2008-10-15 SWAB MeetingNEW AANOVER COUNTY SOLID WASTE ADVISORY BOARD
OCTOBER 15, 2008 MEETING PAGE 1
ASSEMBLY
The New Hanover County Solid Waste Advisory Board met on Wednesday, October 15, 2008, at 4:05 p.m.
in the Lucie F. Harrell Conference Room, Room 601, at the New Hanover County Government Center, 230
Government Center Drive, Wilmington, North Carolina.
Members present were: Chairman Claud "Buck" O'Shields, Jr.; Martin J. Michaelson; Robert W. Mitchell;
John Richard Newton; David Sims; Deputy County Attorney Kemp P. Burpeau and Deputy Clerk to the Board of
Commissioners Kymberleigh G. Crowell.
Others present: Assistant County Manager David F. Weaver and Environmental Management Director
John Hubbard.
MEETING CALLED TO ORDER
Chairman O'Shields called the meeting to order and welcomed everyone to the meeting of the New
Hanover County Solid Waste Advisory Board.
APPOINTMENT OF VICE_CHAIItMAN
Chairman O'Shields asked if the members agreed to appoint aVice-Chairman for the Solid Waste
Advisory Board in the event he was unable to attend a meeting in the future. Mr. Sims nominated Mr. Mitchell to
serve as Vice-Chairman. After a brief discussion, Chairman O'Shields called for a motion to approve the
appointment of Robert W. Mitchell as Vice-Chairman of the Solid Waste Advisory Board.
Motion: Mr. Sims MOVED, SECONDED by Mr. Michaelson, to approve the appointment of Robert W. Mitchell as
Vice-Chairman of the Solid Waste Advisory Board. Upon vote, the MOTION CARRIED UNANIMOUSLY.
APPROVAL OF MINUTES
Chairman O'Shields asked the members to review the draft meeting minutes of October 1, 2008 for any
needed corrections and/or changes. Hearing no comments, Chairman O'Shields called for a motion to approve the
meeting minutes of October 1, 2008.
Motion: Mr. Sims MOVED, SECONDED by Mr. Michaelson, to approve the meeting minutes as presented. Upon
vote, the MOTION CARRIED UNANIMOUSLY.
PRESENTATION AND DISCUSSION OF ASSUMPTION INFORMATION FOR WASTEC PROJECTED
FIVE YEAR MAINTENANCE PLAN
Director Hubbard introduced Beth Schrader, New Hanover County Senior Budget Analyst, and explained
that he has been working with Ms. Schrader to create the working model spreadsheet. He asked her to attend the
meeting to explain the spreadsheet. Ms. Schrader presented the WASTEC projected five year maintenance plan
spreadsheet.
In response to questions, Ms. Schrader clarified that interest rates listed for Landfill and WASTEC large
equipment is 5% while other items are 5.5%; County does not normally lease equipment such as vehicles due to
leasing laws and there is no master lease agreement for these of type items to fall under; installment purchasing is
used for items such as fire trucks and dump trucks.
In further discussion, Ms. Schrader explained the consideration of potential increase in electric sales is not
in the spreadsheet rather, the 20% increase in the electricity contract fee, but not necessarily in the generation, is
included; assumed the level of generation is the ratio to the percentage of waste going through WASTEC, so it is the
same level of efficiency and efficiency could potentially improve. Director Hubbard reported the assumed
electricity contract rate increase of 20% is what is being negotiated with Progress Energy at this time. In connection
with power sales, he explained that in going into the negotiation process a lot of assumptions made in 1993 don't
apply now and after some discussion with Progress Energy an agreement was reached to go with the five year rates
for one year. This allows a year to review this matter while receiving the five year rates and is believed to be the
best of both worlds rather than extend it at the current rates.
In response to questions of impact of legislation if passed, Director Hubbard reported that he went to a
meeting with Progress Energy on October 14, 2008 and question was asked three times about the worth of
renewable energy certificates. Progress Energy would only answer by saying it is based on who you are. In response
NEW HANOVER COUNTY SOLID WASTE ADVISORY BOARD
OCTOBER 15, 2008 MEETING PAGE 2
to questions about receiving revenues from landfill gas, Director Hubbard stated that after having discussions with
various companies, depending on variables and what route was taken, he estimated it could be two to three budget
years before seeing a positive impact on the budget. He also confirmed that the current tipping fee is $51 per ton
and stated that a contract is in place with Waste Industries to haul C&D storm debris to Sampson County. Contract
is strictly for storm debris; negotiated with Waste Industries every year.
Ms. Schrader reported that there have been operating deficits that have occurred and currently there is a
loan due to New Hanover County from the department because there were expenditures in excess of revenues
generated over the past three years in the total amount of approximately $3 million; a dirt project is being looked
into for using as cover with the thought being that any funds generated from the project would be part of the
repayment plan to pay the County back for the inter-fund loan.
In response to the brief discussion about the current draft being kept as is and the insertion of new items,
Ms. Schrader stated that additional items can be inserted and ability given to turn items on and off in order to see the
effects. In response to questions, she also explained how net revenue is reflected and calculated. Net revenue is not
used because she has to show actual expenditures due to how the model is built and because County does the
financing for the actual cash outlay; spreadsheet shows the actual cash outlay and actual revenues which is what
gives the net number.
In response to Board's request, Ms. Schrader explained how a capital project fund works and clarified the
"working capital needs due to timing difference for borrowing" portion of the spreadsheet. A brief discussion was
held about what the Board would like to see in a revised draft and Ms. Schrader will provide three different
scenarios for review and use with the model:
• Completely pay as you go;
• Completely fmance; and
• Combination of the two.
Board members thanked Ms. Schrader for her hard work and stated that it was an excellent spreadsheet for
them to start working with. A copy of the spreadsheet is included as Attachment 1.
SUMMARY OF NEW HANOVER COUNTY LANDFILL, WASTEC, DATA/CONCLUSIONS
Discussion was held on the information provided by Mr. Mitchell. Mr. Mitchell explained the information
was a working document drafted in an effort to reflect two components:
1. The metrics that have been in a variety of presentations for each area; and
2. Attempt to reach some qualitative conclusions.
The document is meant to assist members in compiling conclusions and to reflect what, as a committee, can
be agreed to; not meant to reach conclusions on the overall segments, rather what the segments contribute to the
whole picture. Mr. Mitchell requested that additions be sent to Deputy Clerk Crowell for consolidation into a new
draft and asked members not to delete anything. Chairnian O'Shields asked that this item be on the October 22,
2008 agenda and asked members to submit the information for inclusion in a new draft.
DISCUSSION ON DRAFT REVIEW OF WASTE INDUSTRIES PROPOSAL
Mr. Sims stated that his draft document was based on his review of the Waste Industries Proposal and what
he has learned to date is only one scenario. He asked members to review the document and make any
suggestions/additions. Brief discussion was held that one issue needed to be understood is from the permitting side
as far as what happens if both the WASTEC piece and the landfill piece of the equation are not used and the
minimums needed to maintain the permits. The option of mothballing WASTEC and the impact on the department
was discussed; mothballing correctly is a very expensive process; it was noted that from a practical standpoint New
Hanover County has a unique asset in the landfill and in WASTEC.
DISCUSSION OF COMPOSITION AND SCHEDULING OF OUTSIDE COMPANIES' PRESENTATIONS
Discussion was held on the composition and scheduling of presentations by outside companies. General
consensus is that presentations are to be made by Waste Industries, Waste Management and Republic Services of
NC, LLC on October 29, 2008 beginning at 4:00 p.m. Option was left open for Environmental Management to
make a presentation; it will be limited to what has not been presented to date. Each group will be allowed thirty
minutes for presentation and fifteen minutes for question and answer period. The Board will develop a standard
NEW HANOVER COUNTY SOLID WASTE ADVISORY BOARD
OCTOBER 15, 2008 MEETING PAGE 3
base list of questions that are to be asked of each company; this will allow the same base items to be covered in
addition to any other questions that may be asked of each company. Chairman O'Shields noted that a member other
than himself would need to put notes together of who does or is able to do what. Brief discussion was held on the
type of presentations made during the May 19, 2008 Board of Commissioners meeting.
In response to Assistant Manager Weaver's request for clarification on what is needed for the presentations,
the general consensus is that presentations need to be more specific rather than an overview of what can be
provided. Presentations should be focused on some of the harder questions with respect to the specific proposal
with hard data and any new information to be presented should be provided to the Board prior to October 29, 2008.
INVISTA MEETING
Chairman O'Shields asked Mr. Mitchell to report on the meeting held with INVISTA representatives, Mr.
Michaelson, Director Hubbard and himself regarding methane gas. Mr. Mitchell reported that the meeting was held
prior to this meeting; Mr. Michaelson will prepare the meeting summary for presentation to the Board. Mr. Mitchell
felt the meeting was helpful and noted that the County needs to narrow down the alternatives for the project. Based
on the meeting a brief discussion was held regarding the Landfill Gas to Energy Project RFP. Consideration needs to
be given to simplifying the RFP as it is fairly complex and there are a lot of variables as well asking how it
optimizes benefit to the County. In response to questions about the RFP itself, Deputy County Attorney Burpeau
explained what interested parties normally pay for out of pocket in order to prepare a bid proposal. At the members'
request, he will investigate the legality of the idea/option that in order to bid on the ultimate RFP, an interested and
qualified bidder would contribute a certain amount of money to the County in order for the County to fund putting
wells in and start the methane quality tests; understanding that two years down the road after receiving test data on
BTU content and sulphur content, the data will be presented to the contributing bidders for their proposals and only
one will be awarded the contract while the others will have their monies returned. He will also check with the North
Carolina Institute of Government to see if any other jurisdictions have tried a similar route.
RECYCLING SITE FOR PORTER'S NECK AREA HOMEOWNER'S ASSOCIATION
Chairman O'Shields reported that Commissioner Kopp forwarded to him an e-mail from Jerry Brown with
the Porter's Neck Area Homeowner's Association. Organization is interested in a recycling drop-off site being
established in the Porter's Neck area. Mr. Brown asked that a meeting be set up to discuss this matter.
Commissioner Kopp is requesting that Chairman O'Shields set a meeting with the organization to discuss their
request. Director Hubbard reported that Lynn Bestul notified him about his conversation with Mr. Brown. Mr.
Bestul is currently exploring the area for possibilities and explained that it is a budgetary issue; recycling department
is only budgeted for six sites and a seventh site was just opened. After a brief discussion, the general consensus of
the members was that this was not a matter they should be involved in and although they are 100% supportive of
recycling and this is one of the divisions they are reviewing, this should be handled by Director Hubbard and his
staff. Chairman O'Shields asked that Director Hubbard handle this matter and notify Chairman Greer and
Commissioner Kopp of the status of the matter.
RESOLUTION FOR CONSIDERATION BY BOARD OF COMMISSIONERS ON NOVEMBER 10, 2008
Brief discussion was held about the legislative agenda item slated for the November 10, 2008 Board of
Commissioners meeting. Chairman O'Shields and Mr. Michaelson plan to be in attendance for the November 4~'
agenda review and November 10`~ meeting. Director Hubbard will attend the agenda review in Deputy Attorney
Burpeau's stead in order to answer any questions about the resolution.
Mr. Sims left the meeting at 5:35 p.m.
ADJOURNMENT
There being no further business, Chairman O'Shields adjourned the meeting at 5:40 p.m.
Respectfully submitted, n
~~
Kymberleigh G. owell
Deputy Clerk to the Board
C
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Base ProJeded
F'Y08-09 FY 1 FY10-11 FY11-12 FY12-13 FY1 -
Salary & Benefits $5,101,363 $5,255,440 $5,414,701 $5,579,535 $5,750,139 $5,926,714
Operating Expenses 7,223,984 7,549,063 7,888,771 8,243,766 8,614,735 9,002,398
Debt Service 1,066,573 663,893 520,068 294,009 291,156 116,372
Capital Outlay 49,000 51,205 53,509 55,917 58,433 61,063
Transfer to GF 75,051 77,244 79,569 82,033 84,645 87,413
Total Base Expenditures $13,515,971 $13,596,846 $13,956,618 $14,255,260 $14,799,108 $15,193,961
Offsetting Revenue
Electrical Sales (1,165,500) (1,165,500) (1,165,500) (1,165,500) (1,165,500) (1,165,500)
Scrap Sales (380,000) (475,000) (593,750) (742,188) (927,734) (1,159,668)
Total Offsetting Revenue (1,545,500) (1,640,500) (1,754,250) (1,907,688) (2,093,234) (2,325,168)
Estimated Total Tonnage 270,000 270,000 270,000 270,000 270,000 270,000
Implied Tip Fee Pre CIP/CO/M&R $44.34 $44.28 $45.18 $45.73 $47.06 $47.66
Projected
F -1 FYlt}-il F ~ FY12-1~ t~,}~4
Landfill Large Equipment 0 800,000 900,000 880,000 990,000
WASTEC Large Equipment 150,000 150,000 175,000 175,000 80,000
Unit 1 M&R 0 0 230,181 230,181 230,181
Unit 2 M&R 0 145,240 145,240 145,240 145,240
Unit 3 M&R 253,935 253,935 253,935 253,935 253,935
T/G 1- M&R 0 0 0 97,287 97,287
T/G 2 - M&R 0 0 97,287 97,287 97,287
Material Building/warehouse 0 0 0 250,000 0
Cooling Tower #1 0 75,000 0 0 0
Cooling Tower #2 0 0 95,000 0 0
Fire System Upgrade
Roof ventilation fans 125,000
20,000 0
0 0
2p,000 0
0 0
20,000
Ash Area 0 200,000 0 0 0
Tip Floor 190,000 0 0 0 0
Tank and pumps for hydro water 0 0 130,000 0 0
Positive Pressure MCC rooms 0 40,000 0 0 0
Total Large Capital Maintenance 588,935 714,174 971,642 1,073,930 843,930
CIP Projects FY09-10 FYI FY11_12 FY12-13 FY13-14
Cell Construction 6D 2,500,000 0 0 0 0
Celt Construction 6E 0 0 1,250,000 1,250,000 0
Southern Property Permitting 200,000 200,000 0 0 0
Cell Construction So. Property 0 0 0 0 1,300,000
Cell Closure (Partial Cell 5) 500,000 500,000 0 0 0
Cell Closure (Partial Cell 6) 0 500,000 500,000 0 0
Cell Closure (Partial Cell 6) 0 0 0 800,000 800,p00
C & D Processing Facility 0 0 444,460 444,460 444,460
Landfill Gas Project 0 0 0 0 0
Re-Location of Offices: 0 177,784 177,784 177,784 177,784
office construction 0 0 0 0 0
convenience site modification 0 0 0 0 0
scalehouse construction 0 0 0 0 0
Total CIP 3,200,000 1,377,784 2,372,244 2,672,244 2,722,244
Working Capital Needs Due To Timing Difference for Borrowing
Loan Proceeds 2,571,000 3,270,700 7,815,500 485,000 0
Loan Related CAPER/CIP/CO 1,925,500 3,920,000 3,389,000 2,838,500 2,569,000
Net WC Excess / (Need) 645,500 (3,800) 4,422,700 2,569,200 200
Non-Reimbursed County Funds 0 0 0 0 0
Implied Tip Fee for Balanced Budget $58.32 $52.94 $58.12 $60.93 $60.87