Minutes of the Board of Directors Meeting
October 18, 2002

The Board of Directors of the Lancaster County Solid Waste Management Authority met on Friday, October 18, 2002, at 7:30 A.M. at the Authority office, 1299 Harrisburg Pike, Lancaster, PA.

ATTENDANCE

Board of Directors present were: Chairman Ebel, Frost, Hammel, Houck, Kassees, Musser, Rosier, Snoke and Wood. Staff present were: Warner, Buller, Forster, Lausch, Norris, Olson, Zorbaugh and Dougherty. Also present were: Solicitor George T. Brubaker of Hartman Underhill & Brubaker; Jim Klecko, Covanta Energy; Ad Crable, Lancaster New Era; and citizens as listed on the attached sign-in sheet.

APPROVAL OF THE MINUTES

Mr. Ebel asked about additions or corrections to the minutes of the September 13, 2002 meeting. Mr. Frost moved that the minutes be approved. Mr. Wood seconded. Mr. Ebel called a vote; the motion passed unanimously.

PUBLIC COMMENT

Mary Glazier (269 Chestnut Grove Road) asked if the entrance to the Landfill was monitored for activity, and specifically if employees who used the facility after hours were asked to log in or out.

Mr. Warner said that there was no procedure currently in place.

Leslie Osborne (109 Oak Road) noted that the Board meeting time continues to be inconvenient for her. Ms. Osborne asked about a meeting with Spectrum in 2001 with regard to adding a fourth boiler at the Resource Recovery Facility.

Mr. Warner stated that the Authority had no plans to add a fourth boiler, noting also that the Resource Recovery Facility was constructed so that a fourth boiler could be accommodated if necessary in the future.

Ms. Osborne asked if there was a report with regard to a historical profile of the waste in the Creswell Landfill.

Mr. Warner said there were no complete reports on Creswell at present.

Ms. Osborne asked about plans to remediate Lancaster Malleable,

Mr. Warner said there were no plans to remediate that site.

Ms. Osborne asked about water tests on the Lancaster Malleable property.

Mr. Warner said there were no plans for test wells.

Ms. Osborne asked about the dirt on the back of trash trucks and if the trucks were washed each time they leave the facility.

Mr. Zorbaugh said that it was a combination of dirt and grime that gets on trucks, and that there was a regular schedule to wash the trucks.

Ms. Osborne - asked about tanker trucks at the Landfill at night, in April and May, 2001.

Mr. Zorbaugh said that years ago leachate was hauled to LASA, and sometimes hauled around the clock.

Mr. Warner added that the practice ended when the force main started.

Ms. Osborne asked about unprocessed syringes or aspirin diverted to the Landfill during Operation Clean Sweep in May, 2001.

Mr. Warner said that those materials were not diverted.

Rhea Cosentino (232 Oak Road) asked about a water sampling site that would be considered a surface water indicator for Mann's Run.

Mr. Norris said there were two monitoring points that were surface monitoring points in Mann's Run that were part of the Creswell DEP approved monitoring program, and one spring in the Frey Farm monitoring program, also approved by DEP.

Ms. Cosentino asked how long those points had been monitored.

Mr. Norris said they had been monitored for years.

Ms. Glazier remarked that the public comment time is an opportunity for the public to ask questions.

Mr. Warner said the public was welcome to make comments, but that specific questions with regard to detailed operational issues would best be asked in writing.

Mr. Ebel agreed with Mr. Warner.

Ms. Glazier reiterated that the public comment period was a chance for the public to bring its concerns before the Board and management, and to ask questions.

Mr. Snoke said that some questions from the public were of a nature that was not appropriate for a Board meeting, and were more suited to a phone call. He noted that some questions had been answered repeatedly.

Ms. Glazier noted that there were some issues that belong in a public setting, and should be shared with the Board.

NOTE: Tape failed; this portion taken from notes

Mr. Ebel stated that the purchase was according to the Consent Agreement and was also good business practice.

Donna Bare (107 Chestnut Grove Road) asked about properties in the area of the Landfill.

Mr. Warner said some would be resold, and that rental properties would be properly maintained.

Ms. Bare added that one of the Authority's rental properties had several used cars on it and it looked like a used car lot. Ms. Bare also said she saw a vehicle entering the Landfill at 4:15 P.M. and exiting at 4:40 P.M.

Penn Glazier (269 Chestnut Grove Road) remarked on the difference between a private corporation and a public authority. He added that the public would continue to attend meetings and voice their concerns.

EXECUTIVE DIRECTOR'S REPORT - Mr. Warner reported on the following:

• Resolution No. 2002-9 - Mr. Ebel read Resolution No. 2002-9. On motion by Mr. Frost, second by Mr. Rosier and unanimous vote, the Board adopted Resolution No. 2002-9. The Resolution included the purchase of 3126 River Road, and 7.2 acres, for the sum of $179,000. Mr. Warner noted that the amount was over the $174,400 appraised value of the property.
  
  
• Executing New Waste Processing/Disposal Agreements - After discussion and on motion by Mr. Snoke, second by Ms. Hammel and unanimous vote, the Board approved the Executive Director to execute all signed Agreements returned to the Authority in the form shown as Exhibit A, and approved the Authority implementing the same pricing and rebate terms contained in the Agreement shown as Exhibit A to the Lancaster County municipalities that pay the Authority tipping fees directly for Municipal Waste delivered to Authority Facilities under municipal waste collection contracts, through the year 2007.
  

FINANCE DEPARTMENT - Ms. Olson reported on the following:

• LCSWMA Preliminary Results Actual vs. Budget - All Programs for the Month ended September 30, 2002.
  
  
• LCSWMA Summary Comparison for the Nine Months ended September 30, 2002 and 2001.
  
  
• LCSWMA Accounts Receivable Report and Past Due Detail Analysis as of September 30, 2002.
  
  
• Approval of Disbursements - On motion by Mr. Wood, second by Mr. Musser and unanimous vote, the Summary of Disbursements for September 2002 in the total amount of $4,608,043 were unanimously approved.
  
  
• Appointment of Audit Committee - Chairman Ebel appointed Ms. Hammel, Mr. Snoke and Mr. Wood to serve on the Audit Committee.

ADMINISTRATIVE SERVICES DEPARTMENT - Mr. Lausch reported on the following:

• Summary Tonnage Report - During September, both total revenue tons and tip fee revenues were ahead of budget. Through the first nine months of the year, a total of 424,789 revenue tons were received, 15,455 tons ahead of budget The delivery of MSW is up 5.6%.
  
  
• Residual Waste - During September, a Waste Services Agreement was entered into with Stock Supply, Paradise. Agreements were also signed with Lancaster Malleable Castings Company and Penncast Corporation for their foundry sand. The 6,000 tons of waste per year received from these accounts will be used as alternative daily cover or as protective cover enhancement layer when a new cell is constructed.
  
  
• Grants - On behalf of the municipalities, staff prepared and submitted forty-one 904 Municipal Recycling Grant applications to DEP for the year 2001. The past two years, 904 Grants have returned almost a million dollars per year to the municipalities.

  Mr. Warner added that the 904 grant money comes from the $2 per ton fee paid to the State Recycling Fund. The Authority pays one million dollars to that fund each year.
  
  

• Insurance - Coverage was placed through Murray Insurance Associates for the Property and Casualty Insurance. A representative from AIG's liability and pollution division is scheduled to tour and audit all our operating facilities during October.
  
  
• Benefits - A meeting was held with representatives from Lancaster General's Education and Wellness Center to discuss offering Wellness programs (i.e., smoking cessation, weight loss, stress management, etc.) to Authority employees. A representative from the Wellness Center will do a presentation at the October "question and answer" lunches at the facilities and the office. Employees will be asked to complete a survey to determine if there is sufficient interest in starting programs.
  
  
• Resolution No. 2002-8 - Mr. Ebel read the resolution. After discussion and on motion by Mr. Frost, second by Ms. Hammel and unanimous vote, the Board adopted Resolution No. 2002-8 with an amendment to change the word "verbal" to "oral". The Resolution establishes James D. Warner, Carol A. Olson and Jack D. Lausch, Jr., who comprise the Pension Plan Administrative Committee, as the individuals authorized to issue instructions to the Authority's 457 Eligible Deferred Compensation Plan Trustee (Fulton Financial Advisors).

OPERATIONS DEPARTMENT - Mr. Zorbaugh reported on the following:

• Administrative - Work continued on the 2003 Facility Budgets along with Capital Equipment and Project Budgets and reviewing LCSWMA's Rules and Regulations for 2003.
  
  
• Facility Operations - All facilities operated well and were in regulatory compliance through the month of September.
  
  
• Safety Program - During the month of September, there were no notable accidents to report at any of the facilities. Items covered at the ECOPS meeting in September were Progressive Discipline Policy and Increased Safety Incentive.
  
  
• Purchase of a New Rubber-Tired Backhoe/Loader - On motion by Ms. Hammel, second by Mr. Wood and unanimous vote, the Board awarded the contract for the purchase of a two-wheeled drive rubber-tired backhoe/loader to Lancaster Tractor & Equipment for the bid price of $39,963. The bid pricing is below budget for this machine.
  
  
• Purchase of Replacement Roll-Off Containers - On motion by Mr. Houck, second by Mr. Frost and unanimous vote, the Board awarded the contract for the purchase of eight (8) New Roll-Off Containers and the trade of six (6) Used Containers to Eagle Equipment Corporation for the total Contract price of $26,282. The pricing per container is $300 less than containers purchased last year.
  
  
• Uniform Rental and Cleaning for LCSWMA Site Employees - On motion by Mr. Kassees, second by Mr. Musser and unanimous vote, the Board awarded the contract for the rental and cleaning of employee uniforms to the lowest bidder, Unifirst Corporation, for the Contract Price of $81,003.76. The projected Contract Price is 5% below the previous uniform Contract Price entered into in 1995.

RRF CONTRACT ADMINISTRATION DEPARTMENT - Mr. Forster reported on the following:

• Site Operations - Electric revenues for September were $751,762, or $79,238 below budget. Revenues fell short due to two primary reasons: the cold iron outage (i.e., cold iron means that all three units and the turbine are shut down) took three days to complete instead of two; and Unit #2's scheduled fall outage lasted 2.5 days longer than expected.

  All three boilers underwent their scheduled fall outages in September. The outages began at 6:00 p.m. on September 15th when Unit #3 was taken off-line, and ended at 10:18 a.m. on October 1st when Unit #1 was returned to service.

Covanta processed 25,107 tons of waste in September, or 18% lower than last month due to the fall and cold iron outages.



• Regulatory Activities - Randy Weiss of DEP was on site for an inspection on September 9th. His inspection report had no operational violations.

  LCSWMA and Covanta personnel conducted 3rd Quarter ash sampling activities from September 5 - 11. Preliminary results show the ash to be within regulatory limits.
  
  

• Other Activities - Craig Davis of R. W. Beck was on site from September 24 - 25 to perform work related to the annual RRF audit.

  A meeting was held with Covanta personnel and Univar (the company that supplies water treatment chemicals to the RRF) relative to pricing for next year.

TECHNICAL SERVICES DEPARTMENT - Mr. Norris reported on the following:

• Capital Project Administration

  1299 Renovations - Despite repeated attempts by the Architect and staff, the General Contractor has not supplied the labor or materials necessary to complete the renovation project. The General Contractor has been notified that the Agreement has been terminated. We will not incur additional costs to close out the project. Another firm will be engaged to complete the general contracting work.

  Creswell Re-use Studies - ARM continued to evaluate findings from the sub-surface investigation. A field "walk-about" was completed with PALE representatives regarding the landscape buffer. Field work will be incorporated into Rettew's final drawings.

  CFI Property - Notice has been received from DEP that they have begun their review of the Final Remedial Investigation Report and Clean-up Plan. During October, staff will be preparing a Request for Proposals regarding the retaining of a design consultant for the renovated Transfer Station Site.

  Cell 5 - Nineteen (19) responses have been received from firms during the Request for Qualifications process. Qualified bidders will be receiving documents around October 18th.
  
  

• Technical Support

  Radiation Monitoring - The hand-held equipment has been received and staff training has begun. Fixed equipment is scheduled to be installed with implementation of the program in December.
  
  

• Facility Compliance and Assurance

  SRBC - We hit our "trigger" regarding flow augmentation to the Susquehanna River on September 8th and were required to meet our Susquehanna River Basin Commission docket conditions until September 15th.

  Laboratory Analytical and Field Services - Bid Documents for Professional Services were completed during September. The Request for Proposals will be advertised and distributed to firms expressing an interest in providing the Authority these Professional Services.

CITIZENS ADVISORY COMMITTEE

The CAC did not meet last month.

EXECUTIVE SESSION

Mr. Warner stated that there was no need for an Executive Session.

OTHER BUSINESS

2003 Draft Budget - Mr. Warner and Senior Managers briefed the Board on the Preliminary Budget for 2003.

Communications Program - Ms. Buller reported on the following:

• Educational Video - JPL Productions in Harrisburg has been identified as a possible production company to produce an educational video outlining the integrated system. They have produced many educational videos for PaDEP, and have sent the Authority a proposal that is currently under review.
  
  
• Recycling Award - The Authority has won a "Community Recycling Leadership Award" from the RBRC (Rechargeable Battery Recycling Corp.). They select three award winners a year representing different regions of the U.S.; the Authority has won for the East Coast.
  
  
• Newsletters - The Hauler Newsletter and an Employee Newsletter, the "Garbage Gazette", are in draft form and will be mailed within the next few weeks.
  
  
• Educational Literature - Two pieces of educational literature that are geared towards children are being prepared. They would be distributed to school groups before they tour our facilities, and other possible outlets such as open houses.
  
  
• Press Release - A press release outlining the Authority's policy on untarped loads coming to the landfill was sent to the Columbia Ledger. An article ran in the newspaper the week of September 16.
  
  
• Public Information Form - The Public Information Form has been posted on the Authority web page and can be downloaded. The form has also been "embedded" so that it may be completed on-line and sent as an e-mail.

ADJOURNMENT

There was no other business to come before the Board. On motion by Mr. Kassees, second by Mr. Snoke and unanimous vote, the Board meeting adjourned at 11:05 A.M.

APPROVED BY THE BOARD OF DIRECTORS OF THE LANCASTER COUNTY SOLID WASTE MANAGEMENT AUTHORITY THIS 15TH DAY OF NOVEMBER, 2002.

Lester O. Houck, Secretary