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5/26/1994 - Meeting Minutes Minutes of the Salt Lake Valley Solid Waste Management Council held Thursday, May 26, 1994 at 11:00 A.M. in the Conference Room, Administration Building, Salt Lake Valley Solid Waste Management Facility, 6030 West 1300 South, Salt Lake City, Utah. Those present: Brad Stewart Salt Lake City Kent Miner Salt Lake City/Co. Health Dept. Dr. Ryan Dupont Utah State University Russell Willardson COG/West Valley City Others in attendance: Daniel L. Bauer Solid Waste Disposal Paul Maughan Salt Lake Co. Attorney Bud Stanford Solid Waste Disposal Les Hirschi E.T. Technologies Jacque Delatorre Utah Recycling Ralph Bohn Utah DEQ Ed Rufener South Salt Lake City Romney M. Stewart Solid Waste Disposal Pam Derbidge Secretary 1. Approval of Minutes (February 18, 1994) Russell Willardson made a motion to approve the minutes of the February 18, 1994 meeting as prepared; Dr. Ryan Dupont seconded the motion. The motion passed unanimously. 2. Approval of Midyear Budget Adjustment Request Romney Stewart briefly reviewed the highlights of the midyear budget adjustments for those present. He noted that there were two areas in the request relating to revenue. The interest received on designated and undesignated funds is ahead of last year; therefore, a revenue increase of $130,00 is being requested. The Landfill revenue for the first four months of 1994 was higher than this same period in 1993 because of an increase of 8000 ton in chargeable waste. It is projected for the remainder of the year that tonnage will increase the revenue by $200,00. Revenue adjustment will exceed expenditure adjustments by $55,500. The major mid year budget adjustments will be for the following items: an Ecology Specialist; over time to cover time and a half for holidays; the incremental cost for biodegradable bags for Salt Lake City's leaf collection program; increased fuel costs; adjustments for depreciation, additional capital purchases to include a composting site building, testing equipment for freon from appliances, radiation detection equipment, and a third inbound scale building to cover peak disposal periods. Kent Miner made a motion to accept the mid year budget adjustments outlined (copy attached); the motion was seconded by Ryan Dupont. The motion passed unanimously. 3. Approval of Fees for Composting/Mulch Romney Stewart noted there has been a greater demand for compost/mulch than anticipated. A proposal has been made to charge a nominal fee ($5.00 per pickup truck) for the material for residents wishing to load their own vehicles. The cost is $10.00 per pickup if the material is loaded by the Landfill for private citizens; commercial vehicles or very large trucks are charged $15.00 per ton. At some point in the near future, the fees will be increased to cover the cost of processing the material. Russell Willardson made a motion to approve the fees as outlined for the compost/mulch material; Dr. Ryan Dupont seconded the motion. The motion passed unanimously. Romney Stewart noted that the Landfill is the largest volume compost/mulch processor in the Rocky Mountain region. Private citizens are encouraged to separate their green waste for use in the project; there are also fee incentives to encourage clean loads of yard waste. 4. Report on Bag-A-Thon - Chris Smart Christ Smart, Recycling Information Office, distributed a preliminary report on the Bag- A-Thon. (Copy attached) Approximately 17,000 volunteers gathered 70,000 pounds + of litter during the Bag-A-Thon campaign during the month of April and the first 10 days in May. Cleanups of Decker Lake and the Jordan River Parkway areas were successful. Jan Teasdale and Bonnie Burks organized the elementary schools for litter clean up campaigns. Recycled material totals were down for the 1994 campaign. The individual responsible for organizing the Bag-A-Thon left the Recycling Information Office just as the month long Bag-A-Thon was to begin. The remaining staff had to complete the program. This year the litter cleanup campaigns were organized and carried out with minimal assistance from the Recycling Information Office. Chris recommended that participation in future Bag-A-Thons should emphasize recycling efforts rather than litter cleanup. He also recommended that schools and municipalities organize their own clean up campaigns. Russell Willardson commented that he felt it would be better to focus on recycling rather than litter cleanup. The Recycling Information Office would do better in coordinating the municipalities in a recycling campaign. Chris also suggested coordinating with the State "Take Pride in Utah" clean up day next year. The next meeting is tentatively scheduled for June 30, 1994 at 11:00 A.M. at the Landfill. Meeting adjourned at 11:30 A.M. mins94.may 2 24-May-94 F:ADM\USR\LEM\BUDGET\JUNDOC94 PAGE 6 SALT LAKE COUNTY PUBLIC WORKS DEPARTMENT SUMMARY OF 1994 JUNE BUDGET ADJUSTMENT REQUESTS FUND BALANCE NET ASSET EXPENDITURE REVENUE TRANSFER FUND BALANCE PURCHASES/ NET CASH FUND/ORGANIZATION DESCRIPTION ADJUSTMENT ADJUSTMENT IN/(OUT) CHANGE CHANGES CHANGE 540 SOLID WASTE DISPOSAL FUND 540-400-4750 SOLID WASTE DISPOSAL INTEREST REVENUE (PAGE ??) $0 $130,000 $0 $130,000 $0 $130,000 LANDFILL CHARGES (PAGE ??) $0 $200,000 $0 $200,000 $0 $200,000 RECYCLING RESEARCH & PLANNING SPECIALIST (PAGE ??) $6,000 $0 $0 ( $6,000) $0 ($6,000) ECOLOGY SPECIALIST (PAGE ??) $11,974 $0 $0 ( $11,974) $0 ($11,974) TEMPORARY ASSISTANCE FOR SOIL REGENERATION AND STOCKPILING (PAGE ??) $13,500 $0 $0 ($13,500) $0 ($13,500) OVERTIME (PAGE ??) $10,000 $0 $0 ($10,000) $0 ($10,000) BIODEGRADABLE LEAF BAGS (PAGE ??) $50,000 $0 $0 ($50,000) $0 ($50,000) FUEL PURCHASES (PAGE ??) $72,052 $0 $0 ($72,052) $0 ($72,052) FUEL FOR COMPOSTING EQUIPMENT (PAGE ??) $34,000 $0 $0 ($34,000) $0 ($34,000) CONTRACTED LABOR FOR SPOTTERS (PAGE ??) $30,000 $0 $0 ($30,000) $0 ($30,000) DEPRECIATION (PAGE ??) $60,000 $0 $0 ($60,000) ($60,000) $0 CLOSURE & POSTCLOSURE CARE COSTS --GASH STATEMENT 18 (PAGE 7?) $360,000 $0 $360,000 $0 $0 $0 CAPITAL PURCHASES (PAGE ??) $0 $0 $0 $0 $47,000 ($47,000) TOTAL SOLID WASTE DISPOSAL $647,526 $330,000 $360,000 $42,474 ($13,000) $55,474 TOTAL SOLID WASTE DISPOSAL FUND $647,526 $330,000 $360,000 $42,474 ($13,000) $55,474 SOLID WASTE DISPOSAL FUND-540-400-4750 Interest Revenue A review of the current interest revenue projection indicates that the present 1994 projection of $250,000 could be increased. The Solid Waste Disposal Fund cash balance has increased because of growth in the restricted cash for the Fund. We estimate that the actual interest earnings will be $380,000. The actual 1993 interest revenue was $281,809. The actual 1994 interest revenue posted to the Solid Waste Disposal Fund to date is higher than in 1993. The Solid Waste Disposal Division recommends that the revenue line item for interest (540-400-4750-3411) be increased by $130,000. Landfill Charges The year to date tonnage through April, 1994 has increased over the same period in 1993. Should this amount of increase continue throughout the rest of 1994, the Landfill could receive an additional $300,000 in revenue. The accounts receivable totals have also increased and are not reflected the present financial figures for 1994. The Solid Waste Disposal Division recommends that revenue line item 540-400-4750-3786 (Landfill Charges) be increased by $200,000 to reflect a 1% growth over 1993. Royalty revenue from the soil regeneration project is now expected to be under the budget estimate but should be offset by sales revenue from metal, carpet pad, and compost by years end which is expected to exceed budgeted amounts. Recycling Research & Planning Specialist The Board of County Commissioners, at its meeting held February 14, 1994, approved the increase of a part time allocation for the Recycling Research and Planning Specialist to a full time allocation for an additional $6,000. This position is to provide assistance with media and public relations. The Public Works Department requests that line item 540-400-4750-1130 (Permanent & Provisional) be increased as a technical adjustment. Ecology Specialist A new Ecology Specialist 12/13 allocation is requested. A full time employee dedicated to bird control at the tipping face will minimize distractions for operators and annoyances to patrons and neighbors. This individual will also be involved in monitoring the 22 relationships of animals and plants with various environments at the Landfill facility. The Solid Waste Disposal Division respectfully requests the following line item adjustments to fund a new Ecology Specialist employee allocation starting July 1 1994 : INCREASE/ (DECREASE) EXPENDITURES Permanent & Provisional (1130) $ 8 , 244 244 Social Security Taxes (1210) 631 Retirement Contributions (1230) 692 Sup Retirement 401K (1235) 247 Insurance (1240) 2 , 160 Total Expenditure Request $ 11, 974 Temporary Assistance For Soil Regeneration And Stockpiling Two Temporary Heavy Equipment Operator 17 allocations are requested for a period of five months. These allocations will be used to move E. T. Technologies, Inc regenerated soil and to provide stockpiled soil to the project with scrapers. Existing operators are already committed to tipping face, unloading station, compost and daily cover activities. The Solid Waste Disposal Division respectfully requests that $13, 500 be added to line item 540-400-4750- 1160 (Temporary) for soil regeneration and stockpiling assistance. Overtime The full impact of the policy change to pay time and a half for holiday work is now being realized. Also, frequent requests by Salt Lake City, Salt Lake County, and other patrons to remain open after closing time due to weather, breakdowns, or other delays contributes to this expenditure. The massive spring cleanup and increases in government sponsored cleanup programs have further increased over time in April and May. The Solid Waste Disposal Division respectfully requests that $10, 000 be added to line item 540-400-4750-1180 (Overtime) . Biodegradable Leaf Bags Salt Lake City Waste Management has requested that consideration be given to providing $50, 000 towards the purchase of biodegradable leaf bags. Currently plastic bags are used for their fall leaf collection program and it is very expensive and time consuming to remove the bags at our compost site. This contribution will further 23 benefit the compost program at the Landfill by ensuring removal of plastic contaminants from compost products. The Solid Waste Disposal Division respectfully requests that $50,000 be added to line item 540- 400-4750-6560 (Special Projects) •to aid the compost program. Fuel Purchases The Fleet Management Division has recommended adjustments for County fuel and oil purchase's presently budgeted for 1994. This recommendation is described in detail in the Fleet Management Fund section of this document. The adjustment recommended by Fleet Management for the Solid Waste Disposal Division is to increase line item 540-400-4750-2510 (Gas and Oil) by $72,052. Fuel For Composting Equipment Additional fuel is projected to be needed for the Landfill composting equipment, in addition to the Fleet Management Division recommended adjustment above. The commitment last May to do compost processing in-house has added five items of heavy equipment (grinder, trommel, turner, loader, truck) which has increased fuel consumption. The Solid Waste Disposal Division respectfully requests that $34,000 be added to line item 540-400-4750-2510 (Gas and Oil) to provide needed fuel for the new composting program. Contracted Labor For Spotters A $30,000 increase in contract labor is requested for additional spotters needed to direct unloading activities in the mulching/composting area and for ongoing litter cleanup. This request is to change the contract labor line item appropriation from $98,500 to $128,500. The requested total of $128,500 for this line item is nearly $26,000 below the actual $154,000 1993 year end expenditure because of recent utilization of Oxbow Jail trustees. The Solid Waste Disposal Division respectfully requests that $30,000 be added to line item 540-400-4750-2940 (Contracted Labor) to provide needed spotting assistance. Depreciation The 1991, 1992 and 1993 actual depreciation charges to the Solid Waste Disposal Division were $495,594, $586,470 and $634,717 respectively. The adopted 1994 budget is presently projected at $660,000 depreciation. This depreciation expense will increase as new and more costly assets are placed into service. Since depreciation increased an average of 13% from 1991 to 1993, 24 the Solid Waste Disposal Division recommends that a like increase be projected for 1994 . This would mean that depreciation for 1994 could be as high as $720, 000 for 1994 . The actual January through April depreciation charges posted by the Auditors office would equal approximately $701, 000 if the present trend continues. The Public Works Department recommends that line item 540-400-4750-6580 (Depreciation) be increased by $60, 000. Please note that depreciation is a non-cash line item and will not affect the cash position of the Solid Waste Disposal Fund. Closure And Postclosure Care Costs--GASB Statement 18 The Governmental Accounting Standards Board (GASB) has issued Statement #18 titled "Accounting For Municipal Solid Waste Landfill Closure And Postclosure Care Costs" . This Statement requires that the estimated total current cost of closure and postclosure care be posted as expenditures as the landfill capacity is used. The requirements of this Statement are effective for financial statements for periods beginning after June 15, 1993 . The County has chosen to implement this Statement in the 1993 year end financial reports. The 1993 closure and postclosure expenditure is $163 , 389 . 52 . The 1994 closure and postclosure expenditure is projected to be $360, 000. The facts of this new Statement was not known when the 1994 budget was requested last November. These costs are placed in a liability account. The Solid Waste Disposal Division has anticipated this requirement and has placed the needed cash is their designated cash fund to cover this expenditure. This adjustment will not affect the current adopted operating cash for the Solid Waste Disposal Fund. The Public Works Department respectfully requests that $360, 000 be added to line item 540-400-4750-6640 (Closure And Postclosure Costs) . Capital Purchases The Solid Waste Division requests that approval be given for the purchase and/or adjustments for capital items: $13 , 000 net overage on purchase prices of previously approved capital equipment items. This was due to the cost of the front-end loader exceeding the budget estimate. $4 , 000 for a compost site building. This building is required to provide shelter at the compost processing area for on-site operator, logs, gauges, equipment, tools, etc. $5 , 000 CFC (chlorofluorocarbons) equipment. This equipment is required by regulation to test and extract CFC's from appliances entering the landfill in the waste stream. Extraction is required for recycling. $10, 000 for radiation detection equipment. This enhances the waste inspection program by enabling inspection of loads upon entry and in unloading areas. 25 $15,000 for a security/scalehouse building. Increased amounts of citizen and commercial loads require periodic use of a third processing line and scale for customers. With increased capital investment in buildings and equipment it is vital to provide a facility so the security guard can easily scan and observe activities in a wide area. The Public Works Department respectfully requests the following expenditure and cash appropriation adjustments: INCREASE/ (DECREASE) ASSET PURCHASES (CASH CHANGE) Front end loader overage (Balance Sheet 1640) $ 13,000 Compost site building (Balance Sheet 1620) 4,000 Chlorofluorocarbon equipment (Balance Sheet 1640) 5,000 Radiation detection equipment (Balance Sheet 1640)10,000 Security/scalehouse building (balance Sheet 1620) 15,000 Net Asset Purchase Change $ 47,000 Net Cash Used Requested $ 47,000 26 MEMORANDUM May 16 , 1994 . To : Scalehouse Operators From: Romney M. Stewart, Director Subject : Mulch/Compost Sales Beginning 16 May 1994 the division will have mulch/compost for sale. Both mulch and compost will be sold at the same rates . The fees and conditions, effective until July, will be as follows . Single Load/Citizen, Self-Loading $5 . 00/load Code 22 Single Load/Citizen, Loaded $10 . 00/load Code 23 Commercial, Loaded $15 . 00/ton Code 24 DEFINITIONS . Citizen loads are for home (non-commercial) use and will normally be in pickup trucks or smaller vehicles. Commercial loads may be in pickup trucks or larger vehicles and used by income property owners, landscapers, gardeners, builders or other business operators . PROCEDURES . All sales of mulch/compost are final . No fee refunds are available . Material returns will not be accepted. All cash mulch/compost sales are posted to account #00110 . When you receive a request to have a vehicle loaded, contact the loader operator by radio and confirm that the product, as well as a loader, are available . Commercial cash vehicles should weigh-in, leave a deposit ( $20 . 00 min. ) , load and return to weigh out. Issue an interim receipt ( as we do now for a weighback) so that the loader operator will have evidence of a legitimate load. When the loaded vehicle returns call up the receipt, type the gross weight as the tare weight and type in the new gross weight from the scale. Finish the transaction as usual . Trucks of businesses who have charge accounts should weigh in and out as above. No deposit is required. Fees are charged to the appropriate account . Thanks . MLCH.DD ,5\tuA4fr May, 26 , 1995 Christopher Smart Public Information & Research Recycling Information Office PRELIMINARY BAG-A-THON REPORT to: SALT LAKE VALLEY SOLID WASTE MANAGEMENT COUNCIL The 1994 Glad BAG-A-THON was both a success and a failure. The Litter Roundup segment of the program was very successful with at least 14 ,804 volunteers collecting over 70,000 pounds of trash. This exceeds the 1993 volunteer total by more than 3 ,000 people and some 37,000 pounds of litter. On the downside, there was so little recycling accomplished through the BAG-A-THON that statistics were not even kept. As a note of explanation, the RIO hired a person in December 1993 whose sole responsibility was the organization of the BAG-A- THON. This individual left the RIO as the month-long BAG-A-THON was to begin. This unforeseen departure left the RIO at a great disadvantage. The remaining staff: Chris Smart, Jan Teasdale, and Bonnie Burks pitched in to rescue the program from dismal failure in all areas. What was observed was that although the departing BAG-A-THON organizer had spent a lot of money, time and resources mailing initiations and other epistles, nothing substantive had been accomplished. The goals established for the 1994 BAG-A-THON in December 1993 included a large effort toward recycling. In addition, a used clothing drive was slated. As it turned out, however, no groundwork had been laid for these programs. The remaining RIO staff simply did not have time to organize them by the time April 1 was at hand. Despite some failures, portions of the program were successful . What was learned from 1994 is that RIO can be a successful coordinator of this program by interfacing with municipalities and other organized groups who wish to accomplish spring cleanups and recycling. For example, successful cleanups were accomplished by West Valley City and Earth Day Utah, which sponsored the Jordan River Cleanup. In both these instances, cleanups were organized and carried out by the organizations with minimal assistance from RIO. Trash bags were supplied by Glad and distributed through the RIO. -more- 2 This seems to be a logical way to proceed with the BAG-A- THON in the future, rather than having events initiated and coordinated through the RIO. However, to bolster recycling, the RIO should consider organizing - or helping to organize - recycling drives by municipalities, schools and other organized groups. For a 1995 BAG-A-THON, the emphasis by RIO should be recycling rather than litter cleanups. It is apparent that municipalities, schools and other organizations will take the lead with community spring cleanup drives. But it may be left to the RIO to organize or coordinate recycling drives during the BAG-A-THON. One final note: most of the elementary schools contacted by RIO had some type of recycling program already in place.