ROANOKE VALLEY RESOURCE AUTHORITY
1020 Hollins Road, NE
Roanoke, Virginia 24012-8011
Minutes
May 23, 2012
The Roanoke Valley Resource Authority met this day, Wednesday, May 23, 2012, at
12:00 noon at the Tinker Creek Transfer Station, 1020 Hollins Road, N.E., Roanoke, Virginia,
the fourth regular scheduled meeting for the calendar year 2012.
OPENING CEREMONIES
Call to Order:
Chair Green called the meeting to order at 12 noon. The roll call was
taken.
Members Present:
Chair Anne Marie Green, Bob Bengtson, Jim Harkness, Suzie Snyder,
Keith Tensen
Members Absent:
Chris Lawrence, Rebecca Owens
Staff Present:
Dan Miles, Chief Executive Officer; Steve Barger, Operations Manager,
Deborah Charles, Board Secretary; Mark Williams, General Counsel
Others Present:
Doug Decesare, HDR, Inc; F. Kevin Hutchins, MGT, Treasurer, County of
Roanoke, Virginia
Chair Green welcomed Doug Decesare, HDR, Inc. and Roanoke County Treasurer Kevin
Hutchins, to the meeting.
Approval of Minutes – Board Meeting
Mr. Bengtson moved to approve the March 28, 2012 minutes, seconded by Mr.
Harkness, and carried by unanimous voice vote with Mr. Lawrence and Ms. Owens absent.
Agenda Amendments
There were no agenda amendments.
NEW BUSINESS
There was no new business.
REPORTS
Financial Report
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May 23, 2012
Mr. Miles reviewed the financial reports for the ten months ended April 30, 2012. On a
straight-line basis the Statement of Operations for the ten months period ended in April 2012
indicates 79% revenue which is offset by total operating expenses of 72%. A $1 Million dollar
surplus was projected for the end of Fiscal Year 2011-2012.
Waste Tonnage Report
Mr. Miles reported that the total year-to-date tonnages for the ten months ended April
2012 are trending at 79%. Year-to-date the municipal tonnage was a little more than budgeted
and the commercial tonnage was approximately 5,000 tons less than projected in the budget.
Scrap Metal Recycled
Mr. Miles reported that we received a partial payment for scrap metal from Cycle
Systems for March but they are still in arrears for April 2012.
Project Status Report
Mr. Miles reported that there is an error on the Rutrough Road Groundwater
Monitoring and Assessment of Corrective Measures of the Project Status Report. The contract
is $40,000 and the amount paid is $0 rather than $40,000.
Mr. Miles stated that next month a presentation will be made for the Landfill Gas
Management and Utilization Project at the Smith Gap Regional and Rutrough Road landfills.
Chair Green moved to receive and file the reports, with the correction to the Project
Status Report, seconded by Ms. Snyder, and carried by the following recorded vote:
AYES:
Mr. Bengtson, Ms. Green, Mr. Harkness, Ms. Snyder, Mr. Tensen
NAYS:
None
ABSENT:
Mr. Lawrence, Ms. Owens
INFORMATION
Clean Valley Day Results
Mr. Miles reported that Saturday, March 31, 2012 was Clean Valley Day. The Authority
received 59.63 tons of waste and $3,092 disposal fees were waived.
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Amendment to Household Hazardous Waste Contract
Mr. Miles reported that the Authority originally executed a Household Hazardous Waste
contract with Clean Harbors, Inc. on July 1, 2009 which provides for up to four additional oneyear extensions. The Chief Executive Office has executed the third extension to the original
contract effective July 1, 2012. The original unit costs pricing increased by 5 percent and the
total spending cap was reduced from $50,000 to $40,000. Mr. Miles stated that the contract
extension is within the limits previously established by the Board for the Chief Executive Officer
to authorize without a formal resolution.
Amendment to Groundwater Contracts
Mr. Miles reported that the Board authorized staff to enter into a fixed price agreement
with Draper Aden Associates for environmental monitoring at the Rutrough Road and Smith
Gap Regional landfills on February 27, 2008. The agreement allows for up to four additional
one-year mutual extensions. The Chief Executive Officer has executed the fourth and final
extension authorized under the contract. The total Smith Gap Regional Landfill fee of $22,500
will remain the same as the original contract; however, the total Rutrough Road fee will be
$40,000 this year, which is an increase of $3,000 over last year’s fee. The reason for the fee
increase is related to the Corrective Action Plan that has been submitted to the Virginia
Department of Environmental Quality. This contract extension and cost increase is within the
limits previously established by the Board for the Chief Executive Officer to authorize without a
formal resolution.
Contract Amendment for Landfill Gas Monitoring for Smith Gap Regional and Rutrough
Road Landfill
Mr. Miles reported that On June 22, 2011, the Board authorized staff to enter into a oneyear agreement with Richardson, Smith & Gardner (RSG) and Associates, Inc. to provide
regulatory environmental monitoring services, specifically landfill gas, at the closed Rutrough
Road Landfill and the active Smith Gap Regional Landfill and to conduct a beneficial use study
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May 23, 2012
for the landfill gas as well. On January 1, 2010, the Environmental Protection Agency
promulgated a new federal law requiring operating entities, including municipal solid waste
landfills that emit over 25 MG/ton of green house gases to report their emissions on an annual
basis, typically April 1. However, due to some problems with the EPA’s web page, e-ggrt, we
were not able to report the 2011 results until after July 1, 2011; therefore, RSG had to submit
two sets of green house gas emissions results for the Authority during the last fiscal year. The
existing contract allows for RSG to submit the e-ggrt on the Authority’s behalf. This contract
amendment is for an additional $3,500 each for the Smith Gap Regional and Rutrough Road
Landfills to report our green house gas emissions. The Chief Executive Officer has executed an
amendment to RSG’s contract for the additional reporting. The total change order amount was
$7,000.00 which is within the limits that were established by the Board for the Chief Executive
Officer to authorize without a formal resolution.
Presentation and Discussion of Authority’s Investment Portfolio
Mr. Kevin Hutchins, Treasurer of the County of Roanoke, presented an Investment Recap of the RVRA based on the current economic conditions. A copy of the power point
presentation is attached to and made a copy of these minutes. Mr. Miles stated that Ms.
Owens, RVRA Treasurer, will add a report to the monthly Financial Reports that will summarize
the Authority’s investment.
CLOSED MEETING
At 12:50 p.m. Mr. Bengtson read the following statement to the Board of Directors and
left the meeting: “Because I am employed by the City of Roanoke, in accordance with the letter
I have previously placed on file with the Authority Secretary, in order to avoid any appearance
of impropriety and to further the purposes of the State and Local Government Conflict of
Interests Act with regard to the Hollins Road Widening Project, I am disqualifying myself and
will abstain from taking any part in this matter.”
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CLOSED MEETING
At 12:52 p.m. Mr. Tensen made a motion to request that the Authority convene in a
closed meeting to discuss or consider the disposition of publicly held real property, where
discussion in an open meeting would adversely affect the bargaining position or negotiating
strategy of the Authority, specifically being in connection with and related to the VDOT Hollins
Road Widening Project, pursuant to section 2.2-3711.A. (3), Code of Virginia (1950), as
amended. Ms. Snyder seconded the motion, which carried by the following recorded roll call
vote:
AYES:
Ms. Green, Mr. Harkness, Ms. Snyder, Mr. Tensen
NAYS:
None
ABSENT:
Mr. Bengtson, Mr. Lawrence, Ms. Owens
At 1:48 p.m. Mr. Tensen moved, with respect to any Closed Meeting just concluded, that
each member of the Authority certify to the best of his or her knowledge that: (1) only public
business matters lawfully exempted from open meeting requirements under the Virginia
Freedom of Information Act and (2) only such public business matters as were identified in any
motion by which any Closed Meeting was convened, was heard, discussed, or considered by
the Authority. Ms. Snyder seconded the motion, which carried by the following recorded roll call
vote:
AYES:
Ms. Green, Mr. Harkness, Ms. Snyder, Mr. Tensen
NAYS:
None
ABSENT:
Mr. Bengtson, Mr. Lawrence, Ms. Owens
MEMBER COMMENTS
None.
ADJOURNMENT
At 1:48 p.m. the meeting adjourned Wednesday, May 23, 2012.
Respectfully submitted,
Deborah T. Charles
RVRA Board Secretary
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