The Hilltown Resource Management Cooperative (HRMC) is comprised of ten member Towns in western Massachusetts. The HRMC is governed by a Board consisting of two representatives from each of its member Towns. The HRMC is managed by a contract Administrator that reports to the Board. Each member Town pays an annual assessment that covers the operating expenses of the HRMC.
What Programs and Services Does the HRMC Provide?
The HRMC provides recycling, waste disposal, technical assistance, and sustainability services to its member Towns. The HRMC directly manages and coordinates the following programs and efforts for its memberTowns (not all inclusive – represents the most common services provided by HRMC to its member Towns):
- Program Administration, Logistics, and Financial Administration of:
- Electronics Collection and Recycling
- Freon Collection and Recycling
- Tire Collection and Recycling
- Universal Waste Collection and Recycling
- Household Rechargeable Battery Collection and Recycling
- Regional Household Hazardous Waste Collection Events
- Propane Tank Recycling
- Book Bin Collections and Recycling
- Salvation Army Collections
- Styrofoam and Pellet Bag Collection and Recycling
- Community Outreach and Education
- DEP Compliance Guidance and Reporting
- Bid and Contract Administration
- Grant Writing, Administration, and Reporting
- Regional Representation on behalf of the member Towns:
- MRF Advisory Board
- Representative at DEP Regional Recycling Coordinator Meetings
- Representing Member Towns on the Massachusetts Solid Waste Advisory Committee.
How does the HRMC help Towns Save Money?
The HRMC works closely with local officials in each of its member Towns by providing information and important compliance assistance. The HRMC assists our Towns with providing access to the resources needed for the successful management of their recycling, solid waste management, and sustainability programs.
Interested in Becoming an HRMC member?
If your community is interested in becoming a member, please call us at (413) 685-5498 or email us at firstname.lastname@example.org
HILLTOWN RESOURCE MANAGEMENT COOPERATIVE
Approved by HRMC Board May 19, 2008
ARTICLE I. NAME, PURPOSE, BOARD, BUDGET, ADMINISTRATOR, ACCOUNTING, PRINCIPAL OFFICE, FISCAL YEAR, ANNUAL REPORT
SECTION 1 – NAME
I-1.1The name of the organization shall be the “Hilltown Resource Management Cooperative”, herein after referred to as the HRMC.
SECTION 2 – PURPOSE
I-2.1The purpose of the HRMC shall be to develop and implement options and programs for the disposal of solid waste, recycling, composting, and other sustainability issues for its member Towns. The member Towns shall be Ashfield, Chesterfield, Cummington, Goshen, Huntington, Middlefield, Plainfield, Westhampton, Williamsburg, and Worthington. (Other Towns or regional groups may join in accordance with Article III, Section 7).
SECTION 3 – BOARD
I-3.1A board consisting of two representatives from each member Town, herein after referred to as the HRMC Board, shall decide the policy of said HRMC.
SECTION 4 - BUDGET
I-4.1The HRMC “Annual Assessment Budget” shall be approved by a majority vote of the HRMC Board on or before February 15th of the current fiscal year for the next fiscal year.
I-4.2The HRMC Annual Assessment Budget shall be determined by the following formula: (Note – the assessment amount specified per person and assessment amount specified per ton shall be set annually by the HRMC Board on or before January 30th of each fiscal year.)
Town Annual Assessment = [(Census Population x $$$ Specified amount/person) + (Annual Recycling plus Solid Waste Tonnage x $$$ Specified amount/ton)]
I-4.3The HRMC Board may also determine to level fund or reduce member Town annual assessments as it deems fit.
I-4.4The Total HRMC Budget = Annual Assessment + Any Additional Town Appropriations + Recycling Revenues Received by the HRMC on behalf of its Member Towns + Grants Received by the HRMC + Any Other Miscellaneous Revenues.
SECTION 5 – ADMINISTRATOR
I-5.1The Administrator shall be a consultant/contracted position without benefits. The Administrator shall be hired under a reviewable and renewable contract by the HRMC Board. A separate 3-year renewable contract between the Administrator and the HRMC Board shall also be executed by the Board.
I-5.2He/she shall perform all duties required by the HRMC Board and the rules and regulations pursuant thereto, and any other duties determined by the HRMC Board. He/she shall appear at all meetings of the HRMC Board and upon request at meetings of Town Boards of Selectmen and/or Boards of Health or participating Towns. He/she shall be responsible for all official records and shall record the events of all meetings of the HRMC. He/she shall keep orderly records of all business carried with all member towns, for the organization and all of its various programs.
I-5.3All financial expenditures of the HRMC and the Administrator shall be regularly submitted to the HRMC treasurer and the “Independent Accountant”. The Administrator shall keep his/her own records of all funds requested and received by his/her office.
I-5.4The HRMC Administrator’s contract with the HRMC may be terminated by the Board only upon a review clearly stating the reasons why at a formal executive session of the HRMC Board. The Administrator will be given 21 days to respond to any concerns or questions raised. These responses will be presented at a second executive session of the HRMC Board before contract termination.
SECTION 6 – ACCOUNTING
I-6.1An “Independent Accountant” shall be utilized by the HRMC to review and pay all HRMC expenditures. This will be a contracted service and he/she shall keep track of all financial matters and records performed for the HRMC Board.
I-6.2He/she shall keep accurate financial records for the HRMC Board in accordance with Massachusetts General Laws. The Administrator will be expected to submit detailed warrants for services rendered and program expenditures to the Independent Accountant for review on a regular basis.
I-6.3All revenues received by the HRMC for assessments, program fees, recycling revenues, grants, gifts, etc. will be sent to the Independent Accountant.
SECTION 7 – PRINCIPAL OFFICE
I-7.1The HRMC shall use the Williamsburg Town Offices as its Principal Offices when needed. The official mailing address and contact information for the HRMC shall be:
PO Box 630
Williamsburg, MA 01096
SECTION 8 - FISCAL YEAR
I-8.1The fiscal year of the HRMC shall be July 1st – June 30th
SECTION 9 – ANNUAL REPORT
I-9.1The HRMC Annual Report shall be prepared by the HRMC Administrator on or before January 30th of each fiscal year and approved by the Board. The HRMC Annual Report will also be sent to the member Towns for inclusion in each member Towns “Annual Town Report”.
ARTICLE II – MEMBERS, POWERS
SECTION 1 – MEMBERS
II-1.1The Selectboard of each member Town shall appoint (2) two representatives to the HRMC Board.
II-1.2When a member fails to regularly attend HRMC meetings without excuse, the HRMC Board may request the member Town Selectboard remove said member from the HRMC Board and request that they appoint a new member.
SECTION 2 – POWERS
II-2.1The HRMC Board shall exercise all power given to it by Massachusetts General Law, by it’s Memorandum of Understanding with and between the participating Towns, these bylaws, and any other applicable laws. The HRMC Board has the power to hire contract employees, consultants, employees, to sue and be sued, to receive and dispense funds for any purpose of the Cooperative, to incur temporary debt in anticipation of revenue to be received from member Towns, to assess member Towns for any expenses of the Cooperative, to receive recycling revenues on behalf of its member Towns, to receive grants and gifts for the purposes of the Cooperative, to engage legal council, to enter into contracts on behalf of member Towns with other non-member Towns as well as other bodies politic, the United States, other persons, organizations or businesses.
ARTICLE III – MEETINGS, PLACE, ANNUAL MEETINGS, REGULAR MEETINGS, SPECIAL MEETINGS, QUORUM, VOTING, ADMISSION OF NEW TOWNS
SECTION 1- PLACE
III-1.1Annual and Regular Meetings of the HRMC shall be held at its Principal Office unless otherwise designated by a vote of the members. Notice of the meetings shall be properly posted as required by State laws.
SECTION 2 – ANNUAL MEETINGS
III-2.1The Annual Meeting of the HRMC Board shall be opened on or before June 30th of the current fiscal year at the HRMC Principal Office, unless otherwise designated by a vote of Board members. Electronic notification via email may also additionally be utilized for board member Annual Meeting notifications.
SECTION 3 – REGULAR MEETINGS
III-3.1The regular Meetings of the HRMC Board shall be the third Monday of every other month, unless otherwise designated by the HRMC Board.
III-3.2The members shall be given no less than (7) seven days notice of the regular meeting. Electronic notification via email may also be additionally utilized for Board member regular meeting notifications.
III-3.3Meetings shall be properly posted and conducted at the principal office in accordance with Massachusetts “Open Meeting Law”.
SECTION 4 – SPECIAL MEETINGS
III-4.1Special meetings of the HRMC Board may be called by the Chairman and/or by a 1/3 vote of the HRMC Boards membership. Notice of said meeting shall be mailed to all members (7) days prior to the meeting. The business of the special meeting shall be clearly stated in the notice of the special meeting.
SECTION 5 – QUORUM
III-5.1At all meetings of the HRMC, a quorum shall constitute a majority of the member Towns of the HRMC Board.
SECTION 6 – VOTING
III-6.1Voting will be done on a one town, one vote basis. A majority of all members present shall decide any question brought before the HRMC Board excepting changes in bylaws, amendments and membership, which shall be determined by a 2/3 vote.
III-6.2Roberts’ Rules of Order shall govern all meetings of the HRMC Board. The manner of voting shall be by show of hands or a roll call vote if requested by a member of the HRMC Board.
III-6.3All motions shall be recorded in the minutes and shall be public information, unless taken in executive session, the reason justifying each shall be recorded in said minutes.
SECTION 7 – ADMISSION OF NEW TOWNS
III-7.1The annual assessment of a new member Town shall be determined in accordance with the HRMC member Town assessment formula as stated in Article I, Section 4.2.
III-7.2Once a new Town has voted to join the HRMC, the admission of the new town (s) shall be determined by the two-thirds (2/3) vote of the existing member towns of the HRMC Board.
III-7.3Said Town shall become a member on July 1st upon receipt of a fully executed Memorandum of Understanding.
ARTICLE IV – HRMC OFFICERS, GENERAL, CHAIRMAN, VICE-CHAIRMAN, TREASURER, REMOVAL OF OFFICERS, VACANT OFFICES
SECTION 1 – GENERAL
IV-1.1The officers of the HRMC Board shall be a Chairman, Vice-Chairman, and Treasurer who shall be duly elected at the HRMC Annual Meeting for a Term of one year. All HRMC officer positions are volunteer positions without remuneration.
SECTION 2 – CHAIRMAN
IV-2.1The Chairman shall preside at all meetings of the HRMC Board except as other wise noted herein. The Chairman shall sign all authorized contracts and all other documents on behalf of and authorized by the HRMC Board. The Chairman is also expected to present recommendations and information as found necessary to conduct the business of the meeting.
SECTION 3 – VICE-CHAIRMAN
IV-3.1The Vice-chairman shall have all of the powers of the Chairman in the absence of the Chairman.
SECTION 4 – TREASURER
IV-4.1The HRMC Treasurer shall review all warrants submitted to the independent accountant before payment. The Treasurer shall keep track of all HRMC revenues and expenses through financial information provided by the independent accountant and the HRMC Administrator. He/she shall keep accurate financial records for the HRMC Board in accordance with Massachusetts General Laws. He/she shall update the HRMC Board quarterly on the overall status of the HRMC budget.
SECTION 5 – REMOVAL OF OFFICERS
IV-5.1By a vote of 2/3 of the Boards membership, any officer may be removed for just cause. Justification for removal must be submitted in writing to all members of the HRMC Board 21 days prior to the next scheduled Board meeting as well as to the officer in question.
SECTION 6 – VACANT OFFICES
IV-6.1If an office is vacant by removal, resignation or death of an officer, the HRMC Board shall elect a successor at the next regular meeting of the HRMC for the unexpired term of said office.
ARTICLE V – AMENDMENTS, GENERAL
SECTION 1 – GENERAL
These bylaws may be amended, altered or replaced in whole or in part by a two-thirds (2/3) of a quorum of the Boards membership at a regular, annual or special meeting of the HRMC Board. Proposed bylaw changes must be submitted to the membership at least 7 days prior to the meeting for review by the HRMC Board.
Each of the member towns of the Hilltown Resource Management Cooperative has signed the following Memorandum of Understanding.
Memorandum of Understanding By and Between
The Hilltown Resource Management Cooperative
And the Town of xxxxxxx
This Memorandum of Understanding, executed on this __________ day of _______
By and Between the Town of xxxxxxxx, a municipal corporation of the Commonwealth of Massachusetts herein after referred to as the “Town” and the Hilltown Resource Management Cooperative, herein after referred as the “HRMC”.
Whereas the General court of the Commonwealth of Massachusetts has enacted House Bill Chapter 584, Act of 1987, “An Act Relative To The Management Of Solid waste And The Abatement Of Pollution Resultant Therefrom”, establishing the criteria for the solid waste disposal for The Commonwealth of Massachusetts, and
Whereas, it is clearly the purpose of said Act to encourage regional solutions to the solid waste problem. A regional solution will be given funding priority by the State upon the promulgation of funding guidelines by the Department of Environmental Protection. Said Towns may enter into an agreement to define the solid waste region and propose a solution for that region. This solution will be presented to DEP in the regions application for funding.
Whereas, the Town has read and approved the bylaws governing the HRMC.
Whereas, the Town has appropriated the funds required for participating in the HRMC .
Therefore, the Town hereby requests the formation of the cooperative with the following conditions:
1) That the Hilltown Resource Management Cooperative will be referred to as the HRMC.
2) There will be a HRMC Board hereinafter referred to as the Board, which shall serve as the principal decision-making body of the HRMC. The Board shall be comprised of two delegates from each participating town.
3) The principal office and the fiscal office shall be determined upon formation of the HRMC.
4) That the HRMC may seek out and recommend to the Board other sources of available funds beyond the jurisdiction of the Town and supplement those funds appropriated by the town for the purpose and may further acquire such funds at the request of the board.
5) That the Town may leave the HRMC at the end of the current fiscal year if the Town so votes at Town meeting, provided that such notice be given no later than December 31st of the current fiscal year.
6) That there shall be a Resource Planner/Administrator hired by the HRMC shall administer the Boards policy in accordance with its bylaws.
7) That the purpose of the HRMC shall be to develop and implement options for the disposal of solid waste programs for the participating towns consisting of some or all of the following Towns – Ashfield, Chesterfield, Cummington, Goshen, Huntington, Williamsburg, Westhampton and Worthington . (Other Towns or regional groups may join the HRMC in accordance to Article III Section 7 of the HRMC Bylaws. Disposal options shall include but not be limited to recycling, composting, co-composting, land filling, and any and all manner of practical solid waste management deemed useful and appropriate by the HRMC.
In Witness thereof the Town of ______________________________ and the HRMC have respectfully caused this memorandum of Understanding to be duly signed and executed as of the date and year first above written.
Town Of _____________________________
Chairman, xxxxxxx Board of Selectmen