2015 BOARD

Theodore J. Vonk Chair

Shana Shroll Vice Chair

William Byl Secretary

David Groenleer

Roger Morgan

Dave Bulkowski

Richard Vander Molen

Darwin J. Baas Director

Earl G. Woodworth Building

1500 Scribner Avenue NW

Grand Rapids, MI 49504-3233

Telephone: 616.336.3694

Facsimile: 616.336.3338

kcdpw@kentcountymi.gov

AGENDA

October 1, 2015

8:30 AM

Earl G. Woodworth Building Meeting Room Chambers 1500 Scribner Avenue NW

Grand Rapids, Michigan 49504

I. Call to Order

II. Public Comment

III. Review and Approval of Minutes

IV. Administration

A. DPW Efficiency Study Presentation – Harvey Gershman, GBB

V. Solid Waste Operations

A. 2016 Disposal Rates – Action Request

B. Transfer Trailer Bid Award – Action Request

VI. Finance and Administration

A. Scalehouse Software Management – Action Request

VII. Waste-to-Energy Facility Operations

A. 2016 Disposal Rates – Action Request

VIII. Approval of Monetary Outlays

IX. Director’s Report

A. Solid Waste Management Ordinance Implementation Timeline

B. Kentwood Landfill Gas Collection/Flare System Update

C. 12th Annual Mayors’ Grand River Cleanup - WMEAC

X. Miscellaneous

XI. Adjournment

KENT COUNTY BOARD OF PUBLIC WORKS

September 3, 2015

8:30 AM

Earl G. Woodworth Building Meeting Room Chambers 1500 Scribner Avenue NW

Grand Rapids, Michigan 49504

MEMBERS PRESENT: Commissioners Vonk, VanderMolen Shroll, Bulkowski, Morgan,

Groenleer

OTHERS PRESENT: Darwin Baas, Director; Elissa Soto, Office Manager; Kimberly Williams,

Finance Division Director; Chris Robinson, WTE Operations Manager;

Dan Rose, Solid Waste Operations Manager; Cal Brinks, Purchasing

Division; Kristen Wieland, Community Relations Coordinator; Nicholas

VanderVinne, Resource Recovery/Recycling Manager; Kimberly

Alexander, Tracey Croskery; Gene Fowler; Linda Howell, KC Corporate

Counsel; Harvey Gershman, GBB; Bill Stough, Sustainable Research

Group (SRG);

I. Call to Order

The meeting was called to order at 8:30 a.m.

II. Public Comment

None

III. Consent Agenda

A. Review and Approval of Minutes B. Approval of Monetary Outlays

MOTION:

It was moved by Commissioner VanderMolen and seconded by Commissioner Groenleer to approve the Consent Agenda.

Motion carried unanimously.

IV. Administration

A. Zero Waste to Landfill Study Presentation with GBB

Harvey Gershman, Gershman, Brickner & Bratton, Inc. (GBB) and Bill Stough, Sustainable Research Group (SRG), were asked to research opportunities for the

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DPW to work with industries to increase Zero Waste to Landfill (ZWTL) options in the region; they were present to brief the Board on their findings.

Some highlights of their presentation were:

The consultants were asked to communicate with major regional industries interested in ZWL.

They were asked to determine feedstock available for processing

They evaluated approaches and technologies.

Data was collected through meetings with major manufacturers and through independent research.

These industries were highly motivated for ZWL

Industries find high value in having the County for a partner in reuse/recycle

There is a significant fuel supply

It was recommended that the County develop a conceptual site plan for SKL environmental industrial park

Commissioner VanderMolen stated that although a lot of information was presented, all should take the time to process the information. He suggested that the Board and staff visit some of the recommendations in the future. He added that that if the industry is involved that the Department can be as well but cannot do this without industry support.

V. Resource Recovery and Recycling Operations

A. Loader Purchase

Review and approval for the purchase of a new rubber tire loader for the Recycling & Education Center was requested. In March 2015, staff recommended and the Board approved the low bid (price of machine, guaranteed maintenance and guaranteed buyback amount) submitted by Alta Equipment Company from Byron Center for a 2015 Volvo L45GS in the amount of $252,770.

The loader was delivered in late April and has significant, ongoing mechanical, hydraulic and electrical problems. As a result the purchase order has been cancelled for cause.

In August the Board approved the purchase of a new loader for the North Kent Transfer Station and staff is recommending the purchase of the same CAT Loader Model 924K submitted by Michigan CAT of Grand Rapids, MI in the amount of $197,083. A guaranteed buyback amount of $52,000 is provided and Guaranteed Maximum Cost of Repairs of $99,000. Michigan CAT of Grand Rapids has agreed to provide a second loader with immediate delivery with the same pricing structure.

Purchasing and Corporate Counsel have reviewed and approved this request.

MOTION:

It was moved by Commissioner Byl and supported by Commissioner Shroll to award the purchase of the Rubber Tired Loader at the Recycling & Education Center to Michigan Cat of Grand Rapids Michigan in the amount of $197,083 and authorize the Director to execute the contract for Guaranteed Maintenance for $99,000.

Motion carried unanimously.

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B. RRT Phase II Proposal

Staff presented a request for the review and approval for RRT to complete Phase 2 detailed analysis of the Kent County’s Material Recycling Facility. The recycling and education center has been in operation since 2010. In July 2015 RRT completed a five year review (phase 1) to assess facility operations. Due to changes in material composition and other factors the facility is currently operating at 14 tons per hour throughput. The facility was designed at 18 tons per hour.

The purpose of Phase 2 is to complete a detailed analysis of the factors related to limitations in throughput, baling capacity, materials recovery, glass handling and any others identified in Phase 1. RRT will rebalance, train staff and test the system. A report will be issued providing analysis and recommended changes to operating procedures, capital improvements, preliminary drawings, costs estimates, projected staffing requirements, projected changes to operating rates and projected production rates. The cost of Phase 2 engineering is $45k.

MOTION:

It was moved by Commissioner Byl and seconded by Commissioner VanderMolen to approve RRT to complete the Phase 2 detailed analysis of the Kent County Material Recycling Facility at a cost not to exceed $45,000.

Motion carried unanimously.

VI. Accounting & Finance

A. 2015 Budget Adjustment

Director Baas presented a request for the approval to Amend the 2015 Department of Public Works Annual Budget. The 2015 Department Budget is being amended to account for increased tonnage and additional expenditures.

The budget amendment is attached for your review.

Item 1: (Lines 1-5) This is an adjustment for an additional 15,000 tons at South Kent Landfill. We are adjusting expenses associated with the increased tonnage (Cell Inventory and Landfill Cell Closure) in addition to increasing expense line items related to the maintenance of the haul road and equipment repair and maintenance.

Item 2: (Lines 7-18) This adjustment is for an additional 16,000 tons at North Kent Transfer Station. Income from the Solid Waste division covers expenses for several departments within Public Works. We are adjusting the contract labor expense at the Materials Recycling Facility. The 2015 contract with Goodwill was signed after the 2015 budget was completed. Expenses at the Kentwood Landfill mandated by the EPA during their Five Year Review have also been included in this adjustment.

Item 3: (Lines 21-23) This is an adjustment for an additional 25,000 tons at the Waste-to-Energy Facility. Included are the expenses associated with this revenue, i.e., transfer costs to South Kent Landfill and related disposal costs.

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MOTION:

It was moved by Commissioner VanderMolen and supported by Commissioner Shroll to approve the 2015 Budget Amendment and recommend approval to the Board of Commissioners.

Motion carried unanimously.

B. Letter of Credit

Staff requested the review and approval of Amendment No. 2 for Financial Assurance Letter of Credit. On December 03, 2009 a Letter of Credit was issued by Fifth Third Bank for $1,024,000. The Letter of Credit provides Financial Assurance to the State of Michigan for the cost of closure, post-closure maintenance and monitoring for the solid waste disposal facility known as South Kent Landfill as required by the State of Michigan. The Michigan Department of Environmental Quality is named as beneficiary on this Letter of Credit.

As new cells are constructed at the landfill, the additional financial assurance is required when new cells are certified with the State of Michigan. On December 13, 2012, the Letter of Credit was amended and increased to the current amount of $1,150,000 for Cell 35.

Cell 37 is currently under construction at South Kent Landfill and will be certified with the State later this year. The additional 6 acres of the newly constructed cell will increase the financial assurance requirement approximately $250,000 and staff is requesting the line of credit be increased to $1,400,000 to cover and will cost $10,500 annually for this increased amount.

MOTION:

It was moved by Commissioner Shroll and seconded by Commissioner Groenleer to amend the Letter of Credit with Fifth Third Bank for Financial Assurance to $1,400,000.

Motion carried unanimously.

C. 2016 DPW Accrual Basis Budget Adoption

Adoption of the DPW 2016 Accrual Budget, as submitted to the County Administration. Each year the Department prepares a Rate Study for its operations. This rate study is a cash basis income statement. Its primary use is to set the disposal rate that will be charged to cover cash expenditures that include: wages, benefits, all operating expenses, capital improvements and debt payments.

The Budget submitted to the Controller’s Office is a full accrual basis budget. Our audited financial statements are filed on this basis. Therefore, the rate study has adjustments for the following items: capital improvement plan expenditures, principle payments, depreciation and amortization expense, cell construction reserve and internal fund contributions.

We are requesting this approval as we have discovered that, if the Board of Public Works (BPW) approves this for 2016 and succeeding years, the subsequent budget adjustment can be handled at the BPW level and need not go further. This approach for enterprise fund budgeting was recommended by the County Budget Director.

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MOTION:

It was moved by Commissioner VanderMolen and supported by Commissioner Shroll to adopt the 2016 Accrual Budget for the Department of Public Works showing revenues of $40,131,610 and expenses of $40,131,610.

Motion carried unanimously.

VII. Director’s Report

A. Customer Appreciation Day

The Department will be hosting a Customer Appreciation Day at all of its sites on Thursday, September 24 from 11 – 2 p.m.

B. Battery Collection Program

Call2Recycle (formerly the Rechargeable Battery Recycling Corporation) provides 30 battery recycling drop off sites in Kent County for rechargeable batteries containing heavy metals. DPW and its partners are eliminating the longstanding battery collection program put in place 25 years ago to keep batteries with heavy metals out of the WTE. Alkaline batteries no longer contain mercury and can safely be placed in the trash. This program change will save $42,000 annually.

C. Illegal Dumping at Recycle Stations

The DPW drop off centers continue to experience illegal dumping. Corporate counsel will be looking at statute to recommend to Director how best to incorporate a civil fine for illegal dumping for the BPW to consider.

VIII. Miscellaneous

None

IX. Adjournment

The meeting was adjourned at 9:55 a.m.

MEETING DATE: October 1, 2015 AGENDA ITEM#: V – A

ACTION REQUESTED:

Approval of the 2016 Waste Description and Rates schedule for the North Kent Transfer Station, the South Kent Landfill and the Material Recycling Facility

SUMMARY OF REQUEST:

Attached is the proposed 2016 Waste Descriptions and Rates Schedule. The proposed rates for South Kent Landfill and North Kent Transfer Station include the Kent County Solid Waste Surcharge of $1.68 per ton. The Material Recycling Facility’s rate of $10.00 per ton starting in 2016 was added to the rate schedule. The rate schedule proposes a $0.75 increase for minimum charge customers with a car; pickup, van and SUV; car and trailer; and truck and trailer loads for 2016. A prorated percentage of the Environmental and Safety Fee, Michigan Surcharge and County Surcharge are included in these per load fees. Staff is recommending approval of the 2016 Waste Descriptions and Rate Schedule.

SUGGESTED MOTION:

It was moved by______________ and seconded by____________ to approve the 2016 Waste Description and Rates schedule for the North Kent Transfer Station, the South Kent Landfill and the Materials Recycling Facility.

ATTACHMENTS:

2016 Disposal Rates 2016 Waste Description SKL Rate History

GOVERNING/ADVISORY BOARD APPROVAL DATE: October 1, 2015

DEPARTMENT DIRECTOR: _____________________________________________________________

BOARD OF PUBLIC WORKS ACTION REQUEST

SUBJECT: 2016 Disposal Rates

DIVISION: Solid Waste Division

PREPARED BY: Kimberly Williams, Finance Director

KENT COUNTY DEPARTMENT OF PUBLIC WORKSDISPOSAL RATES

Rate

Environmental

& Safety Fee

Michigan

Surcharge

Legacy

Surcharge Total

Per Ton Per Ton Per Ton Per Ton

$36.10 $0.50 $0.36 $1.68 $38.64 ton

General Refuse

Waste-To-Energy Facility $45.00 $1.68 $46.68 tonGeneral Refuse

Special Waste $90.00 $1.68 $91.68 tonApproved special burns

Material Recycling Facility $10.00 $10.00 ton

Vehicle

Car load - trunk only 20.00$ load

Pickup, van or SUV load 30.00$ load

Car and trailer loaded 40.00$ load

Trailer load (nothing in vehicle) 30.00$ load

Truck and trailer loaded 50.00$ load

Item

Appliances 20.00$ each

Mattress or box spring 10.00$ each

Propane & Helium Tanks

Up to 20 lbs. 3.00$ each

20 lbs. + 25.00$ each

Tires

Regular - up to 42" diameter 4.00$ each

Large - over 42" - 50" diameter 6.00$ each

Televisions

27" and Under - Resident 10.00$ each

27" and Under - Non-Resident 15.00$ each

28" and Larger - Resident 20.00$ each

28" and Larger - Non-Resident 30.00$ each

Gross Vehicle Weight (Secretary of State) 12.00$ each

Unsecured/Uncovered Loads 5.00$ each

Minimum Monthly Billing Charge (credit customers) 72.20$ monthly

Payment Methods: Cash

Check

Credit/Debit Card - 3% convenience fee added

* Vehicles exceeding gross weight limits for their DPW Vehicle Class , must leave a deposit, be weighed in and out and will be charged

the Minimum Charge or Rate Per Ton, whichever is greater. An estimated deposit is required to cover the cost of the load, no less that

$30.00.

Effective January 1, 2016

South Kent Landfill &

North Kent Transfer Station

Minimum Charge Customers

Minimum Charge *

Charge

Year Rate p/ton

Environmental &

Safety Fee State Fees

County

Surcharge Total Rate p/ton

2015 36.10 0.50 0.36 1.68 38.64

2015 36.10 0.50 0.36 36.96

2014 36.10 0.50 0.36 36.96

2013 34.50 0.50 0.36 35.36

2012 34.50 0.50 0.36 35.36

2011 34.50 0.50 0.21 35.21

2010 34.50 0.50 0.21 35.21

2009 34.00 0.50 0.21 34.71

2008 32.50 0.50 0.21 33.21

2007 32.50 0.50 0.21 33.21

2006 31.50 0.50 32.00

2005 31.50 31.50

2004 31.50 31.50

2003 30.00 30.00

2002 30.00 30.00

2001 30.00 30.00

2000 30.00 30.00

1999 27.00 27.00

1998 31.83 31.83

1997 29.00 29.00

1996 29.37 29.37

1995 29.37 29.37

1994 29.52 29.52

1993 30.34 30.34

1992 31.86 31.86

1991 32.33 32.33

1990 29.77 29.77

1989 23.59 23.59

1988 16.42 16.42

1987 14.15 14.15

1986 13.30 13.30

1985 9.60 9.60

1984 9.35 9.35

1983 8.40 8.40

1982 8.40 8.40

South Kent Landfill Refuse Disposal Rate History

G:\Administration\BPW\AGENDA\AGENDA15\10-1\V-A SKL RATE HISTORY.xlsx

KENT COUNTY DEPARTMENT OF PUBLIC WORKS WASTE DESCRIPTIONS AND RATES

2016

$36.10/Ton General Refuse Any “solid waste” means non-hazardous, non-liquid, rubbish, garbage, and refuse. Solid waste does not include the following: human body waste, medical waste, organic waste generated in the production of livestock and poultry, liquid waste, tires ferrous or nonferrous scrap, slag or slag products, yard waste, tires, computer monitors or any other waste regulated by State Statute or as defined by the Director. $75.00/Ton Large Tanks * Any bulk tanks generally 250 gallons or more. $75.00 Trees and Stumps * Yard wastes as defined by PA 451 are prohibited. $300.00 Troublesome Plastics * Any plastic, Styrofoam, light paper or fine particle material that is not securely bundled to prevent operational hazard. $55.00/Ton Dead Animals * Dead animals from agricultural operations, road kill or other sources requiring special management. $55.00/Ton Mobile Homes, Campers, Trailers, and Boats * Bulky items that require special handling including equipment and labor to manage. All appliances in mobile home or trailer are to be removed. $20.00 Appliances Any household or commercial appliances delivered for disposal or management. $3.00/Propane Tank Any propane tank 20 lbs. or less. $25.00/Propane Tank Any propane tank over 20 lbs. $4.00/Tire Automobile, Pickup Truck, Motorcycle, ATV, etc (any tire 42 inches or less). $6.00/Tire Any large tire not from an automobile or pickup truck (43-50 inches) $69.00/Ton Cut Tires (with one ton minimum) Amounts greater than 15 cut tires or 30 pieces.

$5.00/Vehicle Any loads arriving and entering that are not properly tarped or covered. $12.00/Vehicle Gross Weight Verification Weighing of any vehicle, truck trailer for the purpose of determining or verifying gross weight only.

Special Application

South Kent Landfill Only

$16.00-$35.00 Contaminated Soils, Foundry Sands, Saw Dust, Ash * Any matter contaminated by petroleum, mineral waste from castings or plating operations, which are non-hazardous, as outlined in PA 451, and also meet all rules set forth in the “Policy on the Use of the Kent County Solid Waste Disposal System”. Prior approval of rate is required. Sludge * Call for rates, prior approval required Any sludge (e.g. municipal water or wastewater sludge, paper processing sludge, industrial sludge, food processing sludge or by-products), which is non-hazardous, as, outlined in PA 451, and also meets the “Policy on the Use of the Kent County Solid Waste Disposal System”. The Director shall calculate the actual cost using a percent of solids in the sludge and/or environmental surcharge based on the chemical or physical characteristics of the sludge. Prior approval of rate is required. $28.50 Approved Charity * Any charity as approved by the Board of Public Works Notes:

1. All rates are charged by the ton unless otherwise designated. 2. Rates by Special Application designated with an asterisk are for South Kent Landfill only. 3. All rates measured by the ton will be charged a $.50/ton environmental and safety programs

fee. 4. All rates measured by the ton will be charged a $.36/ton State of Michigan fee.

MEETING DATE: October 1, 2015 AGENDA ITEM#: VI – A

ACTION REQUESTED:

To review, approve and authorize the Director to sign all appropriate documents to purchase a software system and related hardware for Scale House Operations

SUMMARY OF REQUEST:

The current scale house software, Insight Environmental Software, was purchased in late 2002 and implemented in the spring of 2003. Since that time, Insight Environmental was purchased by AMCS. The system had its last upgrade in 2012. AMCS has informed the DPW they will not provide further development of the Insight product. Deficiencies in the current software require manual processing and reconciliation such as brokering commodities at the Material Recycling Facility, one of several time consuming process that increase the risk for errors. With the 2016 implementation of a $10 per ton tipping fee at the Material Recycling Facility and the Kent County Solid Waste Surcharge of $1.68 per ton, it was determined Insight Environmental Software does not have the functionality to handle the additional fees. The Purchasing Division issued Request for Proposal 1633 for Scale House Management Software and received four responses on August 17, 2015. The Purchasing Division and Department of Public Works staff interviewed two finalists and recommend the award of the proposal to Paradigm Software LLC. The software cost estimate is $91,005. With a ten percent contingency of $9,100, the total project cost is $100,105.

SUGGESTED MOTION:

It was moved by______________ and seconded by____________ to approve the implementation of Paradigm Software LLC scale house management software and to authorize the Director to execute related procurement contracts as approved by legal counsel in the amount not to exceed $100,105.

ATTACHMENTS:

Tabulation Sheet 1633

GOVERNING/ADVISORY BOARD APPROVAL DATE: October 1, 2015

DEPARTMENT DIRECTOR: _____________________________________________________________

BOARD OF PUBLIC WORKS ACTION REQUEST

SUBJECT: Public Works Scale House Management Software

DIVISION: Finance

PREPARED BY: Kimberly Williams, Finance Director

Kent County Purchasing Division

RFP:

Date:

Description:

1633

08/17/2015

Public Works Scale House Management Software

Tabulation Sheet

Respondent Name*

AMCS

Carolina Software, Inc.

Paradigm Software

Scaleit USA

Monday, August 17, 2015 Page 1 of 1

*Note: This document shall not be construed as a comment on the responsiveness and is subject to change. This information is not an indicator of award.

MEETING DATE: October 1, 2015 AGENDA ITEM#: VII – A

ACTION REQUESTED:

Approval of the Waste to Energy Facility 2016 General Refuse and Special Waste Disposal Rates

SUMMARY OF REQUEST:

The General Refuse disposal fee of $45.00 per ton, unchanged from 2015. After reviewing the special burn rate at a neighboring facility, it was determined the Special Waste Rate will be increased from the minimum $67.50 to a minimum $90.00 for the first 2,000 pounds of material and prorated at $90.00 per ton for any additional material. With the increase, the WTE special waste rate is still 31% less than the closest alternate facility.

SUGGESTED MOTION:

It was moved by______________ and seconded by____________ to approve a 2016 Waste to Energy General Refuse Disposal Rate of $45.00 per ton and a minimum Special Waste Disposal Rate of $90.00 per ton effective January 1, 2016

ATTACHMENTS:

None

GOVERNING/ADVISORY BOARD APPROVAL DATE: October 1, 2015

DEPARTMENT DIRECTOR: _____________________________________________________________

BOARD OF PUBLIC WORKS ACTION REQUEST

SUBJECT: 2016 Disposal Rates

DIVISION: Waste to Energy

PREPARED BY: Kimberly Williams, Finance Director