APPROVED MINUTES. North Renfrew Landfill Operations Board Meeting APPROVED Minutes of Meeting

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1 Date: May 30, 2016 Time: 7:00 P.M. Location: Point Alexander Meeting Room NORTH RENFREW LANDFILL OPERATIONS BOARD Laurentian Hills Municipal Building Hwy 17, R.R. #1, Deep River, Ontario K0J 1P0 Telephone: (613) Fax (613) Web: North Renfrew Landfill Operations Board Meeting APPROVED Minutes of Meeting Chair Dick Rabishaw Resident/Fifth Member Present Vice Chair Bob McLaren Town of Deep River Present Deputy Mayor Anne Giardini Town of Laurentian Hills Present Councillor Terry Myers Town of Deep River Regrets Councillor Brenda Blimkie Town of Laurentian Hills Present SLC Chair Annie Oesinghaus NRLOB s Site Liaison Committee Present Coordinator James Leon NRLOB Present Jon Kiteley NRLOB s Environmental and Education Committee Regrets 1 Call to order. The Chair Called the Meeting to order at 7:00 pm. 2 Adoption of the Agenda for the current Meeting. Board Members examined the Agenda. Moved by: Seconded by: Brenda Blimkie Anne Giardini That the Agenda be accepted as presented. Carried. 3 Declarations. 4 Delegations. 1

2 5 Review and acceptance of Minutes and List of Actions of Meeting of April 4, Members discussed the Minutes and List of Actions from the April 4 th Meeting. James stated that the following actions had been addressed: List of Actions from the April 4, 2016 Meeting. i. That Chair Rabishaw signs the letter to the Towns about the meeting in Deep River with no agenda and no invitation to Board Members. James will then send it to the Towns. Done. ii. That James contacts the OVWRC about how they handle large liquid Ni-Cd batteries that are taken to their HHW/MHSW Depot. James should also prepare a sign about large liquid Ni-Cd batteries. Steve Munroe of OVWRC said that this has happened once at their HHW Depot and it cost them thousands of dollars. Steve said that if it happens again the liquid Ni-Cd batteries would be turned away. The OVRWC s web site s HAZARDOUS WASTE PAGE STATES Hazardous or Special Waste NOT Accepted includes Wet cell Nickel-Cadmium (Ni-Cd) batteries. A Draft of the sign for Board approval is as follows: NOTICE WET CELL Ni-Cd BATTERIES are not accepted at the Baggs Road HHW Depot. Information about disposal of these batteries is available from the NRLOB s Coordinator at and leave a message. Members discussed this matter and asked James to find the cost that the Board paid for accepting wet Ni-Cd Batteries and per pound and to update the draft sign and send this information to the Board for discussion during the August 29 th Board Meeting. He should also prepare a draft ad with this information to be approved and run in the NRT. iii. That James sends the current Tipping Fee Schedule for the Baggs Road Site to Board Members. OK sent. iv. That Board Members each prepare an updated Fee Schedule to reflect adjustments for larger loads of waste to be landfilled and to all. Bob has provided his suggested changes. This item is addressed as Agenda item 8. b. of this Meeting. v. That James reminds Board Members the week of May 2-6 of HHW/WEEE Day on Saturday May 7, :00 am to 12:00 noon. Done. Brenda Blimkie attended. vi. That James informs EEC and SLC Members of the requirements the Board s Auditors have for loans to purchase and sell materials such as composters and that James provides a cash box and receipt book as required. Jon Kiteley was contacted and is OK with this. vii. That James prepares a draft letter to the Towns informing them that the NRLOB s Landfill Site will begin accepting clear bags of garbage only at the Site on September 1, 2016 with a 1 month grace/adjustment period. OK, prepared, signed by Chair and sent. viii. That James drafts an information handout about the value of the Site and how waste reduction measures, such as going to clear bags only and/or bag limits, and not permitting pickup of 2

3 recyclable materials and compostable yard and garden wastes will dramatically extend the Landfill s life. The Draft Handout was prepared and sent for comments. 6 Business arising from previous minutes that is not dealt with elsewhere in the Agenda. 7 Correspondence. a. Correspondence from and to LH CAO Sherry Batten re clear bags and C of A/ECA. James reported that Sherry had asked to see information about the C of A that gives the Board the authority to go to clear bags without the approval of Council. He replied: Hi Sherry; The Board should be able to demonstrate that part 7. of the ECA is being followed. Recently, MOE Inspections are becoming more thorough and a clear bag program will be very helpful. The ECA is attached. Part 7. is: 7. LANDFILL DESIGN AND EVELOPMENT Approved Waste Types (l) Only solid non-hazardous municipal waste including asbestos as defined under Reg. 347 shall be accepted at the Site f o r Landfilling. (2) The Owner shall develop and implement a program to inspect waste to ensure that the waste received at the Site is of a type approved for acceptance under this Approval. (3) The Owner shall ensure that all loads of waste are properly inspected by Trained personnel prior to acceptance at the Site a n d that the waste vehicles are directed to the appropriate areas for disposal or transfer of the waste. The Owner shall notify the District Manager, in writing, of load rejections at the Site w i t h i n five (5) business days from their occurrence. 8 Finance. Also, selected pages of the Intermunicipal Agreement with highlighted parts that point to the Board s Authority will be delivered to you. Thank you. James b. Suggestion by LH CAO Sherry Batten that important motions be documented in a formal manner i.e. being signed by the persons that move and second it, whether it is carried or defeated and then signed by the Chairman of the Board. James prepared a Draft of the Document and sent it to the Board for comments. Board Members examined the Draft Document and agreed that it be used for important motions. 3

4 a. Financial Report. Members reviewed the Report and agreed that we are on track with our 2016 Budget. b. Quote from National Grinding for 2016 mattresses/bulky goods grinding. James stated that this year s quote was the same as it has been historically so he called Vice Chair McLaren and as it is a budget item he agreed that we have the job done. Grinding was completed today and the invoice was received by . The invoice was about 2/3 of the budgeted amount. Vice Chair McLaren asked that James determines the number of bulky items ground in 2015 and 2016 and the costs for each event. He should then report this information to the Board. c. Two 40x60 12 ml $500 each for landfill cover; ordered and received. This cost was within our budgeted amount. Members accept this for information purposes. d. Discussion and suggestions re update of the Baggs Road Tipping Fees to reflect extra payment for large loads and discussion of draft fee schedule. The Board discussed this matter and decided that it be put on the back burner until the clear bags issue is resolved. 9 Update from the Site Liaison Committee and the Environmental and Education Committee. a. Minutes/List of Actions from the April 18, 2016 SLC Meeting. Annie Oesinghaus presented the list of actions from that Meeting. Recorded Actions from the April 18, 2016 SLC Meeting: a-i 9.a. That Members examine the clear bags and EEC Bulletin from Nora and Jon a-ii 9.b. That HHW/WEEE Day information/ads are sent to the two Towns for inclusion in their web sites a-iii 9.c That the SLC makes a decision on 2016 WRW poster contests in the three schools a-iv 9.d. That the SLC prepares and sends a letter with the TOR to residents adjacent to the Landfill a-v 9.e. That our MOE Environmental Officer be invited to each SLC Meeting a-iv 9.f. Recommendation that the SLC reviews the Baggs Rd. Landfill Site life and helps determine when the search for options for a replacement should begin. Jim will the clear bags information and Bulletin to all. Completed. Nora agreed to send these to the Towns for their web sites. Completed. This matter will be addressed during the June 6, 2016 SLC Meeting. Meggan agreed to do this action. Jim stated that he had invited her to the June 6 th Meeting. Jim will add this to the Agenda for the next Board Meeting. 4

5 b. Report on May 7 th SLC/EEC HHW/WEEE Day at Baggs Road. Annie and James reported on the May 7 th event. There were 57 vehicles with HHW and WEEE. The total volume collected was estimated to be 2,256 L. c EEC update from Jon Kiteley and Nora Waddell. No report was available. Board Members then discussed Municipalities with waste management by-laws. Head, Clara and Maria has a recent WM by-law that has done a good job of reducing the amount of waste being landfilled and increased the amount being recycled. One suggestion was to invite someone from the HCM Municipal Office to attend an NRLOB Meeting. James was asked to contact HCM with this suggestion. Vice Chair McLaren noted that Eganville also has a high diversion rate. In September 2014 Bob and Sean Patterson visited Eganville (Bonnechere Valley) to review their waste management practices. All of their C&D waste is ground and the volume left is estimated at less than 10%. Only garbage in clear bags is accepted for landfilling and the bags are purchased for $1.50 per bag. This generated 25-30K per year which is used to offset the costs of running landfill sites. 10 List of Actions from current Meeting. i. That James finds the cost that to the Board for accepting wet Ni-Cd batteries and per pound and updates the draft sign and sends this information to the Board for discussion during the August 29 th Board Meeting. He should also prepare a draft ad with this information to be approved and run in the NRT. ii. That James contacts Beaumen about recycling information and possibly having a representative attend a public meeting to educate residents of our Towns on how to properly recycle. iii. That James determines the number of bulky materials collected at the Site for grinding in 2014 and iv. That James contacts Head, Clara and Maria and asks that a representative from their office attends a Board Meeting to discuss their waste diversion. v. That the Board considers attending quarterly Councils meetings. vi. That James adds the following SLC recommendation to the next Board Meeting Agenda: Recommendation that the SLC reviews the Baggs Rd. Landfill Site life and helps determine when the search for options for a replacement Landfill Site should begin. 11 Adjourn. a. The next General Board Meeting will be on August 29, 2016 in the Point Alexander Meeting Room at 7:00 pm. The Meeting adjourned at 8:10 pm. 5