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03/10/2009 Special Meeting I I 1 a 1 SOLID WASTE ADVISORY BOARD r -- SPECIAL MEETING MINUTES I March 10, 2009 @ 5:00 PM 1 Borough Conference Room SEP 2 4 2009 3 ! L 1 Call to Order 3 1 Chair Altenhof called to order the Special Meeting of the SWAB at 5:OOpm on March 10, 2009 at KIB Conference Room. 1 I Roll Call J. Basuel conducted a roll call and a quorum was established. The following persons were present: 1 f Board Members Present Not Present Excused i Altenhof, Barry ✓ Harrington, Cindy ✓ Mahoney, Ed ✓ Murdock, Laurie ✓ Owen, Marion ✓ i Pillans, Rick ✓ .( ( Szabo, Nick ✓ s Also in attendance were: Ex- Officio Member: Chris Lynch, Woody Koning, Engineering/Facilities Director, Nova Javier, Borough Clerk, Marylynn McFarland, Asst. Clerk, Geneneiva Pearson, Harry Dodge, Val Miller, Elinor Poll Ramos, Mary Stephenson, Dr. Bob Johnson, Caroll Tracy, Marita Kaplan, Cliff Ford and Larry VanDaele, Dept. of Fish & Game. Chair Altenhof read the Mission Statement. Comments on Draft Solid Waste Collection Request for Proposal Bob Johnson, 70 year resident commented about the garbage. Many years ago it wasn't much of a problem, but as the population increased so did the garbage problem. He was pleased with the second Task Force for making progress and was in favor of RFP. Mary Stephenson was in favor of the RFP and commended the board for making progress. Geneneiva Pearson thanked the board for the progress made on recycling. i N: \EF \Baler Facility \Solid Waste Advisory Board \FY2009 \Minutes \10 March 2009 Larry VanDaele, Alaska Department of Fish & Game wildlife biologist was pleased with the increased recycling. He opposed the individual pickup and said that it essentially becomes a "Bear Bait" station throughout the rural areas. He encouraged the board in doing what they're doing with the recycling, but he felt strongly against the cart system. Val Miller was in favor of recycling, but not for the individual pick up especially from what was seen last summer with the bear issues. Hoped there would be coordination with Rick Pillans in Recycling. Cliff Ford encouraged and promoted recycling. Chair Altenhof encouraged everyone to send their questions, comments, and discussions regarding the RFP to Tracy Mitchell by e-mail or by fax. Caroll Tracy commented that Alaska Waste also recycles and has a program in Anchorage which they do statewide. Marita Kaplin told the Board that garbage is an exciting topic these days. She said she had a visitor from Sweden and he brought it very close to them, the difference of what is happening there and not here. She said the City he lived in ran the public transportation and heated the City buildings with garbage. She told the Board she is very supportive of recycling and would help spread the word. Chair Altenhof asked for Board Member comments. N. Szabo stated he was sorry he missed the last meeting. He said he was disappointed with the RFP because he was given the impression that the RFP bidders would be allowed to comment on alternative options for curbside pickup. He told the Board he would like to see additional options other than curbside put in the RFP. Chair Altenhof clarified that comments Board members made would very likely end up discussion items at the work session being held March 18 He urged the Board to put their comments in writing and e-mail or fax them to T. Mitchell. E. Mahoney called for Point of Order. He asked if there should be a motion on the floor prior to discussion. Chair Altenhof said the Board was just receiving comments and that was the point of the Special Meeting, so no motion was needed. N: \EF \Baler Facility \Solid Waste Advisory Board \FY2009 \Minutes \10 March 2009 E. Mahoney stated he was a little confused. He said before the Board could have a meaningful discussion and move something forward they needed a motion on the table. He asked if the Board could refer to the Parliamentarian for clarification. N. Javier told the Board she believed what they were doing was receiving comments on the Solid Waste Collection RFP, which was on the Agenda. She stated that if the Agenda was titled differently and had "recommendation to the Assembly" after receiving comments there would need to be a motion. Chair Altenhof thanked N. Javier and asked if there were any more Board member comments. C. Harrington said she thought the RFP was a perfectly fine document for the Board to move forward with the process. She told the Board she was confident that the process had been well vetted. She felt the Borough strategic plan had stronger language for recycling and increasing the diversion rate than the Solid Waste Mgmt. Plan. She would like to talk to the Assembly at the joint work session about including an education coordinator to the Plan, stronger required signage on dumpsters and clarification of price break for different sized roll carts. Overall she was in support of moving forward with the RFP. E. Mahoney said the RFP reflects the Plan which was a product of Bell & Associates working closely with staff and a little bit with the Board. He asked about Borough Codes being changed to reflect what was in the RFP. Said there was ample room for change orders with the 7 year window. Stated the RFP has a page and a half of fines, it also states the billing will be turned over to the contractor which will free up a part time position that could possibly be used for the education part time position. L. Murdock — None M. Owen said overall she embraced the RFP and she said it did embrace the draft plan that the Board adopted. She wanted stronger language in the RFP for implementing recycling. C. Lynch she overall agreed with C. Harrington. She said that it is the type of RFP document that would be out regardless of what part of the world it was being advertised. The overall RFP document is a good document, providing enough information so people can grasp what they are providing a proposal on. All along the Board has been talking about "Pay As You Throw", and would hope residents are rewarded for recycling. She thought an education position paid half by the Borough and half by the Contractor is a good idea. She would like to see stronger language and be consistent on what proposer's should submit. She told the Board there job isn't finished after the collection RFP goes out, the other items that were listed in the Plan will N: \EF \Baler Facility \Solid Waste Advisory Board \FY2009 \Minutes \ March 2009 still need to be discussed and addressed. She would like to see people keep an open mind in order to increase the diversion rate. W. Koning said he really appreciated all the comments, the public interest in the process and all the time the Board has spent on the project. Chair Altenhof said the process is nowhere near done. The RFP is a draft document and encouraged Board members to put their comments in writing and to fax or e-mail them to T. Mitchell. N. Szabo wanted to clarify to the Board that in the Collection part of the Plan there is nothing about transfer stations. He didn't see where the RFP encourages the proposer to address anything other than roll carts. He didn't think a proposer would offer anything other than roll carts. Adjournment There being no further business the meeting was adjourned at 5:46pm. SUBMITTED BY: 4 ,10. z ► L Qoa�. Date: a / 4 / n Mary J. Barr, retary KIB Enginee g/ acilities Department APPROVED BY: Date: q(i (eq :12 Barry Altenhof, Chair Solid Waste Advisory Board N: \EF \Baler Facility \Solid Waste Advisory Board \FY2009 \Minutes \10 March 2009