ORCAA Board of Directors
November, 2005 - MINUTES
OLYMPIC REGION CLEAN AIR AGENCY
2940 B LIMITED LANE NW
OLYMPIA WA 98502
November 9, 2005
Members present: Pat Hamilton, Pacific County (Chair)
Bob Beerbower, Grays Harbor County (Vice Chair)
Ann Burgman, City of Lacey
Phil Johnson, Jefferson County
Pat Hamilton, Pacific County (Chair)
Mike Doherty, Clallam County
Mark Foutch City of Olympia
Annette McGee, for Tim Sheldon, Mason County
Members absent: Bob Macleod, Thurston County
Grant Munro, City of Port Angeles
Legal Counsel: Fred Gentry, Bean & Gentry
Staff Present: Rich Stedman, Executive Director, Dan Nelson, Mark Goodin, Lynn Harding, and Debbie Moody, Recorder
The meeting was called to order at 10:02 am.
There were no additions or omissions to the Agenda. Burgman moved approval of the Agenda. Doherty seconded the motion and it carried unanimously. Burgman moved approval of the Consent Agenda. Foutch seconded the motion and it carried unanimously.
DIRECTOR'S REPORT
Personnel Update
Stedman noted that Geoffrey Glass from Spokane was offered and accepted the engineer position. Mr. Glass is currently teaching and will be coming on board when the semester ends. We are looking forward to having him join our team.
Port Angeles Office Open House
Stedman noted we will be holding an open house in Port Angeles on November 22 from 1:00pm to 4:00pm. We are expecting representatives from the fire districts and sources to be in attendance.
ORCAA Permit Actions
Mark Goodin, Professional Engineer, noted in Thurston County, Lakeside Industries (Nisqually area) has sent in an application for their asphalt plant. We are waiting on additional information from them. We are expecting significant public comment and will most likely hold a public hearing. The source is prepared for a public hearing. Foutch stated he had read that Black Hills Audubon and Lakeside had come to some sort of settlement on some of their issues. Foutch asked if that might make our job a little easier. Goodin stated that might be a huge help for our agency.
Moving on, Goodin stated Quality Rock Products had previously (2001) received a preliminary determination to approve their asphalt plant. However, that process was delayed at the county level with appeals. Quality now has the green light to go, from the county, but because it has been several years they need to reapply to our agency. Goodin did note he has talked to the source and they are aware they have to update their application and go through the process. The source has asked us to consider crediting them for what they have gone through in the past with our agency. Goodin stated that he and Stedman have been trying to determine what, by law, we could do. Burgman stated they had a legal application and through no fault of their own it was delayed. Burgman asked Gentry why we would make them go through the process again. There was some discussion. Stedman noted the Regulations state after a certain amount of time (3 years), if a source does not commence construction, they must reapply. Burgman noted it was no fault of Quality Rock's. Goodin agreed but noted we probably need to follow the regulation. Gentry agreed we would probably need to follow the regulation because it doesn't appear there is any exemption. Gentry stated he might have to look into this issue further. Stedman stated he would work with Gentry, and to the extent that we can legally work with Quality on some sort of credit, we will. Stedman did note the public, for the most part, know how our regs work as well, and if they challenge us, it could set the process back even further. Beerbower noted that he fears this will be commonplace. It seems that each permit in Grays Harbor is challenged anymore. It appears that more businesses could go through similar trials. Gentry added it is important we do not start handing out approvals without submitting the application, if it is in fact a requirement, which appears to be the case. If we were to move forward with the original approval, there is no doubt in my mind, Gentry continued, it would be challenged which would delay the process even further. Stedman stated he would do his best to expedite the process.
Goodin noted Nutriom has requested to begin drying fish products at its plant in Lacey. They submitted a request for a 3-4 day test. The likelihood of Nutriom violating odor requirements during the test is very high. We had requested a variance and complete plan, which we have received, however we have found it insufficient to approve the variance at this time. Burgman asked if the discussions with Nutriom have been amicable. Stedman stated Nutriom isn't happy with our request, however their plan was to drive around the neighborhoods to see if they detect odors. We didn't feel this was a reasonable way to decide.
Goodin stated in Pacific County there has been some progress on the fish and crab waste processing plants in that area. We have recently drafted a draft final determination they will be reviewing. Once we get their comments back we'll get the first approval for a waste processing plant in that county. This is one of several proposals we have in house.
In Grays Harbor, Goodin continued, Grays Harbor Paper has sent a plan to us with regards to some energy efficiency projects they are proposing.
There are no significant applications from Mason, Clallam or Jefferson County.
Personnel Policy & Procedure Update
Stedman explained due to some personnel actions over the past year, we have realized our policies needed some revisions. We have hired an attorney from a Seattle firm who is working on the manual. We should have a finished product in the next few months. Stedman did state this update may have to take place every couple of years as laws change. The final draft will be brought to the Board for approval.
ORCAA Business Rules
Stedman stated after reviewing the Business Rules again, it became quite apparent there are several things in the rules that we do not follow. Once we get the P&P manual back, we will work on the Business Rules, updating them and making sure there are no conflicts. There was no action required of the Board at this time. Stedman stated he would bring the Rules back to the Board at a later date.
Timesheet Project
Stedman noted we are going to be working with a consultant on a timesheet project. We are using the timesheet as a pilot project in advance of our SQL based database that will be coming in the near future. We hope to have a product that is simpler to use, yet gives us the information we are lacking now. Staff will keep the Board updated.
Annette McGee, noting her past times with this Board wanted to compliment Stedman for bringing the Agency up to where they are. Stedman stated we wouldn't be where we are without such a great staff. The Board agreed with McGee and offered their thanks.
UNFINISHED BUSINESS
School Bus Retrofit Program Update
Dan Nelson stated we are still waiting on parts for some of the districts. The parts have to do with the second phase of the program so we are still doing quite well in that we are ahead of a lot of other agencies. We are also working with Jefferson Transit to get them set up to do the installation of catalysts as well as possibly, the crank case ventilation. We hope to branch out to other transit authorities after we complete the process with Jefferson Transit.
Nelson also stated we will be kicking off our anti-idling campaign, targeting the school bus drivers, followed then by parents who pick up their children at school. It was suggested that the school board be contacted to pass down a directive to the districts. The Board thought that was a good idea. Nelson stated he would look into it and try to get on an agenda during their public meetings.
NEW BUSINESS:
Diesel Retrofit Grant Money Available
Stedman explained the Department of Ecology has notified us they have $2 million available to any city, county, or municipal association—including the transit authorities—that own lease or operate heavy-duty equipment. The money is to be used to retrofit the vehicles. The vehicles must be registered to local governments to qualify for the retrofit program. Stedman explained we thought it would be great if there are garbage trucks, or other vehicles (construction equipment, etc) owned by our cities and counties that we have received complaints about that could be retrofitted. Stedman stated we would like to team up with any local government that might need assistance in writing grants. Applications are due by December 2, 2005. Burgman asked if Fire Departments would be eligible. Stedman stated they would, and he would research that issue.
Fort Lewis Smoke Variance
Stedman explained Fort Lewis request a variance for smoke training each year. We have no reason to really deny the variance. However, our regulations state they must go through the process. Recently the state law changed allowing for an exemption of these types of variances and we will be amending our regulations to follow the state law.
Employee Benefit Increase
Stedman stated we are requesting to increase employee benefits (dependent care coverage) from $300 to $375 per month. This amount is consistent with what we budgeted; it also brings us into alignment with what is going on in the rest of the state. We did do a comparison, which was a very difficult task. Stedman explained the comparison chart. Hamilton explained what they have gone through at Pacific County. Stedman stated that if we could get a city to sponsor us, we could qualify under the AWC insurance. Foutch stated, as a member of the AWC board, he knows their policy is to not take on non-city entities. Hamilton did state that at Pacific County, those members that do not use up all of their allotted amount, pool the money together to help offset those staff members with spouses and children whose dependent coverage doesn't quite cover. Some discussion followed. Hamilton suggested if staff decides to pull out of WCIF, they make sure they send in ample notice, in the meantime, pooling your additional unused coverage for other staff members would help. There was some further discussion.
Foutch moved approval of the increase in benefits for the employees. Doherty seconded the motion and it carried unanimously.
December Meeting
Stedman asked if the Board would like to cancel the December meeting. The Board noted they would be agreeable to canceling as long as there were no significant issues to bring before them.
The meeting adjourned at 10:55 am.
PRESENTED BY:
Richard A. Stedman, Executive Director
APPROVED BY:
The Majority of the Board
APPROVED and SIGNED this 11 th day of January 2006