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10-29-2018 Solid Waste Committee Meeting MinutesSolid Waste Committee October 29, 2018 Solid Waste Committee Monday, October 29, 2018, Meeting VIRGINIA: The Solid Waste Committee of the Pittsylvania County Board of Supervisors was held on Monday, October 29, 2018, in the Main Conference Room of the County Administration Building in Chatham, Virginia 24531. Tim R. Barber, Chairman, called the Meeting to order at 5:01 p.m. The following Committee members were present: Tim R. Barber Elton W. Blackstock The following Board of Supervisors Members were also present: Ronald S. Scearce Ben L. Farmer Mr. David M. Smitherman, County Administrator/Clerk of the Board; Mr. J. Vaden Hunt Esq., County Attorney; Mr. Gregory L. Sides, Assistant County Administrator for Planning & Administration; Mr. Richard N. Hicks, Assistant County Administrator for Operations; the Honorable Vincent E. Shorter, Treasurer; the Honorable Shirley Y. Hammock, Commissioner of the Revenue; and Mrs. Kaylyn M. McCluster, Deputy Clerk, were also present. Approval of Agenda Motion was made by Mr. Blackstock, seconded by Mr. Barber, to approve the Agenda. Vote was unanimous by all Committee Members present. Mr. Warren joined the Meeting at 5:02 p.m. New Business A. Consideration of Pittsylvania County Code (“PCC”) Chapter 17 Ordinance Changes (i) Define Residential Construction and/or Demolition Waste (ii) Define Bulky Waste (iii) Amend PCC § 17-2 (J); Definitions; “Household Solid Waste” Mr. Hicks suggested a better definition for “household solid waste.” He offered recommendations that are attached at the end of these minutes. There was discussion of limiting the amount that can be taken to a site or size of trailer allowed, but then the question posed was if frequency would have to be limited. Mr. Warren stated that although there are site attendants, citizens could still take a trailer to one (1) site and then take another trailer to the next site; which does not solve the problem. Mr. Blackstock stated that the trash situation in our County is different than other Counties due to the size of the County. He stated that if the sites are too restrictive, more illegal dumping may occur. It would make it hard for citizens to have to travel the far distance to the Landfill. He suggested a site at the Northern and Southern ends of the County to accept these items that are not allowed at the convenience centers, and could even charge at those sites to accept the construction debris and such. Mr. Warren agreed that the definition of “household waste” needs to be Solid Waste Committee October 29, 2018 changed, but also supports adding sites to the Northern and Southern parts of the County to make the system user friendly for our citizens. Mr. Scearce stated the people in his District will not like restricting the sites and also thinks the Landfill pad needs to be completed as soon as possible to ensure easier access for contractors. He also suggested developing a method to make it easier for the attendants to identify County residents from non-County residents. Mr. Warren questioned if the County already has sites that can be expanded to accommodate accepting other materials, before creating Regional Sites and developing a policy around household waste. Mr. Barber questioned locations that could accept tires for a fee, and Mr. Smitherman stated that handling cash would be an issue. Mr. Warren suggested accepting only credit or debit cards for payment. He also suggested painting or marking areas off to be sure ideas, such as fencing, will work before starting construction. Mr. Blackstock suggested, if the Regional Sites were set up to accept tires and other construction debris, the sites do not have to be located on Highway 29 or high traffic areas. The sites just need to be on a level area where property would potentially be cheaper. Mr. Barber suggested to not address the definition right now, but to focus on making the citizens feel comfortable when dumping their trash and educate the citizens on what is allowed and what is not allowed. Mr. Warren suggested customer service training for the site attendants. Consensus of the Committee was to direct County Staff to develop a Training Plan and bring it back to the Board for review and input and then train attendants on customer service, as well as looking for places for Regional Sites. In the meantime, have a general conversation with the site attendants to ease up, be customer friendly, and help explain to the citizens the reasoning behind what is allowed in the containers. Mr. Farmer asked how many attendants are working at the sites now and Mr. Hicks stated that there are twelve (12). Four (4) people at three (3) sites. Mr. Farmer stated that he was concerned about adding more full-time County Staff. Mr. Warren stated that there should be the assets to do this. Ceillie Simkiss, Solid Waste Contract Public Information Officer, asked what they can do to help the citizens understand. Mr. Smitherman stated that they would. Motion by Mr. Blackstock, seconded by Mr. Warren, to direct County Staff to develop a draft Training Plan addressing the issues that have been discussed today along with any issues that are brought back from the attendants and County Staff, and bring that training plan back to the Solid Waste Committee for input. Vote was unanimous by the Committee Members. Mr. Farmer asked about the new “A” and B” signs, and asked if there should be a color coding system. Mr. Smitherman and Mr. Hicks stated that this is the goal of what is currently being done. Motion by Mr. Warren, seconded by Mr. Blackstock, to authorize and encourage County Staff to start working on designing Regional Sites and looking at possible land to be secured for those County sites, and a plan to build those sites containing some timelines in them. Vote was unanimous by the Committee Members. B. Discussion to Consider Accepting Tires at Landfill Mr. Hicks stated that there have been calls requesting tire disposal. Mr. Barber supports the idea of accepting tires at the Landfill for a fee. The tires would be accepted and then shipped off for disposal. Solid Waste Committee October 29, 2018 Motion by Mr. Warren, seconded by Mr. Blackstock, to institute a fee to accept tires at the Landfill for a fee of $3 per tire. Mr. Barber asked if this includes commercial, because he currently sends his for his business off. Motion amended by Mr. Warren to include that you must be a resident or business owner of Pittsylvania County to take tires to the Landfill for a fee. Seconded by Mr. Blackstock. Vote unanimous by the Committee Members. C. Discussion to Consider Requiring Dumpsters for Certain Residential Projects Mr. Barber suggested getting the Building Association involved with the decision, and ask them what is the fair amount for the threshold. Mr. Blackstock suggested that it may can be included into the permit also but not to do anything before meeting with the Building Association. Consensus of the Committee to set meeting with the Building Association. D. Discussion to Consider Allowance of Out-of-County Solid Waste Usage Fee Mr. Hicks stated that he has been contacted by residents of other counties that have stated they are willing to pay to use the County sites due to being closer to those sites than they are to a site in their County. Mr. Smitherman suggested a minimum of double the fee, which would be $240. Mr. Barber stated that there would need to be a certain color bag or some way to identify they are allowed to dump the trash. Mr. Smitherman stated this could go on the Consent Agenda at the next Meeting. Mr. Hunt stated that our current Ordinance states that the County doesn’t accept tires unless they are shredded or split. Mr. Barber suggested just amending that Section and doing the other Ordinance changes all at one time. Mr. Hunt stated the tire change, Ordinance change, and out-of-County trash could be revised and advertised for action at the November Meeting. Mr. Hunt will make the changes, send out to the Board to be sure it looks like they want it, and we can get it advertised. Mr. Scearce left the Meeting at 5:56 PM. E. Solid Waste Disposal Fee Billing Schedule Update There was discussion about the first Solid Waste Disposal Fee billing for the 2018 year not having a penalty. Board Members stated they did not understand it to be written that way and requested that be fixed at the November Meeting for the deadline to be June 2019 for the 2018 Solid Waste Disposal Fee with no interest. Mr. Shorter stated that he can add to the bill that interest will begin accruing on July 1, 2019. Adjournment Motion was made by Mr. Blackstock, seconded by Mr. Warren, to adjourn Meeting. Mr. Barber adjourned the Meeting at 6:07 PM. Solid Waste Committee October 29, 2018 Solid Waste Committee October 29, 2018 Solid Waste Committee October 29, 2018