SOLID WASTE TASK FORCE

Monday, March 21, 2022 - 11:00 AM

 

 

Joe Pete Wilson, Chairperson

 

Chairman Wilson called this Solid Waste Task Force meeting to order at 11:27 am with the following members in attendance: Clayton Barber, Stephanie DeZalia, Derek Doty, Jim Monty, Matt Staley, Ike Tyler, Joe Pete Wilson, Meg Wood, Mike Mascarenas and Jim Dougan. Steve McNally was absent. Davina Winemiller and Ken Hughes had been previously excused.

 

Also Present: Todd Hodgson, Hugh Harwood, Rob Wick and Dina Garvey.

 

WILSON: Good morning, weíre ready to jump into our agenda, here. The agendaís pretty basic, but these are the topics with a lot of depth.

The first one is going to be getting our Smartsheet pilot towns going, but maybe we can discuss adding some towns that want to use Smartsheet after the pilot towns are trained and up and running.

 

DOUGAN: If we could I would actually like to start with the RFP and then go to Smartsheet. Is that alright, Todd?

 

HODGSON: I can bring that up on the screen.

 

MASCARENAS: Yeah, I think it answers a lot of questions that you might have, so I think itís probably the place to start.

 

WILSON: Okay, excellent. Iíll turn it over to you guys then.

 

DOUGAN: Yeah, Mike gave us a good starting point with quite a few questions and what Todd is going to give an executive summary of what the RFP is. We are responding a little bit, Mr. Tyler, about an RFP and maybe not getting everything you hoped for out of an engineering firm, so we want to make sure we get everything weíre asking for here. So, do you want to go ahead with that, Todd?

 

HODGSON: Sure, so the questions that Mike had put together, we went through that list and tried to form an RFP according to some of those questions. So, the $40,000.00 grant package, that would be $20,000.00 in grant funds, $20,000.00 in County funds. Itís kind of a limited budget for us to work with, so the approach is to utilize town data that the towns gather from their transfer stations, as well as the County assisting them and thatís why Smartsheet comes in, to be able to pull all those records together, so that the consultant isnít going through the motions of doing all the data mining. The towns have quite a bit of data anyway, so we would be working with attendants to compile that data for a consultant.

So, the first couple of sub-categories, the history is something that probably myself and our staff work to pull together to assist the consultant to define what the current system is comprised of and then as we get into the sub-categories of garbage and recycling, those questions, basically the data collection, we put together on Smartsheet and supply data the consultant.

For infrastructure and equipment, that is in part coming from Essex County as Essex County owns most of the infrastructure, the containers and the trucks and then some information coming from the towns or their respective transfer station sites.

And then as far as the costs are concerned, this is where the consultant would step in heavily to pull together the costs for both the current system and then the implications of future regulations.

Some regulatory impacts, again, kind of a combined effort there and then outlining the options, which the consultant would be responsible for, to make sure that the grant achieves the objectives of the Local Government Efficiency Grant and the municipal restructuring application in the future. So, the idea is that this RFP and the study would result in a much bigger grant package to assist both the towns and the County with significant capital improvements that need to be made.

 

DOUGAN: So, if I were going to give a little bit of summary, really quickly, as we looked at Mikeís questions, as we looked at the overall system, we really thought a consultant could get bogged down spending all their time collecting that data. We have quite a bit of that data now and all the towns that would be willing to use to Smartsheet, right away, weíll have a little presentation on that shortly, that will make that easier of us to mine that data and then the ultimate goal, I would say, is something similar to your EMS, in that this report is going to give us a project that suggests a pilot for shared services. Thereís probably, mostly going to be about those other regulatory things that are coming, like food recycling, food waste recycling, those kinds of things and few questions or the few responses that weíve got back, so far, have actually said that people want to recycle more, our constituents what to see more plastics and things like that picked up. So, weíre going to have a consultant, basically spend most of their time on what regulations are coming and how we can provide that higher level service, similar to what your pilot did for EMS with missed calls and then hopefully a bigger grant would pay for the kind of equipment and infrastructure that we need to implement dealing with those things more efficiently and effectively, is what our ultimate goal is with this. So, weíre going to do a lot of the data mining ourselves, so that the contractor or the consultant can spend their time on that regulation and a different, weíre going to want at least different conceptual plans.

 

MASCARENAS: Just to add one thing and certainly Chairman Gillilland is conscious of this, because he participated in the EMS process. In terms of timeframe, something like this, once we decide what we want to put out to bid, this is our framework to do that. You know, weíre doing to be out to bid for a period of time, weíre going to award that bid to a consultant, weíre probably going to have a year worth of plan, thatís planís going to take probably a year in order to complete that plan and then weíre going to do application. So, okay, just to give you a timeframe, weíre probably a minimal 2-3 years out from a completed plan, pilot award from the MRF program, in terms of getting what we want to get accomplished long term. So, and the only reason I bring that up is I feel like we have a couple different deadlines, as a Committee, that we really need to look at; right? Is we really need to separate our long term goals and our short term goals and what we can accomplish quickly rather than what we want our system to look like long term. We need to figure that out. You know our Serkil contract ends the end of the year. Do we extend that or are we looking to fill that role utilizing some of process? Or resource? This planís not going to be done in time for you to make that decision. So, those decisions are going to have to come from this, this recommendation is going to have to come from this group more quickly in what you want to do in the short term versus the long term. So, just in terms of timeframes, I think itís important to keep that in mind.

 

DOUGAN: So, this step is if the Committee is genuinely happy with the plan and what weíre going to ask for in the RFP then we can move forward. It is specifically budgeted, up to $40,000.00 is specifically budgeted in the DPW budget, so we can go ahead and put that out, that RFP out or we can bring it to the Board, the Full Board to approve us to go to RFP, if this Committee is comfortable where we sit right now, what we just described.

 

WILSON: So, I guess the first question then is, are members of this Committee comfortable making the recommendation to the Full Board to proceed with it, putting out this RFP and committing to the timeline Mikeís explained and weíre going to be doing a little of the work, each town who runs a transfer station in suppling information, so that we can put our consultant on, you know put their expertise to work on more higher level things. So, does anyone of the Committee or anyone else have concerns about this?

 

DOTY: Joe Pete, Iím mostly concerned about a $40,000.00 limit to equire what we already identified as some really important information. It means, does it mean that weíre going to rely on Mike, or Jim or Todd putting in 3 times the hours that they already do when stealing $20,000.00 or $30,000.00 from somewhere to get this thing in gear where we feel it should go. I mean thereís no sense starting in a limited basis.

 

MASCARENAS: Yeah, you bring up an interesting point, you know typically we do always have limits and that kind of thing. Typically, we donít tell people that itís $40,000.00, because thatís where youíre bid will come in at; right? Thatís what there theyíre looking at, so a lot of time we donít even put that out that. I guess weíll see what the bids look like; right?

 

DOUGAN: Iíll out in at $30,000.00.

 

MASCARENAS: So, I think you bring up a good point and I appreciate you considering all of us that work here and try to make these things work, regardless of our resources. But, I think if we get the RFP out, see what they come back at, if itís something that we have to, itís not saying theyíre coming back at $40,000.00. They could come back at $50,000.00, they could come back, theyíre going to detail what it is and if itís worth reviewing, weíre going to come back to the Committee and weíll get a recommendation for the Board, if thatís the case.

 

DOTY: Just one more comment, youíve reach mentioned that Serkilís contract is done the end of this year, Iím not sure how many other companies even do that type of thing that are out there, so I think we should kind of admit to ourselves that thereís a good chance the Countyís going to be stepping in and honoring this for year, until we have a definite direction. I mean, is that on anybody elseís mind?

WILSON: Yes, thatís definitely and that will come up in more discussions, yea. But, the point about the scope of this, I mean we could add one final point in our RFP to ask for, you know have a couple of levels of additional work and what would the cost be to those, you know, you could say have a phase two and give us a proposal for that, so it would save us having to go out for another RFP, if we find weíre not getting the scope we need here. So, if we, you know, if we added a second part, you know a contingency to do, I donít know, we would have to identify what that is.

 

MASCARENAS: Yeah, I think Jim usually breaks things up, so that people have to bid on it by category, they refer to them as alternates, a lot of times in bids that we do. Is that how you were thinking, Jim? Show each item, each category, what that cost is?

 

DOUGAN: Yeah, I think we can do that, as we focus mostly on the data collection piece is what weíve done since you put out your template, Mike and that is really, we really felt that the most cost was in collecting the data. So, you know I think we can come up with a couple of alternates, you know, Todd and that way we can hopefully award the first time it comes in, even if itís a slightly smaller scope of work. I canít tell you that Iíve got them figured out yet, because I donít.

 

MASCARENAS: Yeah and those will come back to this Committee to review.

 

WILSON: Yeah, I just hate to drag it out another month.

 

MASCARENAS: I know

 

WILSON: But, maybe we could, I mean does anyone have any concerns about whatís here? You know before we jump to that bigger, do we do more. If everybodyís okay with this, our recommendation from this Committee can be we need to proceed with this now and if we add a little bit more to it, we could review it again.

 

TYLER: I just want to add that, you thought out a figure of $40,000.00, itís like any other grant, my experience with the town, is you get a grant for $100,000.00, theyíre coming back with a cost of $100,000.00.

 

MASCARENAS: Absolutely.

 

TYLER: Thatís just the way it works; theyíre going to spend every nickel of it.

 

MASCARENAS: I donít think youíre putting that down.

 

DOUGAN: Weíre not, that document is called executive summary for you, people. I have a totally different document that is the RFP that is all technical. We try to break it down into bullet points that answers Mikeís basic summary of questions.

 

TYLER: I think if youíre looking for a RFP to come in at $40,000.00 to do this, weíre all living in a fantasy world, because itís going to be considerably higher. You canít get people to anything for less than $100,00.00 these days. I mean thatís in my opinion, maybe Iím wrong.

 

MASCARENAS: Youíre not wrong, I think thatís why Jimís trying to pull out where the majority of the hours are going to spent just collecting the data and trying to set up Smartsheet, which does put more work on Jim and heís workforce to do that piece, but itís going to make the budget more feasible for us to be able to do, weíll see.

 

TYLER: Right

 

DOUGAN: Yeah, I am going to give them our D&C annual report, to the consultant, along with this data that weíre getting from each transfer station. Every transfer station, thereís some data that we hope to collect better in the future. None of you know exactly how many tons of glass or how many tons of plastic are coming from you. Thatís something we hope to identify ways to deal with that, as part of this pilot, but I think if we make the scope narrow enough as the base bid, Iím hopeful that weíll be close to that $40,000.00, but itís going to be a stretch, which is why really, I say my staff, itís Todd and Hugh are going to do most of that data, along with the stuff that every transfer station, if they can help us.

 

WILSON: Alright, any other questions or concerns?

 

DOUGAN: Alright, so, Iíll bring that as a resolution to my committee on Wednesday of this week, to go out to RFP.

 

WILSON: Great, anything else on the RFP from your team, Jim or Mike?

 

DOUGAN: Weíll try and develop a couple of alternates and then just email that out to this Committee, so they know where weíre at.

 

WILSON: Alright and then you wanted to talk about Smartsheet, next or the review of the information collected? What makes more sense?

 

DOUGAN: Why donít I just talk about, generally the information that was collected from the towns, so far, as far as, you know, we got good comments back from probably 10 or 14 towns that operate a station. The most common theme was Serkil and pick up, scheduling pick-ups, as being an issue, you know sometimes you guys are full for a number of days before they show up and then the second most issue was that your constituents wanted to see more recycling. So, with that said, without going into a lot more detail, because those were the common themes, it leads me to what I think Smartsheet would help with that first item and Serkil. I believe Joe Pete, maybe you can speak to that, if itís been better for the Town of Keene since youíve been using it and then Iíll let Hugh kind of walk people through what that process is.

 

WILSON: Yeah, so out manager uses his cell phone and the Smartsheet app to notify Serkil of what we need picked up and how soon. It also, Todd and Jim can view whatís going on there, so they can, in real time if things are moving properly or not and weíre really lucky. Itís cleaner when we notify Serkil, itís clean if they respond or not, it allows us to make some notes like then we have a glass container filled with snow, you know, you can make a note and so Serkil couldnít show up and say, oh, weíre not prepared. When they got there, theyíre were warned in advanced. So, our staff is using it really lightly and itís starting to build some of the data for the RFP. Itís easy to use. My manger said he would be happy to come to any town, if the operator there wouldnít, had questions or need some extra help, because he really feels itís made the job easier. So, itís working to get us data, which makes our consultant money go further. Itís easier to keep Serkil accountable and itís easier for the people doing the work to, you know, it makes life a lot easier. You know, thereís no leaving messages on the phone, thereís no unanswered calls, itís direct communication to Serkil.

 

DOUGAN: Serkilís old way of, or they current way of dealing with towns is someone at Serkil takes a phone call or pulls something off of the answering machine and then they write the information down on the whiteboard and you know if someone else is standing there, lining up to weight a truck going across their scales, they may forget to write that down, they may not, but itís just not real efficient. So, here weíve got some documentation and we can see whatís going on. You know, Iíve always been the complaint department. You guys generally deal with Serkil directly, but when it goes bad, I get the call, this allows me to immediately to take a look at it and see whatís going on. See if there was a notification and if I have an issue, say the baler breaks down, which happened 6 months, then I can proactively kind of look whatís in there for calls and I can start to be a problem solver rather than relying completely on Serkil. I think most people that deal with Serkil know that problem solving isnít their strength. So, I would love to see to every town use the Smartsheet and part of this data gathering would actually help.

 

TYLER: I would just like to add that I know that my attendant could not do that. I we have issues with getting things done that are a lot more simplistic. Iím not sure if any of the other towns have that issue with your attendants, but Iím not saying my attendantís going to be there for a long time, because they have been there for a long time, but I just have issues there and itís not even, I wouldnít even dare ask him, because it wouldnít work.

 

DEZALIA: I donít even know if mine has a smartphone.

 

WILSON: So, we started to document, I got the training and got it online, because I have, wanted to make sure things weíre subject to a crash. So, at the beginning, I was the backup reporter, but you know it got going pretty quickly and now Iím out of the loop, so you know, Iím not going to volunteer you guys to do that job, but at the beginning we had those same concerns. You know weíre jumping from a dial telephone to an app. Itís kind of a big transition, but for us it has worked well. I started out with similar concerns, so, I would say, letís see if we can problem solve to do it.

 

MASCARENAS: Yeah, I think each town could have a different type of setup that might work well for them. You know, in those communities like that, you can still use paper, but get them to your office, get it to your town hall and then thereís a clerk or a receptionist or whatever one of those people that input what comes from there. So, I think there are some solutions, maybe, maybe not; right? If the attendant can call the town hall and say, I need a pickup and then itís somebody elseís responsibility just to throw that in there. Then maybe we can do that kind of thing and it will work, but every townís going to be different, I am sure of that.

 

WILSON: And I think youíre putting your thumb on the growing pains, that right now, every town is doing their own thing and this is an example of us having to start sharing the resources and doing things in a uniformed way. So, I think this isnít going to be the first time it comes up that every systemís different.

 

TYLER: Iím not so sure that we have service.

 

DOUGAN: Get your broadband coordinator.

 

TYLER: Weíre in Elizabethtown, my transfer stationís in Elizabethtown. If we brought it back to Westport, we would have service.

 

WILSON: Jim and Todd, though are you ready to open it up to any town who feels theyíre prepared to do it?

 

DOUGAN: Yeah

 

WILSON: Okay

 

DOUGAN: Hugh, do you want to? If itís alright with you, just let Hugh, quickly show people, weíll try and not take too much time, but just show how that app works, right now. It is fairly simple and I would expect that out of this grant and this final report and submission that we would probably come up with a recommendation that says, there needs to be a little more connectively and hopefully we can get infrastructure to pay for some of that, down the road. If theyíre really going to coordinate all of this.

 

MONTY: So, would this work at my transfer station, Jim?

 

DOUGAN: Absolutely not.

 

MONTY: Thatís what I figured.

 

DOUGAN: Not unless you take the app and youíre the one that calls us.

 

HARWOOD: So, Iíll try not to ramble on. I do apologize, itís not the best clarity, but for basically what we kind of discussed before, pretty much whatís done now, is the attendant, pretty much calls Serkil, might leave a voicemail, might not and then they actually put it on the whiteboard. What Smartsheet is, Smartsheet is essentially a lot like Excel, itís based off of sheets and cells. The beautiful part about this is, as Rob knows, Robís department uses this a lot, is it automates. So, it can send out emails, it can, based off of automation, so basically, it can make you these forms, it can print out your report, all based on this one sheet. The beautiful thing is DPW sets it up, completely sets it up. So, Serkil is purely a user. So, we can add and subtract things, as we go. Also, each town as a very different setup, so we can curate Smartsheet to better fit each town. So, itís not just a one size sheet fits all. So, Iíll start here with the form. So, instead of the phone call, in a perfect world, the attendant will pull this up on their smartphone, click the app and it will automatic go to this form, in a perfect world. That mean that you have cell service, and various other things, depending on the person that is actually inputting the information. So, based off of this form and as you can see, itís pretty simple, I have a little description on the top; which is a little hard to read, but it just basically states whatís happening with the form, as you go through, location, thatís just your town, Iíll put in Keene for now, requested pull. This is all a dropdown menu, so they cannot type anything into this, so it has to be these particular fields. So, weíll just do cardboard here, any comments? Iíll just state comments there, but this is your comments, is your container full of snow? If youíre requesting, I know a lot of times, Joe Pete, before the requested a date. You know, they said, itís doesnít need to be done tomorrow, but if we need to done by the end of the week. So, these are little comments we can do and also, it has a file, so if theyíre using a smartphone, they can just take a picture and they can attach it with this, as an attachment. Of course it depends, again, with your attendant and various other things, but all they do is those two right there, submit and essentially if you have Wi-Fi connection, there might be a bad Wi-Fi connection here, but thatís all the attendant needs to do, right there. Now, automatically this is going to go to a sheet, which is this your master sheet. This is, doesnít have a lot in it, but this is what Serkil views, but as you can see, this row right here, I just submitted from that form. So, the beautiful thing about Smartsheet, Serkill would have just gotten an email notification saying, you have a submission, please schedule date. As youíre going through, obviously the notifications, this right here, the town requests, this is an email with the contact information, in the case of Keene, as you see down here, thereís a facilities manager in Keene who is Roger, the actual attendant, and also Joe Pete right underneath, so we can send multiple emails, as well. So, it can notify supervisors, it can notify the town clerk, attendant, etc. As you go along, go to the right, just simple stuff, requested pull, cardboard, location is town, any comments, now the beautiful thing here, is the date submitted, this is a time stamped date. No one can alter this, so now, right now we have a date and a time right when that attendant submitted this form. So, this is a lot of those little safeguards that basically, that puts everything in black and white. As we go over here, this gray is simply what Serkil will input. Schedule request, so when they put in a schedule request, they put in whatever date, when they put this date in here that status automatically changes to scheduled. Whenever this status changes, it automatically sends emails out to who weíre emailing notifications. So, even when, so you know when itís submitted, when Serkil responded and they scheduled and when it was completed. So, you know, you have a time stamp all the way through and the beautiful about this is since weíre the ones developing it and Serkilís the one thatís using it, we have a complete activity log. I can go back to the beginning of the days with this sheet and I can see exactly who changed what. So, itís just a little bit of that safeguard of it and the ability to allow the different company, an outside company to use. Again, you keep going down, assigned to. This is a beautiful part that DPW really likes, is that itís our equipment that theyíre using, so itís nice to know how frequently a piece of equipment is used. Weight scale isnít being used right now, but just as another option of what can be, the data that I can collect in Smartsheet. Any Serkill comments, any problems and then obviously the date completed. When this task goes to complete, it simply timestamps it complete and then moves it out of this sheet and into a completely different sheet.

Thatís pretty much a lot of it, again, we can have this sheet notify anyone, at any time, for any reasons throughout the whole process and then the beautiful thing, essentially after this, again, here are all the completed pulls. So, this is everything that has gone through the Town of Keene, so far. So, itís just the same page, no real reason to go over that.

What Keene sees is a report, this is another beautiful part about Smartsheet, it takes everything out of this information and puts it into a report. This is not information to change or anything like that, itís just purely for the Town of Keene to see. So, obviously you can see when a pull was requested and when a pull was completed, so you can see those response times and any other instances that have happened to it, any problematic things, any comments that were made, etc., etc., very clean and then we havenít done this. I will be quick with this one. We havenít done this with Solid Waste, but this is whatís called a dashboard. If we really want to make something clean, we can do this with Solid Waste, this right here is our department works, itís really, it takes all the information from multiple sheets and puts it on to one thatís clean on the dashboard. So, information in essence of data mining, it just makes it extremely clean in communication. I donít want to go too far in-depth, because when we do get a kickoff for your town, I will definitely talk until my blue in the face with all the attendants, but if thereís any questions with the Smartsheet.

 

TYLER: I think itís very good, you know when I took this job as Supervisors, Iíve done a lot of weird, different kind jobs that I never thought I was going to do, but now Iím going to be the transfer attendant. Iím glad I can put that into my resume now.

 

DOTY: Has this system given your town any satisfaction in the problems that you are seeing?

 

WILSON: Oh, itís huge. Itís made it easier for me to work for my staff, itís easier to see when, you know was it a problem, because our attendant ignored something or was it because Serkill ignored it? Itís really making it clear cut and once we started doing this, I couldnít advocate more strongly and Roger, who you mentioned, heís volunteered to come to anybody, you know if youíve got an attendant was hesitate or uncertain about how to use this, heís volunteered to come and you know reinforce the training the training he does and share his experience. Yeah, I would keep using this, even if we donít change anything else. Itís definitely been helpful.

 

DOTY: Can I ask a question about the history on how this came about? I have to assume that thereís been more than a yearís worth of problems that lead to some research to bring this program into use and now weíve created an accountability file, if you will, in trying to decide on how to move forward.

 

DOUGAN: If I could jump in there, as you heard me, I would say I am basically the complaint department, because the towns or your attendant works directly with Serkil and I donít hear about it, until itís gone wrong. So, quite often what I would hear and usually it was from a Town Supervisor would call and say, my attendant called Serkil 4 days ago and they havenít done anything, come pick it up. I would call Serkil and Serkil would say, I donít have any record of that and thereís two sides of every story of whereís the truth; okay? You guys are the town Supervisors, so I answer to you, but the answer youíre getting from your attendant could have been, they might have actually forgotten to call, but theyíre still telling you, because itís been noticed by somebody else, we donít know. So, Smartsheet, weíre using for what you saw for Buildings and Grounds and the projects and those of you who have that have sat through the Facilities Committee with me have seen some sheets that we have created on Smartsheet and how we try to project manage all the projects weíve had and then Joe Pete actually, the Town of Keene, they were actually doing their recycling with Casella and as they moved away from Casella, because of the dollars and cents and went back to the Countyís form of recycling, which wasnít zero sort, it had a lot of animosity from some of your residents, I guess and it just highlighted the issues and we were like, can we try this, Joe Pete? And he said yes and so we believe that it could be helpful in a lot of other situations. So, itís still ongoing, Iím still the complaint department if something doesnít go right between Serkil and the Town or if something gets broken down, Serkil doesnít call you when the balerís broken down and they might not even call me, so this will help me and quite often, if I call ahead of time we can find ways to solve some of those things a lot better than you finding out after youíre completely full.

 

WILSON: And one of the things that started the conversation between me and Jim and Todd and Hugh was we were investing in try to make a cleaner cardboard recycling stream, because it still has value and the town is investing in separate container, but we found right away that we had this great container, but if it wasnít getting picked up in a timely way, the cardboard would get wet and spoiled and wreck the whole thing. So, thatís, when they came and said, letís, weíve got this Smartsheet, letís try it and so now, you know, weíre producing more revenue from a cleaner cardboard stream, with less headaches. So, you know, in trying to work out a way to have been recycling operations, this was one of the solutions that Jim and Todd and Hugh came up with and it has worked. You know, weíre making a little extra money on the cardboard, because weíre not ending up with frequently with contaminated, wet trailers, because they didnít get picked up right away.

 

DOTY: Thank you

 

WILSON: So, reaching out to towns, should we put together an email to all Supervisors or whatís the best way to get more towns onboard with this?

 

DOUGAN: Letís put out an email.

 

WOOD: Find us new attendants.

 

DOUGAN: Yeah, letís put out an email, realistically, the three towns that have volunteered to be part of the pilot, definitely need to be part of this, right off the bat. So, thatís you, Joe Pete, whoís already using it, the Town of Moriah has volunteered and so as St. Armand. So, we have, but I think it would help, but of course, I am saying as the complaint department. Iím thinking it would help anybody that could make it work with their current attendant and Hugh loves the system. Donít get me wrong, he presents, because he loves it and heís doing a great job at tracking projects and things for us. So, heís glad to meet with whomever and see what you have for technology with your attendant or what will work. Iíll send an email out to all Supervisors.

 

WILSON: Alright, anything else from the agenda?

 

DOUGAN: Did Shaun want to talk?

 

WILSON: Yes, but you guys are all set? Any other last questions about Smartsheet RFP? Alright, thanks, Shaun, please go ahead.

 

GILLILLAND: So, I want to go ahead to this Committee first. So, Dan Manning penned a letter to Serkil basically told them to execute what the landowners, you know, for the glass dump and asked them to go and get with the landowners and answer what their remediation steps were going to be and so far Serkil has stonewalled and continues to stonewall. Before this Committee I talked to Dan, whoís going to make a phone call to them. At this point, I was called last week by the landowners and the two responsible parties and theyíre pretty upset, because theyíre on the hook with DEC of possible fine for May 31st deadline to get this place cleaned up. At this point, you know, I think that Serkil is trying to stonewall this problem and to, you know basically not have, putting leverage in on their, renewal of their contract. So, pretty tired of it, you know theyíre playing chicken with us at this point and itís time to move to the next level of, Iíll like to and Iíll talk to the DPW Board when I get more members of the Board here on Wednesday, but I think that at this point that we should, as a Board, you know give them written notification that they either execute the cleanup of this or the Board will consider punitive action on this contract and you know, probation from going forward with a renewal. You know this is going to affect us for the long term in a lot of ways for one things, for years they held it from this Board and from DPW that they couldnít get rid of their glass and dumped tons and tons and tons of it, so weíre doing this study right now and as so as the word gets out, you know, after we force them to clean it up, all that glass is going to end up in solid waste and the weights are going to go way high on us, because they donít have a way to get rid of their glass and theyíre just trying to save money by not going, either cleaning it up or transitioning to a safe mode according it to DEC and disposing of it, basically on-site in closing up the stump dumps. So, Iíve had it with them. I think itís, you know, we cannot afford at this time to have them continue, you know, unless they immediately fix this problem. If they donít, I would never vote for them on any contract again. In my opinion.

 

WILSON: Any questions for Shaun?

 

DOUGAN: Can I ask a question? Because weíre talking pending litigation; right? In what we just discuss here, we do have Tim here with the media.

 

GILLILLAND: Iím speaking as the Supervisor of the Town of Willsboro. It effects my town and as the Supervisor, my other job I am extraordinary upset that my town is used as a dump.

 

DOUGAN: Understand that, I didnít know if any of this should be, not be in the media now or not. That is the only question I am asking, Shaun.

 

GILLILLAND: I donít mind.

 

DOUGAN: Okay

 

WILSON: So, I think that also sets our agenda for our next committee meeting. Weíre going to have to look at the status where things are at with Serkil, the status of our contract and explore the options of Serkil or other alternatives, so thatís really going to be our next meeting.

 

MASCARENAS: With that being said, when is our next meeting scheduled?

 

DOUGAN: Itís not scheduled yet.

 

WILSON: In a month, basically.

 

MASCARENAS: Alright, can you pull together what it would cost you, because again, without Serkil we would be, we would have Casella and then we would have us running it, I think is really our options; right? Thereís not a lot of options in terms of what weíve seen in the past. So, I think we need to have an idea and be able to look at those two options and what they would be.

 

DOUGAN: The last time this was bid, the only two bidders that we received bids from were Casella and Serkill. Casella was significantly higher. So, if you put it back out to bid, perhaps you would get Casella again, perhaps you would get Waste Management; which is more towards Queensbury. I have worked some numbers on putting this together and Iíll have an update, Iíll have a proposed update on what it would cost for the County.

 

MASCARENAS: Well, and too, Jim, wasnít it a big issue, we use Franklin County landfill where Casella was going to use their own.

 

DOUGAN: I believe that was the case.

 

MASCARENAS: Yeah, so I think there was, it wasnít necessarily apples to apples in terms of those bids either, because of the fact that you had to bid out the landfill separately, so itís a hard comparison to make, in my opinion. If I am remembering it correctly.

 

DOUGAN: I believe youíre correct, I believe youíre correct that they were going to haul to their own landfill, rather than Franklin County.

 

GILLILLAND: I think that we also and I hate to put a lot of work on you, but you know basically something a little bit better than the back of an envelope, but not a full engineering study of the fact that weíre working for the County. So, we have a number to work with for County taking over the whole process.

 

DOUGAN: Just want Serkil does or what the towns, the towns role, as well?

 

GILLILLAND: Just Serkil, I think, to replace Serkil, for the County.

 

MASCARENAS: Yeah and that gets us to our short term goals, anyway. So, either way we have to do that work, maybe we just do it a month or two early.

 

DOUGAN: Yeah, if we were going to take over, as much notice as I could possible could have, I had 6 applicants for truck driver send in applications, only 3 actually answered the phone for the interview and only 2 showed up and 1 wasnít qualified and the other was going to be too much drama.

 

TYLER: I still have my CDL, maybe Iíll apply, I donít know.††

 

DOUGAN: Okay, I can definitely have some kind of cost proposal together for the next meeting.

 

WILSON: Does anybody have any other thoughts?

Thank you everybody, thanks for the presentation, that was really helpful, too and Iíll work with Jim to follow up with stuff and get ready for the next meeting.

 

DOUGAN: Yup

 

WILSON: Thanks everybody, have a good day.

 

 

AS THERE WAS NO FURTHER BUSINESS TO COME BEFORE THIS SOLID WASTE TASK FORCE IT WAS ADJOURNED AT 12:12 PM.

 

 

 

Respectfully submitted,

 

 

 

Dina Garvey, Deputy

Clerk of the Board