City of Santa Fe Solid Waste Management Authority Joint Powers Board met Sept. 21.
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 4:04 pm on Thursday, September 21, 2023 and was held in-person and virtually.
II. ROLL CALL
MEMBERS PRESENT
Commissioner Camilla Bustamante (arrived later in the meeting)
Commissioner Anna Hansen
Commissioner Justin Greene
Councilor Christopher Rivera
Councilor Michael Garcia, Chair
(One Vacancy)
MEMBERS ABSENT
OTHERS PRESENT
Randall Kippenbrock, Executive Director, SWMA
Rosalie Cardenas, SWMA
Nancy Long, Attorney
Les Francisco, Santa Fe County, Solid Waste Superintendent
Ernestine Baca, SWMA
Thomasina Chavez, SWMA
III. APPROVAL OF AGENDA
MOTION A motion was made by Commissioner Greene, seconded by Commissioner Hansen, to approve the agenda as presented.
VOTE The motion passed on a voice vote.
IV. APPROVAL OF MINUTES
A. REGULAR MEETING - AUGUST 17, 2023
MOTION A motion was made by Commissioner Hansen, seconded by Councilor Rivera, to approve the minutes as presented.
VOTE The motion passed on a voice vote.
V. MATTERS FROM THE PUBLIC
None.
VI. AWARDS AND RECOGNITION
A. RECOGNITION OF THE SOLID WASTE ASSOCIATION OF NORTH AMERICA (SWANA) NEW MEXICO ROADRUNNER CHAPTER'S 2023 OUTSTANDING MSW FACILITY AWARD FOR THE BUCKMAN ROAD RECYCLING AND TRANSFER STATION
Mr. Kippenbrock said this award was given to the Buckman Road Recycling and Transfer Station in recognition of the one-stop services offered at the facility.
Commissioner Hansen said this is great. When she started on the SWMA Board, we were closing down BuRRT. We discussed the issues and reopened it. Given the background it is great to see this transition.
Councilor Rivera said he had been around for awhile as well. It is nice to see recognition coming to BuRRT. Tell the staff thank you. The job could not be done without them.
Commissioner Greene said it is great to see the forward trajectory. Great work.
Chair Garcia said please pass on our Kudos to the management and staff.
VII. 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 voice vote.
VIII. CONSENT CALENDAR
A. REQUEST FOR APPROVAL OF AMENDMENT NO. 3 TO THE PROFESSIONAL SERVICES AGREEMENT WITH CDM SMITH INC. OF ALBUQUERQUE, NEW MEXICO (RFP No. 21/11/P); AND
1. ALLOCATE REMAINING FUNDS FOR TASKS 1-7 TO TASK 9 - LANDFILL SURVEY #3 AND TASK 10 - MISCELLANEOUS ENGINEERING SUPPORT.
2. CHANGE THE NOTICE INFORMATION FOR THE CONTRACTOR.
Approved on consent.
IX. MATTERS FROM THE EXECUTIVE DIRECTOR
A. DISCUSSION WITH POSSIBLE ACTION REGARDING A FACILITY NAME CHANGE FOR THE CAJA DEL RIO LANDFILL.
Mr. Kippenbrock said at our last meeting, the Board requested information regarding a possible name change for the Landfill. We conducted research on making a name change and found that it is not that simple. There is a two page memo in your packets. A name change would require a permit modification. The application fee for that action is $16,000. The Groundwater Quality Bureau requires a permit application and public notice. Their application fee is $4,000. Other bureaus, including EPA, require updated facility information on their website. There are internal changes necessary, insurance carrier updates and Agency website updates as well. He does not recommend the name change. He recommends that we work with the Forest Service and the coalition on the illegal dumping issues.
Commissioner Bustamante arrived at the meeting.
Commissioner Hansen said thank you Randall for doing the research. It looks like a fairly heavy lift at the moment. Maybe it could be a goal for the future.
Commissioner Bustamante said she thinks the way to address this is as Randall described. That is the way to go. The requirements and effort to do this is burdensome. At this time, she does not think it makes sense. Thank you Randall for taking the recommendation seriously and for pulling together what it would take to do this. You did your due diligence.
Commissioner Greene said thank you Randall for your extra work in this. It was an interesting exercise.
Councilor Rivera said he can't believe the permit fee amounts. You would think it would be easier. What prompted this.
Commissioner Hansen said there is a lot of illegal dumping. People think the whole Caja del Rio is a dumping area when it is specifically the landfill.
Mr. Kippenbrock said it was interesting to find that in 1995, when they solicited sites and decided on the current site, the name was proposed as Buckman number 1, Buckman number 2 and Buckman number 3. The City of Santa Fe set the name as Caja del Rio.
Chair Garcia said thank you for that. We now have a road map should we decided to pursue this. We appreciate all the hard work.
Commissioner Hansen said she has served on this Board for six years. Randall has always taken seriously any idea or suggestion from the Board. She really appreciates that. Thank you again.
B. UPDATE ON FY 22 AND 23 ANNUAL AUDITS
Ms. Chavez said CRI, our external auditor, has completed their field work and testing and have created the financial statements. We expect submission of the FY 22 audit to the State Auditors Office by December 4th for SWMA.
Chair Garcia said he has unofficially been told that December 4th is the target date for the City for everything relative to the FY 22 audit. 23 might be a bit longer.
Ms. Chavez said we are working on FY 23 and have received a list of what we need to provide to CRI. We have submitted all the required documents. We are now waiting for FY 22 to be completed so we can go forward.
Commissioner Greene asked if she expected it would take 5 to 6 months.
Ms. Chavez said it usually takes about 5 weeks. We are ready for them.
Commissioner Greene said it is contingent on the City.
Ms. Chavez said correct.
Commissioner Hansen asked if there are any talks or plans to work to separate the financials so we are not so dependent on the City.
Ms. Chavez said right now we are focused on getting our current financial statements done.
Commissioner Greene said so, FY 23 will be late.
Ms. Chavez said yes. We are communicating quarterly with the State Auditors Office that we will be late.
Commissioner Greene asked if there is any money being withheld from the Agency.
Ms. Chavez said no.
Chair Garcia said we are anticipating the FY 22 exit conference.
Mr. Kippenbrock said yes.
Commissioner Bustamante asked if there are any consequences to submitting
Ms. Chavez said we are working currently and don't have any expected delays due to the audit.
Chair Garcia thanked Ms. Chavez and Mr. Kippenbrock for the update.
X. MATTERS FROM STAFF - AGENCY, CITY, COUNTY
Mr. Francisco said we had our free day last weekend on Saturday. We had 365 visitors between all six of the collection centers. It went well.
Chair Garcia said he had a neighbor who went to the Buckman site. They said it went quickly and smoothly for them.
Commissioner Greene said he had similar conversations. It is great to hear.
Mr. Kippenbrock said last Saturday we had free trash day at both Caja and BuRRT. We had a good turnout that was consistant with previous fall events.
XI. MATTERS FROM THE BOARD
Commissioner Greene reported that the Santa Fe Board of County Commissioners and the Pueblo of Tesuque have made an agreement to reopen the Tesuque Transfer Center. Thank you County Commissioners for allowing us to negotiate. We are hoping to open within 30 to 60 days. We have a lot of happy constituents and a happy Governor of Tesuque Pueblo. We negotiated a four year contract.
Chair Garcia said kudos to you for bringing back this transfer station.
Commissioner Bustamante said thank you everyone for all the good work done on the free day.
XII. EXECUTIVE SESSION
A. DISCUSSION OF THE PURCHASE, ACQUISITION OR DISPOSAL OF REAL PROPERTY OR WATER RIGHTS OF THE SANTA FE SOLID WASTE MANAGEMENT AGENCY, INCLUDING, WITHOUT LIMITATION, THE LEASE OF THE BUCKMAN ROAD RECYCLING AND TRANSFER STATION, PURSUANT TO NMSA 1978 § 10-15-1 (H)(8)
MOTION A motion was made by Commissioner Greene, seconded by Councilor Rivera, to enter into Executive Session.
VOTE The motion passed on a roll call vote as follows:
Commissioner Greene, yes; Commissioner Hansen, yes; Commissioner Bustamante, yes; Councilor Rivera, yes; Chair Garcia, yes.
The Board entered into Executive Session at 4:32 pm.
MOTION A motion was made by Commissioner Hansen, seconded by Commissioner Greene, to return to the regular meeting.
VOTE The motion passed on a roll call vote as follows:
Commissioner Greene, yes; Commissioner Hansen, yes; Commissioner Bustamante, yes; Councilor Rivera, yes; Chair Garcia, yes.
The Board returned to the regular meeting at 4:49 pm.
XIII. POSSIBLE ACTION(S) WITH RESPECT TO THE POSSIBLE ACTION(S) WITH RESPECT TO THE LEASE OF THE BUCKMAN ROAD RECYCLING AND TRANSFER STATION.
MOTION A motion was made by Commissioner Hansen, seconded by Commissioner Greene, to provide notice to the City of Santa Fe of the intent to exercise the first additional term under the lease agreement between the City of Santa Fe and the Santa Fe Solid Waste Management Agency, and to allow the Executive Director to commence negotiations on the lease on BuRRT.
VOTE The motion passed on a roll call vote as follows:
Commissioner Greene, yes; Commissioner Hansen, yes; Commissioner Bustamante, yes; Councilor Rivera, yes; Chair Garcia, yes.
XIV. NEXT MEETING DATE: OCTOBER 19, 2023
XV. ADJOURNMENT
There being no further business before the Board, the meeting adjourned at 4:55 pm.
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