AGENDA

September 7, 2016

8:30 AM

Earl G. Woodworth Building Second Floor Conference Room

1500 Scribner Avenue NW Grand Rapids, Michigan 49504

I. Call to Order

II. Public Comment

III. Consent Agenda

A. Review and Approval of Minutes

B. Conference/Education Travel – Paradigm Software User Conference

IV. Administration

A. Service Awards: Dan Vos - 25 Years of Service B. 146th Avenue/US131 Interchange - Letter of Support C. Recycling for Newago County

V. Solid Waste Operations

A. SKL Financial Assurance Letter of Credit

VI. Environmental Compliance Management

A. Kentwood Landfill Methane Gas Migration

VII. Approval of Monetary Outlays

VIII. Director’s Report

A. WTE Outage – September 19 – October 4 B. TV/CRT Collection Update C. WM Sustainable Business of the Year – 2016 Nomination

IX. Miscellaneous

X. Adjournment

KENT COUNTY BOARD OF PUBLIC WORKS

MINUTES

June 16, 2016

8:30 AM

MEMBERS PRESENT: Commissioners Vonk, Koorndyk, Groenleer, Shroll, Bulkowski,

VanderMolen

MEMBERS ABSENT: Commissioner Byl

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

Finance Director; Chris Robinson, WTE Operations Manager; Dan Rose,

Solid Waste Operations Manager; Nic VanderVinne, Resource Recovery

& Recycling Manager; Cal Brinks, Kent County Purchasing Division

I. Call to Order

Commissioner Vonk called the meeting to order at 8:30 a.m.

II. Consent Agenda

A. Review and Approval of Minutes

B. Conference/Education Travels

i. Waste 360 Summit 2016 Conference

Review and approve conference travel for one staff and any Board Members to attend

the Waste360 Recycling Summit 2016.

ii. Resource Recycling 2016 Conference

Review and approve conference travel for one staff and any Board Members to attend

the Resource Recovery Conference 2016.

iii. Administrative Excellence 2016 Conference

Review and approval for conference travel for the Office Manager and any Board

Members to attend the 23rd Annual Conference for Administrative Excellence.

MOTION

It was moved by Commissioner Shroll and seconded by Commissioner VanderMolen to approve

the Consent Agenda.

Motion carried unanimously.

III. Administration

A. Years of Service Awards

Board and staff had the pleasure of congratulating Dan Belknap, Equipment Operator, for

25 years of service with Kent County.

IV. Environmental Compliance Management

A. North Kent Landfill Gas System and Cap Evaluation

Staff presented a request for the Board to approve CB&I to conduct an evaluation of the

North Kent Landfill gas collection system and cap. North Kent Landfill operated from 1977

to 1986. A landfill gas collection and control system was installed post closure, but due to

settling at the top of the landfill, it is no longer able to effectively control landfill gas. The

settling on the landfill has also created areas of poor drainage and ponding water on the

top of the landfill.

In order to plan for repairs, it is necessary to first complete an evaluation of the GCS and

landfill cap.

Through an RFP process, 8 proposals were received for evaluation of the North Kent

Landfill gas collection system and cap. Staff evaluated the proposals based on price,

approach to the project, staffing, references and experience. Staff recommends CB&I

perform the evaluation of landfill gas collection and cap at North Kent Landfill.

The Board asked whether CB&I was the low bidder. Dan Rose, Solid Waste Operations

Manager, stated that they were not but they were the company most qualified to do the

work.

MOTION

It was moved by Commissioner Shroll and seconded by Commissioner VanderMolen to approve

CB&I for evaluation of the North Kent Landfill gas collection system and cap for $20,410.

Motion carried unanimously.

V. Waste-to-Energy Facility Operations

A. Scheduled Outage:

Staff reported that there will be an outage at the WTE facility from September 19 –

October 3, 2016. During this time waste will be transferred out and will go to Republic’s

landfill.

VI. Accounting & Finance

A. DPW Accrual Basis Budget

Staff requested approval for the adoption of the Department of Public Works 2017 Accrual

Budget as submitted to County Administration. Each year the Department of Public Works

prepares a Rate Study for its operations. This rate study is a cash basis income statement

and its primary use is to set disposal rates to cover cash expenditures including wages,

benefits, operating expenses, capital improvements and debt payments.

The budget submitted to the Controller’s Office is a full accrual basis budget and audited

financial statements are filed on this basis. Therefore, the rate study has adjustments for

capital improvement plan expenditures, principle payments, depreciation and amortization

expense, cell construction reserves and internal fund contributions.

Annual approval of a full accrual basis budget by the Board of Public Works will streamline

and enable the Department to make necessary budget adjustments at the Board level

instead of bringing these requests to the full Board of Commissioners and was

recommended by the County Budget Director for the DPW’s enterprise funds.

MOTION

It was moved by Commissioner Groenleer and seconded by Commissioner Shroll to adopt the

2017 Accrual Budget for the Department of Public Works showing revenues of $42,690,007 and

expenses of $42,690,007.

Motion carried unanimously.

VII. Approval of Monetary Outlays

MOTION

It was moved by Commissioner Groenleer and seconded by Commissioner VanderMolen to

approve the Monetary Outlays for June 2016.

Motion carried unanimously.

VIII. Director’s Report

A. Electronics Recycling Program – Free CRT/TV collection promotion, 112,000 pounds of CRTs

were collected in the first three weeks of the program that runs through September 30.

B. Recycling Center Baler Explosion Update – A propane cylinder explosion caused significant

damage to the baler.

C. WTE Facility Assessment - GBB is conducting an assessment on overall facility condition.

D. Recycling Center Scalehouse – The design for the new scalehouse at the Recycling and

Education Center will be completed in August and an RFQ for construction will be by

Purchasing.

E. Tire Recycling Grant – The DPW was awarded a grant to collect and recycle tires. A

collection event was provided by the department for Cannon, Courtland and Gratton

Townships; over 300 tires were collected.

IX. Public Comment/Miscellaneous None

X. Adjournment

The meeting was adjourned at 9:13 a.m.

MEETING DATE: September 1, 2016 AGENDA ITEM#: III – B

ACTION REQUESTED:

Review and approve conference travel for the Finance Director to attend the Paradigm Software 2016 User Conference.

SUMMARY OF REQUEST:

Approval is requested to attend the Paradigm Software 2016 User Conference to be held October 6-7 in St. Petersburg, Florida at a total cost of $1,300. In January 2016, the DPW implemented Paradigm – CompuWeigh scalehouse software at South Kent Landfill, North Kent Transfer Station, Waste-to-Energy and Recycling and Education Center. The Paradigm Software User Conference is an opportunity for users to meet and share information, experiences and solutions and to network with each other and Paradigm Software management.

SUGGESTED MOTION:

It was moved by______________ and seconded by____________ to approve conference travel to attend the Paradigm Software 2016 User Conference.

ATTACHMENTS:

Travel Request Conference Agenda

GOVERNING/ADVISORY BOARD APPROVAL DATE: September 7, 2016

DEPARTMENT DIRECTOR: _____________________________________________________________

BOARD OF PUBLIC WORKS ACTION REQUEST

SUBJECT: Paradigm Software 2016 User Conference

DIVISION: Administration

PREPARED BY: Kimberly Williams, Finance Director

MEETING DATE: September 1, 2016 AGENDA ITEM#: IV – B

ACTION REQUESTED:

To review and approve a letter of support to MDOT for a new interchange at 146th Avenue/US131 in Dorr Township, Allegan County.

SUMMARY OF REQUEST:

In December 2015, the Director was invited to a meeting hosted by Representative Ken Yonker, 72nd District, and Mr. Jeff Milling, Dorr Township Supervisor to discuss future use of the South Kent Landfill expansion property located in Dorr Township, Allegan County owned by the Kent County Department of Public Works including the potential for a new interchange on US131 located at 146th Avenue. Representative Yonker followed up in August 2016 to provide his support for the interchange. Dorr Township has also expressed support. The Right Place, working on economic development initiatives with companies along the US131 corridor near 146th Avenue recently contacted the DPW with a similar interest and support for an interchange at 146th Avenue. Kent County DPW would benefit from a new interchange providing easier access to property acquired by the DPW for future landfill expansion and/or a sustainable business park for recycling and waste conversion technologies.

SUGGESTED MOTION:

It was moved by______________ and seconded by____________ to approve the Director sending a letter of support to MDOT for a new interchange at 146th Avenue/US131 in Dorr Township, Allegan County.

ATTACHMENTS:

Draft letter of support

GOVERNING/ADVISORY BOARD APPROVAL DATE: September 7, 2016

DEPARTMENT DIRECTOR: _____________________________________________________________

BOARD OF PUBLIC WORKS ACTION REQUEST

SUBJECT: 146th/US131 Interchange Letter of Support

DIVISION: Administration

PREPARED BY: Darwin J. Baas, Director

August 30, 2016 Mr. Kirk T. Steudle, P.E., Director

Michigan Department of Transportation State Transportation Building 425 W. Ottawa Street P.O. Box 30050 Lansing, MI 48909 RE: 146th Avenue/US131 Interchange - Dorr Township, Allegan County. Dear Director Steudle, On behalf of the Kent County Board of Public Works, I would like to provide support for development of an interchange on US131 in Dorr Township, Allegan County at 146th Avenue to provide essential access to property owned by the DPW. Starting this fall the Kent County Department of Public Works intends to develop a masterplan for property located along the west side of US131 in Dorr Township. Purchased for South Kent Landfill expansion needs, the property is being considered for an industrial business park to attract private and public sector investment in recycling and waste conversion technologies as part of a larger sustainable materials management program in West Michigan. Please feel free to contact me by phone at 616.632.7919 or by email at darwin.baas@kentcountymi.gov if you have any questions about our future plans. Sincerely, Darwin J. Baas Director CC: Representative Ken Yonker, 72nd District Jeff Milling, Dorr Township Supervisor Larry W. Brown, Managing Director, Allegan County Road Commission Bruce Culver, Chair, Allegan County Board of Road Commissioners

Nora Balgoyen-Williams, Director, Allegan County Economic Development Marc Rambo, Chair, Kent County Board of Road Commissioners

Steve Warren, Managing Director, Kent County Road Commission Eric Kind, MDOT Grand Region Engineer Rick Chapela, Vice President, Strategic Initiatives, The Right Place

August 19, 2016 Linda Ritz White, Executive Director

Recycling for Newago County 490 Quarterline Street

Newaygo MI 49337 Dear Ms. Ritz White, The Kent County Recycling & Education Center provides processing for single stream residential curbside and drop-off recycling programs throughout West Michigan. It is my understanding we currently accept residential recycling from drop-offs sponsored by Recycling for Newago County that are delivered to our facility by Cart-Right Recycling. We currently process this material at a loss of around $30 per ton. Recently Kent County DPW staff learned the RNC program is diverting fiber (paper and corrugated cardboard) away from recyclable materials collected at the residential drop-off sites. Unfortunately this effort (often referred to as cherry picking) removes the more valuable material to the detriment of the processor that relies on all the materials to generate commodity revenue. The contracts we have with waste and recycling haulers requires they deliver all materials to us. For the past few years processing facilities throughout the country have faced stiff head winds due to increased operational costs at a time when commodity values have dropped significantly and the DPW has backstopped its operational losses at the Recycling Center when like facilities have shuttered or renegotiated contracts to raise service fees. To ensure West Michigan has sufficient process capacity with stable pricing, Kent County DPW used three budget cycles (three years) to transition the Recycling Center to a sustainable business model where the facility can break even starting in 2017. The DPW does not generate net cash flow from the recycling facility despite being an enterprise fund operation. Kent County DPW can provide the following guidance and options concerning the continued acceptance of RNC material at our Recycling and Education Center:

1. That all recyclable materials including fiber be directed to our facility; or

2. Should valuable materials be collected separately or removed from comingled recyclables by the RNC, Kent County DPW will institute a $40 per ton service fee to process the material starting September 1, 2016; or

3. RNC find a new processer for cherry picked and/or separated recyclables.

Please feel free to contact me at 616.632.7919 should you have questions. Sincerely,

Darwin J. Baas Director CC: Nic VanderVinne, Kent County Resource Recovery and Recycling Manager Kim Williams, Kent County DPW Finance Director

Linda Howell, Kent County Assistant Corporate Counsel Mark Ramsey, Cart-Right Recycling