Solid Waste Committee Meeting Minutes

SWC Meeting Minutes-03/19/18
1.Meeting Called to Order at 5:40 pm.

2. Attendance at Meeting:

Present- Jen Holt ( Chair), Tara Albert, Jeff Burns, Bob White, Dave Swanay.

Absent-Andy Sanborn, Lynn Chong.

3. Jen Holt Made a motion to allow alternate Bob White to vote and fulfill a 5 member quorum. Seconded by Dave Swanay. There was no discussion.
Vote Results: Yes-4.     No-0.      Abstain-1.                
Motion for Bob White to vote during this meeting stands.

4.BOS/Committee Updates-Jen
    A)On 2/28/18 Bob White, Tara Albert and Jen Holt presented the Operating Manual and Permit to the BOS. The Permit will be reviewed,signed and submitted by the Selectmen to NH DES for approval. Once accepted by DES the Sanbornton Transfer Station will regain its “ compliant status” for operation. The Operating Manual is to be reviewed by the BOS representative to the Transfer Station,Katy North. Once approved, the manual will be housed in the office at the Transfer Station.
    B)The Transfer Station will no longer accept Propane Tanks.
 For a $6.00 fee,fully discharged Fire extinguishers will be accepted at the Transfer Station.The $6.00 fee pays for the cost incurred by the Transfer Station to dispose of it.
   C)The “ Swap Shop Sign,gifted from Solid Waste Committee”has been removed per the BOS direction. This was done because the sign was never  approved by the BOS and failed to follow the “Town policy of donations and gifts”. In addition the sign violated Town Committee operating policies that state “No individual can act on behalf of a Committee without the Committee's knowledge and consent”. Discussion ensued. Rick is in the process of getting new signage. Jen has informed him that SWC is happy to help with this task. SWC procured signs for the Transfer Station back in 2016 from NH the Beautiful. Rick will email Jen for assistance if needed.
   D)Jen reviewed the “Town of Sanbornton Volunteer Policy and Right to know laws”. Emphasizing the importance of following Town policies. Specifically Town policies that are a direct result from the Cioffi V. Sanbornton Court Order. Any Violation of these policies or laws will be addressed and disciplined directly by the Board of  Selectmen. The discussion lasted 40 minutes. All SWC members present voiced a better understanding of BOS expectations and Town policy. For reference and transparency, Jen will provide a formal copy of the “SWC task protocol” that the committee adopted in 7/17 for our next meeting.
   E)Jen reported that she had notified Katie Ambrose regarding the absence of the “hazardous metal container”, which can be obtained for free from NRRA. Katie said she would be sure to pass this on. During Jen’s last meeting with Rick ,he mentioned the absent metal container as well. Jen suggested he should address the metal container with the Board of Selectmen during his next meeting.
   F)Rick will be constructing the cement pad for the Transfer Station.Jeff’s single bay design is the chosen format. The BOS and Rick are aware that Jeff has volunteered his help in the construction of the pad.Jeff suggested that grooves be added to the design.

5.The committee reviewed the previous meeting minutes of 2/19/18.
Motion made by Jen to Vote to accept the meeting minutes with Amendments. Seconded by Dave Swanay. 

Discussion- Amendments: Tara requested the minutes be amended to strike line #1 ,item #7  of the previous minutes.
Jeff requested that item #7,line 3&4 be amended to read “Jeff also informed the Committee that the charge for shingles should be around $300.00/yd.Sanbornton currently charges $140/yd. A full pick up bed is 2 yards.”

Vote: Yes-5.       No-0.       Abstain-0
Motion stands,meeting minutes of 2/19/18 with amendments accepted.

6.The Committee reviewed the meeting minutes of 2/28/18.
Motion made by Tara to vote to accept meeting minutes of 2/28/18.
Seconded by Jeff Burns.          Discussion- None

Vote: Yes-5.    No-0.     Abstain-0
Motion stands, Meeting minutes of 2/28/18 accepted as written.

7.Transfer Station analysis-Dave&Bob
Dave is awaiting a copy of the Town report from Katie Ambrose and has nothing new to report at this time.

8.C&D Scale Research Update-Andy
Andy is absent from this meeting however,he has asked Jeff to pass along the information he has acquired . Jeff said that Andy is researching a different type of scale for the Transfer Station. The scale requires a cement pad that is as large as the roll off container. The scale utilizes cylinders that move up and down with the container. The approximate cost of this style scale would be $10,000.00. The committee stated that the cylinder scale was twice the cost of the previous “ mobile scale”. Which Andy explained would be similar to what the State police use to check haul load weights on trucks. Jeff was unable to speak to the scale further. 

9.C&D Shingle research-Tara
Tara spoke with Sonny at the Rumney Transfer Station regarding shingle practices. Tara said Sonny has worked at the RTS for 15 years. At one point RTS did separate their asphalt shingles into a pile. When the pile got large enough RTS would call a company in Maine, who would take the shingles, grind them up and return the ground shingles to RTS.Apparently this practice was not advantageous because of the amount of time it took to grow the pile of shingles.RTS has stopped this practice and does not recommend its practice.

10. Continued discussion on ways to decrease loss of income-Tabled for next meeting due to time restraints.

11. Other business-
   A)Tara highly recommends that Rick,the T.S BOS liaison and possibly an SWC member attend the NRRA Conference on May 20-21 in Manchester. Tara is uncertain if there is a fee for attending but, she does know that each Town is allowed to send 3 people to the conference as part of Sanbornton NRRA membership. Jen will pass this information onto Katie Ambrose or Katy North.
   B)Tara advised that there is no law or State mandate that requires used oil to be labeled with the owners name,phone number or address. However it is a BMP suggestion And Tara feels it is a good idea. Jen will pass this information onto Rick and BOS.
    C)The SWC discussed initiating an attendance policy.                                                    *Tara Albert made a Motion to vote for an attendance policy.                
*Motion Seconded by Bob White.   *Discussion- The Committee discussed allowing 2 absences per year. Jen   feels parameters on attendance are important. However, she would like  there to be flexibility in the policy to allow  for members that have extenuating medical or personal reasons that cause their absence from the meeting. The SWC guidelines state that members are to notify the Chair in the event of an absence. Jen was asked “if people usually notify her of an absence” she said “not often”.                                                                                                                 *The committee policy is effective 3/19/18 ;“SWC Attendance policy from 4/1/2018 -12/31/2018  is as follows;SWC Members are allowed  2 “unexcused” absences. Effective January 1, 2019-SWC members will be allowed 3 “unexcused” absences per calendar year. The chair is responsible for keeping record of member attendance and determining if an absence is “Excused or Unexcused”.  Examples of  an “ excused absence” are illness,family or personal emergency. SWC Members are expected to notify the chair of their absence in advance of the meeting per SWC Operating Guidelines Policy.”                                                                      *Jen moves the motion to a Vote.                                                                                      *Yes-5.      No-0.          Abstain-0.         The SWC Attendance policy is accepted unanimously.

12. Public comment-None
13.Next Meeting- Tuesday 4/17/18 due to scheduling conflict. Jen will post and let Katie Ambrose know as well.
14. Meeting adjourned at 8:00pm.

Respectfully submitted by,
Jen Holt-Chair
3/26/18