City of Santa Fe Solid Waste Management Authority Joint Powers Board met April 20.
Here are the minutes provided by the board:
I. CALL TO ORDER
The meeting of the Santa Fe Solid Waste Management Agency Joint Powers Board was called to order by Chair Garcia at 5:00 pm on Thursday, April 20, 2023 and was held in person and virtually.
II. ROLL CALL
MEMBERS PRESENT
Commissioner Camilla Bustamante
Commissioner Justin Greene, Vice Chair
Councilor Christopher Rivera
Commissioner Anna Hansen
Councilor Michael Garcia, Chair
(one vacancy)
OTHERS PRESENT
Randall Kippenbrock, Executive Director, SWMA
Rosalie Cardenas, SWMA
Danita Boettner, P.E., Landfill Manager, SWMA
Nancy Long, Attorney
Jonas Nahoun, Attorney
Ernestina Baca, SWMA
Les Francisco, Santa Fe County, Solid Waste Superintendent
Yvonne Herrera, Santa Fe County
Jordan Yutzy, City of Espanola, City Manager
John Francisco, City Of Espanola, Interim Sanitation Services Supervisor
Elizabeth Martin, Stenographer
III. APPROVAL OF AGENDA
MOTION
A motion was made by Commissioner Hansen, seconded by Commissioner Greene, to approve the agenda as presented.
VOTE
The motion passed on a roll call vote as follows:
Commissioner Greene, yes; Councilor Rivera, yes; Commissioner Bustamante, yes; Commissioner Hansen, yes; Chair Garcia, yes.
IV. APPROVAL OF MINUTES
A. REGULAR MEETING - MARCH 16, 2023
Commissioner Greene said the spelling of a name in the minutes is incorrect. It is Jill Hruby.
MOTION A motion was made by Commissioner Greene, seconded by Commissioner Hansen, to approve the minutes as amended.
VOTE The motion passed on a roll call vote as follows:
Commissioner Greene, yes; Councilor Rivera, yes; Commissioner Bustamante, yes; Commissioner Hansen, yes; Chair Garcia, yes.
V. MATTERS FROM THE PUBLIC
Mr. John Francisco said we assumed the trash pick up for the City of Espanola on March 1, 2023. We are one and a half months in and have had some small hiccups. We are here to thank you for entering into an MOU with us for the use of a truck belonging to SWMA. We have a great need.
Mr. Yutzy said thank you for the MOU and thank you Randall for all the assistance you have given us. You are a great asset to us.
Commissioner Hansen said it is good to see you both. It is important for us to be good neighbors. She is happy that we were able to help you and help make things better for you.
Mr. John Francisco said we have 1/3 of Santa Fe County, District 1 that we deal with. We are intertwined. Thank you for everything Randall and for the Board's support.
Commissioner Greene said thank you for acknowledging this. If there are other things we can help you with from Santa Fe County please reach out anytime.
Chair Garcia said thank you for coming today. We would like to continue a strong partnership with the City of Espanola and a strong relationship.
VI. APPROVAL OF CONSENT CALENDAR
MOTION A motion was made by Commissioner Greene, seconded by Councilor Rivera, to approve the consent calendar.
VOTE The motion passed on a roll call vote as follows:
Commissioner Greene, yes; Councilor Rivera, yes; Commissioner Bustamante, yes; Commissioner Hansen, yes; Chair Garcia, yes.
VII. CONSENT CALENDAR
A. REQUEST FOR APPROVAL OF AMENDMENT NO. 4 TO THE SERVICES AGREEMENT WITH TOWN RECYCLING, LLC OF ALBUQUERQUE, NM, FOR PROCESSING AND MARKETING OF RECYCLABLE MATERIALS (RFP NO. '19/06/P); AND
1. EXTEND THE TERM OF THE AGREEMENT THROUGH MAY 30, 2024
2. INCREASE THE COMPENSATION BY $1,200,000 FOR A TOTAL AMOUNT NOT TO EXCEED $3,750,000
Approved on consent.
B. REQUEST FOR APPROVAL OF SOLE SOURCE DESIGNATION FOR MORBARK, LLC OF WINN, MI, FOR UNIT 1476 - MORBARK 3400XT WOOD GRINDER.
Approved on consent.
VIII. MATTERS FROM THE EXECUTIVE DIRECTOR
A. PRESENTATION, DISCUSSION AND POSSIBLE ACTION ON THE FY 2023-24 PROPOSED BUDGET.
Mr. Kippenbrock reviewed the FY 2023-24 budget and the staff memorandum included in the meeting packet. His presentation included the goals for the Agency as well.
Commissioner Greene asked if there are any issues with vacancies.
Mr. Kippenbrock said last year we had a vacancy rate of 20% to 25%. It was a struggle. We are starting to see some improvement. We have vacancies in upper management as well. It is improving. It is about how you reach out. The newspaper and Indeed are not the answer. It seems word of mouth works best.
Commissioner Hansen asked if they participate in the City or County Job Fairs.
Mr. Kippenbrock said we have not. He is going to reach out to the City to be involved with their Rapid Hire events for lower level positions.
Chair Garcia said contact Ms. Salazar at the City for that information.
Councilor Rivera said on page 16 it shows $900.00 for a employee assistance program. What is that.
Mr. Kippenbrock said we pay that part of the insurance separately to Solutions Group.
Councilor Rivera said you may want to check into that.
Mr. Kippenbrock said we use the funds for additional training.
Councilor Rivera asked are these your first CNG vehicles.
Mr. Kippenbrock said yes. We fill them up at the site on Rufina. We have a separate credit card for each vehicle so we can track it.
Councilor Rivera asked so you do your own CDL training.
Mr. Kippenbrock said we have a class that drivers can do online. They take a written test as well then the driving part is in house. We also work with Northern New Mexico College for training. We have a student there now who is working on the first component.
Councilor Rivera said our Transit Department has a certified CDL Instructor as well if you need help in a bind.
Councilor Rivera asked do you have a percentage level you have to keep in your cash reserves.
Mr. Kippenbrock said yes, 30%.
Mr. Kippenbrock said generally, at the beginning of each fiscal year, if we see our cash over a certain level we have a policy to transfer a percentage to reserves.
Councilor Rivera said there has been a lot of discussion about PFAS.
Mr. Kippenbrock said Danita works on that. We are required, if we have a runoff, to quantify it and test for PFAS. The EPA is looking at 30-40 PFAS that are the most common.
Commissioner Greene said you guys do a great job.
Commissioner Hansen said things like Teflon pans have PFAS. Do we have a special day for disposal of those kind of items.
Mr. Kippenbrock said right now there are no guidelines. Those are household hazardous waste and can be disposed of at a facility like ours.
Commissioner Bustamante said thank you for the good presentation and preparation of your budget. It was quite informative. She would like to take a tour of the facility. Would there be an opportunity for that. She and the other new Commissioner would be interested. The thing about PFAS is they are bioaccumulate. It would be about sampling the media around it. She is more concerned about PFAS on toilet paper than the migration to water
Mr. Kippenbrock said we would be happy to give you a tour.
MOTION A motion was made by Commissioner Hansen, seconded by Commissioner Greene, to approve the budget as presented.
VOTE The motion passed on a roll call vote as follows:
Commissioner Greene, yes; Councilor Rivera, yes; Commissioner Bustamante, yes; Commissioner Hansen, yes; Chair Garcia, yes.
Chair Garcia said he and Councilor Rivera can help you with amending the City Ordinance if you need it.
B. UPDATE ON FY21 AND 22 ANNUAL AUDITS
Mr. Kippenbrock said we are still working on it and getting close on a formal draft to get to the City consultants.
IX. MATTERS FROM STAFF - AGENCY, CITY, COUNTY
A. DANITA BOETTNER, P.E., LANDFILL MANAGER, SANTA FE SOLID WASTE MANAGEMENT AGENCY
Ms. Boettner reported that Amnesty Day for trash was last week. We were in line with last year as far as numbers. BuRRT had 596 customers. It was an intense day. 108 tons of trash was collected not including commercial. The average was 364 pounds of trash per customer. 65% of the customers knew about the event prior to coming. Caja had 136 customers. The focus at Caja was trailers. They collected 138 tons of trash which was about a ton per customer. 84% of the customers knew about the event.
Ms. Boettner said we have free tire day and green waste day on May 6th and 7th and will have another event for tires and green waste in June. Our next big free trash event will be September 16th.
Ms. Boettner said as to PFAS, we are required as part of our plan to sample any load that discharges from our site. We have not seen any discharges from our site. The EPA established classifications for some PFAS. A lot of players are involved in this with the EPA. Once we know more about the final rules and regulations we will have a better handle on it. We are getting more information all the time.
Councilor Rivera asked for Amnesty Day do we have a breakdown of how many people come from the City and how many from the County.
Ms. Boettner said she will check to see if that was entered into the system.
Chair Garcia thanked Ms. Boettner for the update.
B. SHIRLENE SITTON, DIVISION DIRECTOR, CITY OF SANTA FE ENVIRONMENTAL SERVICES DIVISION
Ms. Sitton was not present at the meeting.
C. LES FRANCISCO, SOLID WASTE SUPERINTENDENT, SANTA FE COUNTY PUBLIC WORKS
Mr. Les Francisco reported that they received 195 tires at the last free tire day. We will also have a free trash day at the County on September 16th. The last weekend of July, August and September will be free brush days. We are not at full staff yet, but are doing the best we can.
Commissioner Hansen said a lot of County customers went to the transfer centers for free trash day.
Commissioner Greene said the County is doing a solid waste study right now. How much are we partnering in that at SWMA.
Mr. Les Francisco said Dave Yanke is working on it with Randall. We are very involved.
Commissioner Greene asked if 592 and Tesuque Pueblo has been discussed regarding the feasibility of reopening.
Mr. Les Francisco said we have the staff and are ready, willing and able.
Commissioner Greene thanked Mr. Francisco and said we hope to have an agreement in the next few weeks.
Chair Garcia thanked Mr. Francisco for the update.
X. MATTERS FROM THE BOARD
Commissioner Bustamante said she is interested in learning more about the path forward with some of the waste like tires.
Commissioner Hansen said she highly recommends that Commissioners Greene and Bustamante do a tour of the facility.
Ms. Boettner said she was able to get the numbers as to how many customers for free trash day were City and how many County. At BuRRT, 384 were City and 227 were County. At Caja 48 were City and 88 were County.
Chair Garcia thanked Ms. Boettner for quickly getting that data for the Board.
XI. NEXT MEETING
THURSDAY, MAY 18, 2023
XII. ADJOURNMENT
There being no further business before the Board the meeting adjourned at 6:25 pm.
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