on particular items, but All right Thanks, um sarah. Did you want to add anything to the presentation at this point, uh, or shall we open it up for for board discussion? I think we open it up. Okay Board members who'd like to go first Doug You're muted dug When's your contract up with gisela? The current operating contract is up at the end of june And we're currently in conversation with them to extend that To meet this timeline with a potential extension of one year beyond this timeline And a potential extension one year beyond that. Um That's just in case those details will be uh, you know, we're meeting We'll be meeting with them after the holidays. Um, there's been some initial work done with um by josh and A rep from gisela and then we will bring the decisions on as it goes through thomas. They'll do their drafting And then we'll bring that back to the board probably before june Can I ask a question? Just just to back up and I don't want to back up too much because I know there was a lot of history, but Can you guys um, just Is the location of the mirf where it is now is that significant to a lot of haulers? Do they like to is the mirf right next to where they take the trash? um That kind of thing It is but the um, the trash in their cycling is generally not in the same vehicle So, um, it's completely different different routes. So my small hauler does split his vehicle. Is that unusual? It is unusual He may have to adapt adapt and just take two trips or just make his trucks set him up different way if we move the mirf Oh, no, or can he or or is the new location at redmond road? Could he also be taking his trash? near there No, so um, but the new location redmond road is is Not very far from where the mirf is right now on industrial. It's 10 minute drive Okay, a little under it's a little under three miles and that was one of the siting criteria requirements Is that we didn't want to move the mirf too far away from population density or the center of the county? Which is kind of how we settled on our redmond road location. We didn't want it too far from his existing Site and also, you know, the traffic is already in I mean, it's already happening So if we're not really shifting or we're not increasing traffic in a town, we're just kind of shifting where it is Okay, thanks I would like I don't want to jump in before other commissioners. Um, I had a couple of clarifying questions One just in just just to reinforce Josh my my my sense is you're an optimistic guy and you've outlined an aggressive But optimistic plan but recognizing that there might be some Some speed bumps along the way that we'll want to slow the process down perhaps even A little bit and and have an opportunity to ask our questions and look deeply at the numbers so the finances And as you acknowledge those numbers were intended to be here at the start of the process was to have a presentation tonight That's being pushed back to january. I just wanted to go back to your to your timeline and clarify and as I try to pull it up it's January 2020 January of 2022 We'll have a presentation um By the engineers and I believe will also be presented With the cost benefit analysis and then you've built in in february 2022 response to any Cost benefit analysis questions my take on this is that This will allow the board members time to review this And pose questions either at the january meeting or perhaps after that pose them To staff and then have an opportunity for full Airing and exposure of board questions To the cost benefit analysis, and I just want to make sure that we're all aware There's time baked in here that we can ask Ask our questions and be satisfied that you've done the work that we expect you to do That is absolutely correct Thank you. I just want to reassure the board members also that you know, there's going to be some homework and work to be done, but you'll have an opportunity to to have it fully explored and And at a board meeting. Um, I thought well, I see kelton's got his hand up and then leslie Yeah, I have a filter so so I would just ask I know it was supposed to be we're supposed to see it this meeting Is there a way that when if we're most likely getting it soon we can see it When you get it so that we have more than enough time to review before that january meeting Like are they going to be completing that soon where we could see it the next few weeks here? before the meeting Yeah, so the the delay was It was a misunderstanding They the model is complete But the narrative portion describing the assumptions and what was the model and and the rationale for the recommendations That was not complete. So So, yeah, I do think that there would be time ahead certainly Um, you know, we could also because the you know, this month's meeting is is a week ahead of normal It kind of crunched the timeline a little bit Certainly with next month's meeting being the very last week Of january, there's more than enough time to actually get the entire packet out You know at least a week in advance. So I think the entire packet can go earlier Because I think there will be several items That will need some good good reading time In january so we can make our aim to get the packet out even a little bit earlier And um, then we normally would so normally we would send out the packet on a thursday before a wednesday meeting We can aim to make that earlier in that week. So you have a couple of extra days to take a look at everything A good idea. Thank you. Thank you Oh leslie you're next and then ron Thanks so in all these kinds of undertakings those assumptions or the critical control points and What I don't understand is how the what you're calling the revenue sufficiency analysis comes after The cost benefit analysis and i'm not understanding that sequence And I would think that In providing the board The narrative about assumptions there have to be assumptions about the revenue flows. So That and that's why when I see that in february. It's it's confusing. Can you clarify that? Yeah, it was the recommendation actually of the consultant to go in this order um, so you do want you want to get the assumptions as far as um Josh mentioned inbound quantity size First and then once we kind of landed on okay, which is Kind of the preferred one or two scenarios and I think we can do the the revenue sufficiency on each of them Then once we've landed on those assumptions as far as the the quantity Then you then you'll know You know what other assumptions you want to plug into the revenue sufficiency, but the order was the recommendation of the consultant Josh, I know if you have anything so Just if I may follow up sure So what are going to be the elements of the so what you're calling the cost benefit analysis? Is that it's just going to be some kind of physical measures or I mean they're Surely there'll be dollars somehow in there those dollars derived from assumptions about revenues and costs This is so it's still not clear to me how this is working What the logic of the of the model is? Well, and that's why we wanted to have the narrative accompany the um the presentation So that that could be all laid out so that there would be hopefully no confusion Josh, do you want Do anything to add or address better leslie's question? Not It'll maybe it'll dive into a ton of details If I start talking too much So I'd say it was you know, we kind of hashed this out exactly as sarah had said the the recommendation of the Of the consultant was to do a cost benefit analysis over a 30 year period Under these scenarios with kind of a snap with a with an idea of what we're doing And then comparing those all to each other and then showing Showing the results of that would then identify a more the most or at least the top viable options over a 30 year period But the revenue sufficiency would get into the details And we could adjust, you know certain criteria and assumptions based on the details um, which would then give us more of a honed idea of what it would truly look like over Over a 10 year period And again, yeah leslie without really jumping into a ton of the nitty gritty details um, that's that's kind of was the approach is to give a A direction of five options and then with those five options really dig in farther and give a revenue sufficiency on those options over a 10 year basis That's the way that was laid out to us by our consultant So so yes the the cost benefit does have a lot of financial inputs Maybe maybe that's maybe that's the question you're asking I think i'm just gonna have to see what it is Right now it always sounds to me it sounds muddled. So i'm sorry, but i'll have to wait and see Ron Um, I I have I guess what would be considered a new kid question about bond dependency Is it correct to understand that a bond? issue Requires a vote from all of the community members of the district Now if that's true, what happens if some of the district members vote no How what's the ratio before it can go ahead? Um, you do a lot of bond work One of the bond banks recommended bond attorneys. Could you speak to ron's question? I think you're still there Yeah, yes, so so the um, uh, the vote is on a district-wide basis uh, so Uh, it can be turned down in in one uh by by voters in one community, but you look at the district as as a whole Um, so that that's a difference. It's um, all all members of uh, Chittenden solid waste uh get get to vote uh on on this at the polling places are in each um each community But the vote is is a total vote from from all residents and Voters within within Chittenden solid waste district I just want to jump in for the newer board members clarify thomas is our is the district council And that's he's weighing in on a follow-up question. What is the What percentage of the voters have to vote in in in favor of it for the bond to be approved It's a majority vote 50 50 plus one 50 50 plus one. Yeah Okay, thank you Other questions and comments at this point Tim So if I i'm The original schedule had the cost benefit analysis being delivered Today and the revenue sufficiency model being delivered in january and then the vote in february And now if I understand correctly what we're saying is we're going to get both the both the cost benefit analysis and the revenue sufficiency model In january, but we're not moving the voting back The the shift is is that uh, the cost benefit is in january and the revenue sufficiency sufficiency is in february Uh, the previous, you know, had we've been able to present it today Um, we would have had february for more deliberation. Um It would have been December was cost benefit and january was revenue sufficiency and february was deliberation into Um, uh a board decision So we're going to so we're going to vote and then we're going to see the revenue sufficiency portion No, no No, the idea is to set the agenda so that you see the revenue You know the agenda in my opinion would would look like response to any cost benefit analysis questions Then discuss the revenue sufficiency analysis go into detail on that our consultant will be at both of those, you know the january and the february meeting and based on, you know, uh sufficient presentation and, uh, you know adequate Discussion and answering of questions, you know The board felt comfortable to move into a decision that would be the time to do it Because the information has been presented as a whole I just want to jump in and say I take this as a proposed timeline. Um as as the board chair If my sense is that the board's not ready to make a decision in february Then then we'll put we'll postpone it. I think josh is laying out an aggressive time frame If we are to deliver this information and have a bond vote in november of 2022 so it's but Don't take it as a given that we are definitely voting to approve In february 2022 that's that's the goal to have a vote Whether it's in the affirmative or not When will we receive the revenue sufficiency model? It's scheduled at this point for february. That's when we have it on our timeline to review Okay, but i'm not sure if you understand my concern where you know, you're laying out a month, but then we're Does that mean we're going to get it one day before the board meeting or one hour or you know four weeks? Certainly not one hour. We would not do that to the board and certainly not one day We would not do that to the board The revenue sufficiency report would be available um with the regular packet um if again if we can Bump that delivery of that packet that information up by several days. We will do so I would want to give the board It's no less than its normal time for a packet reading which is now Like I said, we send it out. The name is on thursday for a wednesday meeting If I can move it up a few days before that I certainly I think it's important for us not to prejudge what what we're going to be presented with We need to allow the timeframe to to play itself out as leslie said she's Going to have to wait and see she's got her questions. They're they're good questions But I think we also have to trust that The process will flow through and if it's inadequate and the time frame is rushed then The board will not take action as is proposed here I think it's important for us not to get too far ahead of ourselves Is the cost benefit so The way I understand that there's a cost benefit analysis and a revenue sufficiency model and there are narratives to support both We definitely want narratives to support both not everyone is comfortable just reading and gaining information off of a spreadsheet So I want to make sure that Sorry, go ahead Tim both are both the cost benefit balance Model and the revenue sufficiency model completed at this point No, we have not done the revenue sufficiency that was not scheduled for this timeframe And the cost benefit analysis is going to be your That will be presented to us when Again as josh laid out the timeline January I guess I'm just not I'm not understanding why if it's already completed if it's not you know, it's a It's a work product that was paid for by the district and You know why isn't it just made publicly available on the website? Yeah, as I explained earlier I wanted a narrative to accompany again, not everyone is is comfortable reading and and gaining information and nuance and context from a spreadsheet some people need to have a an explanation In narrative form and I don't want to presume that every member of this board or every member of the public Or every member of my staff Can get what they need to get what we need them to get out of a spreadsheet. I want there to be um Have access to the information no matter how someone Learns or takes in that information and that over time is as said to me there needs to be a narrative accompaniment So that was the source of the misunderstanding and why you don't have that tonight But the model is complete and we need to bring forth that narrative explanation I would also say I think it's important that when the information comes out that it's presented to Everyone on the board at the same time um, I think that's the most um Efficient uh in fair way to move this process along and not have The character has perhaps sneak peeks at some of this information when it's not fully ready for the full board Allow staff and sarah to Have the time they need to to get this material presented prepared and presented to us It is complex and and not terribly complicated but complex. So I just want to make sure that Everything is as clear as possible and accessible to all all ways of interpreting and and taking in information Paul there were a couple of questions in the chat Tom had asked you know about the the ballots and not being combined before counting each municipality responsible for counting so There are several different ways that we can approach a bond We can the Do a standalone bond initiative that is the most expensive way to do that We do need to go through the municipal clerks. So we could have a special election But we pay the full full Grunt of that the cost for that We could go through a general election where there are already ballots being printed and there's generally greater participation So we could add our bond initiative onto that process Or we could work through time meeting day, which Doesn't have as much participation generally But that is another option. So because we have a general coming up That's that's really the drive behind the push to november Is the greatest participation the greatest amount of people having the option to opportunity to vote And to have it be in conjunction with an already scheduled election process And Liz is saying that she appreciates having both the the spreadsheet and the And the deadline to get the info also from Liz to on a general election bond vote Thomas see again work on these regularly with early voting I'm guessing that you know, we need to have that this summer if we are going to proceed with a general in november That's correct. A lot of the Town clerks are automatically mailing out mail-in ballots to their to their voters And so that requires greater than the normal 30 days in advance of a meeting which 30 to 40 days was generally that the time frame by which you had to post your warning get the ballot posted And then time to to prepare the the ballots for the election day In this case as I said most most communities are are mailing out absentee ballots. And so We we need to coordinate with the clerks in each member municipality because they they run the election But it's a separate separate ballot You know a district-wide Ballot that that will essentially be the same in every every community I just want to offer a clarifying point here We we've just gone over how the financials we do not have that dollars and sense information yet But I think it's important for the board to understand that the intent when this bond issue comes forward Is to demonstrate to the voters that this will not impact any any property taxpayers property tax bill that This will be in that zero impact for on property taxes I would leave it at that but that's just I think it's important for the board to understand that that's that's the direction that Sarah is intending to take this That's right. That is a key assumption that is going to be worked into the revenue sufficiency model Ron your hand is up Yeah, paul. I appreciate that convent Particularly in light of the fact that you know in my own community of wanouski Uh, since we've had a couple of really big bond issues here in the last couple of years Uh, a large dollar figure is likely to cause a lot of dismay And I think it's really important that uh, there's an educational planning To make sure that people understand what the impact is going to be And as you suggest a zero impact It really really important to do that educational thing Uh, fairly well in advance of the the bond vote Absolutely, and that's why we we built in shouldn't again should the board agree to proceed We have built in In april starting that our recent communication effort Alan your hand is up muted I would also recommend that staff contact The champlain water district once we get into that process because they have gone through the bond Vote and approval process for very similar kind of projects over the last 25 years and I've made out very very well. So I just think we need to you know do some do some Back back of house kind of stuff on what they've done to get their boats approved Yeah, if there's no need to reinvent the wheel, right Yeah, thank you Thank you The district will also be required And just in terms of the the public interaction is required to hope Hold a public hearing uh You know within a short time frame right before the the uh the vote so That's that'll be another opportunity to um to have the public participate and The district be able to respond to any any questions The district exposure through the media. I'm aware of it. Um, there's been a lot in recent Months um kudos to michelle sarah. You're coming up with some some more presentations For those who access these these media outlets. There's good information coming along that will help lay the ground work Other comments discussion on this uh Murph timeline hearing none, I'm ready to move us on then to I believe there is no executive session tonight. We can move on then to item number eight other business sarah, did you want to give us an update on anything? um, I did forget I wanted to mention um the Just you know the latest of uh, what's happened with blend avenue We did have a chance as I mentioned in my update my executive director update to meet with leon chapelle and after that meeting josh and thomas and I realized that It has been quite some time since we've done a wetlands Review of that site. I think probably not since we first purchased it Almost 20 years ago actually to the day. Um, I just was looking over the deed and and it was recorded on December 17th, 2001. So we want to do an updated wetlands review. So I've said that on to chapelle and lee and lee probably haven't had a chance to talk with him about that like, uh, we had I had requested a six month Extension chapelle had requested three months from the city council. So I've asked if he could please consider Asking for another three months from the city council. So we'll wait to see All right What his response will be from from there, but but that was a pretty big Realization and you know, wetlands rules have changed In the past 20 years. Um, so we just want to make sure that everything is is up to date as far as that assessment We were meeting tomorrow again Okay, so we can discuss it tomorrow as well. Yep Thanks for that update sarah any other business that uh to be presented to the board tonight I'm seeing seeing none. Um before we officially adjourn, I just want to note that this is our last officially scheduled meeting Um before the end of the year and before the holidays and wanted to wish everybody A good holiday and hopefully you'll be able to spend some good quality time with your loved ones And we'll reconvene in january Thank you. Paul. Thank you. Paul. Thank you Paul Thank you And with that, I think we're ready to uh entertain a motion to adjourn adjourn. I think that's a bit Thank you What unanimous consent all those in favor, please uh To adjourn. Bye. Hi Good night all happy holiday Thank you Thanks you