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04/29/2020 TSC Minutes

Bethlehem Transfer Station Committee

Bethlehem, NH

 

Minutes of the Meeting

April 29, 2020

 

Note:  Virtual Meeting via “Zoom”.

Committee members participating:  Nancy Strand (host), dann, Barry Zitser, Chris Jensen, Jeanne Robillard, Julie Seely, Katherine Darges, Chris McGrath, Andrea Bryant

Guest:  Nancy Flynn

 

The TSC Committee reviewed the March minutes and made the following changes:  on Page 2, misspelling of “imminent” (should be eminent) in Chris Jensen’s comment, and on Page 3, change the date on Rte. 116 site to 2011-2012.

Barry Zitser moved to accept minutes, and Nancy Strand seconded the motion. The motion passed with Andrea Bryant abstaining because she was not at the March 31 meeting.

Nancy updated Committee members about the “Zoom” meeting that she and Barry had with Michelle Moren-Gray, CEO, and Danica Melone, Planner from the North Country Council (NCC)*.

The group discussed the advantages that Bethlehem would gain by joining Pemi Baker. They have educational programs and hazardous waste removal days. They also have contract with North Country Environmental Services (NCES) and negotiate a reduced rate for all members as a group.  Lancaster might join Pemi Baker, which probably would bring down costs for all members.  Julie Seely thinks Pemi Baker negotiates with NCES every five years or so.  A Town membership is annual.

The NCC people talked about grants that might be available for various activities regarding setting up a transfer station, composting facilities, and other programs.  Danica said that they might be able to provide information and assistance for writing grants

By October 1, 2020 the Transfer Station Committee needs to beginning filling out the New Hampshire Department of Environmental Services (DES) permit application necessary to get approval for having a transfer station in Bethlehem.  We will present requests for bids to the Select Board for their approval and official submission for the following; 6-ton compactor truck, bins on wheels for moving trash, and pay-as-you-throw trash bags.

NCC suggested putting out a request for bids for a pilot program for collecting and composting food waste from schools, restaurants and other higher-volume places.

Barry reviewed Brian Patnoe’s recommendations from Littleton transfer station with the folks from NCC.

Danica Melone has a Backyard Composting flier from NCC that we can put into the town newsletter or town website.

Danica will approach NCES about having a composting program at the current transfer station on Trudeau Road.  The Town and the Transfer Station Committee should not be officially involved in this, but Chris J will make the Board of Selectmen aware of NCC’s plan in case there is a legal concern.

Danica will try to find out if a Bethlehem Transfer Station will be required to provide facilities for brush and leaf disposal or construction and demolition debris.  Our current contingency plan does not include this contingency.

NCC recommends that we have a $30,000 to $40,000 reserve fund to cover the Pay as You Throw (PAYT) program because the cost of the bags fluctuates.

USDA grants are tied to median household income requirement.  Bethlehem’s income is too high to qualify.

When putting together educational programs, Michelle Moren-Gray suggested that it is important to decide what we want to do, price it, and then add 5% to the cost.  Public outreach program should have food and open houses.

The folks at NCC reviewed the draft of Bethlehem’s contingency waste removal plan.  One thing that they suggested is that it should include a second option for the site for waste drop off. Some people will complain about the location at the garage, such as it being in too close to downtown.  Some people will complain no matter what.

[End of report on meeting with NCC.]

Julie reported on the new application by NCES for the expansion of the Trudeau Road landfill.   She said that there was a Caledonian record article that gave dates for approval of the application and completion of the expansion. She contacted Jamie Colby at DES who said that the Caledonian article reasonably presented the timeline but because of variables she could not confirm dates.  The newspaper reported that the permit should be approved in September, with the construction of the cell being complete in November.

In their annual report, Casella acknowledged its obligation to continue with its host community benefits for Bethlehem if Stage 6 is approved.  The amount that they will be hauling to the landfill will be less, and with a lower percentage of out-of-state waste.

Barry started the discussion on the draft of the Contingency Plan for the temporary transfer station. Julie recommended that wording be added to say that if the Village District decides to be part of the Town contingency plan that the Village’s participation should be tax neutral to the Town budget.

dann suggested that, if it doesn’t look like NCES will get its permit approved, that the Committee should begin its permitting process for a temporary transfer station in July, 2020 instead of waiting until October.  Julie said that a “permit by notification” could take as little as 60 days to get approved.  October to April is 180 days, which should be enough to get approval.  The Committee discussed this and the consensus was that the October timeframe seemed adequate at this time, but could be changed if necessary.  Chris J. said that he thinks we should not be too specific so that we have a little leeway in our timeline if we need it.

Andrea noted that the document sometimes talks about “the Berlin landfill” and “the Mt. Carberry landfill in Berlin” when it should say “Mt. Carberry landfill”.  Mt. Carberry landfill is not in Berlin, that particular town should be removed from the reference.  Those changes will be made.

Chris Jensen noted that the current version of the Contingency Plan document says, “Many believe it is likely that North Country Environmental Services, Inc. (“NCES”) will receive approval for…” We cannot say what “many people” believe.  Also, we should not predict what may or may not happen regarding approval of NCES’ permit.   Other members of the Committee agreed to the change.

Chris J. suggested striking, “Upon approval of a Stage VI expansion, Bethlehem will continue to accept the benefits of a host community until the landfill capacity is exhausted.”  Bethlehem negotiated the “host community benefits” and NCES is required to provide them. Other members of the Committee agreed to change this wording.

Chris J. asked about the Curbside Pickup section of the Contingency Plan.  He wanted to know the purpose of the section.  Barry explained that it was intended to be courteous to the Village District who had curbside pickup the last time Bethlehem directly handled waste removal.  Chris did not feel that this really needed much more than a mention in the Contingency Plan as had been done in an earlier section.  Barry suggested that it could be removed.  Chris and others agreed, so it will be removed from the plan.

Barry suggested that if the Committee decides that this plan should go forward to the Select Board that Katherine Darges do the editing of it before it goes.  She would not make any substantive changes.

Nancy recommended the Contingency Plan should have a comprehensive statement about working toward being a “zero waste community”. The Committee agreed with this.  As a result, Barry amended the document, taking out the paragraphs about the Joint Committee of New Hampshire legislators study on solid waste management said that  “Zero waste is a worthy goal…” and replace it with:

“No issue has so united the diverse members of our Committee than the worthy goals of source reduction, reuse, and recycling.  The Committee, therefore, recommends that Bethlehem’s Select Board endorse a ‘zero waste initiative’, where it will direct the Committee to work with the Conservation Commission to produce, for review by the Select Board, a joint:

  1. Assessment and definition of what zero waste entails.

 

  1. Recommendation for 5-, 10-, and 20-year goals for reduction of solid waste disposal upon the implementation of any long-term plan.
  2. Recommendation for a public awareness and education plan, including ways to solicit public input and support.

 

  1. Suggested mechanism for Bethlehem to designate itself as a “Zero Waste Initiative Community.”

 

Barry made a motion to accept the above change regarding a zero waste initiative.  It was seconded and the motion passed with one abstention.

Barry said that this plan shows that the Town is preparing for the ending of the NCES landfill contract.

The reason it was suggested to put this in is because the Conservation Commission has been a leader in reduce, reuse, and recycle programs in the community.  This is a very positive transition for something that will make a major change in our town. The Committee agreed that it would be beneficial to work with the Bethlehem Conservation Commission on the Zero Waste Initiative.

 

A motion was made to accept the Contingency Plan and forward it to the Select Board for its review and approval.   The motion passed with one abstention.  (member was absent for the meeting when the Contingency Plan was discussed.)

 

The Committee thanked Barry for his outstanding work on the Contingency Plan.

 

Barry brought up the “New Hampshire the Beautiful” program and its benefits. New Hampshire the Beautiful, Inc. has developed comprehensive programs to address, litter issues, recycling challenges, environmental awareness and education.  They offer free litter bags for Town cleanup days and reduced-price “street corner” litter recycling containers, signs, and grants, as well as educational programs and other assistance.  Barry suggested that we introduce ourselves to them. Nancy said that she would contact them and Barry said that he would be happy to join her in a “Zoom” conference with them.

Barry thanked Jeanne Robillard for her outstanding help and legacy knowledge about the early 2000s Bethlehem Emergency Transfer Station.  She is invaluable because she was the person most responsible for getting Bethlehem on the road to meeting an emergency.

Jeanne said that when Bethlehem had to come up with a solution for waste management in 2000, NCES wanted to charge $6000 per month just to rent their transfer station plus other expenses on top of that. That is what caused Bethlehem to decide to go to an emergency transfer station. Total costs were $80,000 for the emergency station to $140,000 to rent from NCES.

Barry asked if the Town would have to pay taxes on top of wages paid to transfer station workers.  Jeanne and Nancy both answered, “Yes”.  Wages would have to include Social Security, Medicare, and Withholding taxes. Julie said that Barry’s figure of $20,000 for labor was probably okay.

Chris J. talked about putting an extension on the current Town Garage and how it would be a value to the garage whether it is ever needed for a transfer station or not.

The hours for the garage don’t need to be as extensive as those for the NCES landfill.  The hours should be based on community need.

Barry made a motion to have the transfer station open at least two days a week, as determined by the Select Board.  Motion passed.

As she was going back in her documents, Jeanne found the Request for Proposal (RFP) for a build-out for the transfer station.  It included photos of the finished project.  She has copies of these documents.  There should be originals of everything in Town Hall.  Barry said that he found some documents in the Town Garage.

The Committee discussed the bidding process.  The TSC sets the requirements for the items on which to bid – equipment, materials and labor for a shed, materials and labor for landscaping, etc.  The Select Board approves the items on which they want bids and sends out the RFPs.

The next meeting will be on Wednesday, 20 May.  Depending upon the need to remain isolated or six feet apart, the meeting may be in Bethlehem Town Hall or on Zoom.

Chris McGrath reminded everyone that Bethlehem is doing its annual cleanup day.  People should fill their bags with roadside waste and recyclables and post the filled bags on [whose?] page for entry in a raffle for one of two gift certificates to any business in Bethlehem.  The gift certificates were donated by two individuals.  No town funds were used.

Movement was made to adjourn.  Unanimously approved.

* Nancy has minutes for that meeting that are available to any Transfer Station Committee member who wants them.  They are also attached to the e-mail containing these Minutes.