East Central Solid Waste Commission
Commission’s Office – Mora, MN
MINUTES
February 8, 2010
The regular meeting of the East Central Solid Waste Commission was held on February 8, 2010 at the Commission Office, Mora, MN. Chairman George Larson called the meeting to order at 9:00 a.m.
Members present at the meeting included: Chisago County Commissioner Rick Greene, Isanti County Commissioner George Larson, Mille Lacs Commissioner Phil Peterson, Kanabec County Commissioner Les Nielsen, and Pine County Commissioner Ed Montbriand.
Advisory member present - Executive Director Janelle Troupe.
Others also present at the meeting included: Fred Doran of R.W. Beck.
All present said the Pledge of Allegiance.
Commissioner Larson asked for any additions to the agenda. Director Troupe added item 8.4 Electrician.
Commissioner Peterson moved to approve the Agenda, second by Commissioner Greene, all in favor, motion carried (5-0).
Commissioner Montbriand moved to approve the Meeting Minutes for January 11, 2010, second by Commissioner Nielsen, all in favor, motion carried (5-0).
CLAIMS
Director Troupe noted that in addition to the regular Claims List, Paid Claims List and Additional Claims list that there was also the Hauler Rebates. Director Troupe also noted the change to the Additional Claims List to include portable rolling stairs. She had purchased these for safety reasons. One of our employees fell off the old ladder and injuries to his face. Commissioner Peterson moved to approve the Claims List, Paid Claims List, Hauler Rebates, and Additional Claims List; second by Commissioner Nielsen, all in favor of paying the Claims List ($121,663.18), Paid Claims List ($71,248.79), Hauler Rebates ($253,525.58) and the Additional Claims List ($34,190.37), motion carried (5-0).
NEIGHBOR COMMUNICATION
Director Troupe reported that a meeting with the MPCA was held on Friday, January 22. Attending were the following; Dave Geschwind and Todd Machim from SMMPA, Ann Curnow and Kirk Dunbar from HDR, Cami VanAbel from R.W. Beck and Director Troupe. They all met with the Air Permitting Staff and Bill Lynott from MPCA. Bill is the person in charge of EAW approval.
It was found that there were several things that were not in the scope of original project for HDR so that will be added in. HDR will be charging ECSWC an additional $25,000.00 for these items. Everything has been submitted to the PCA as if Friday, February 5. Bill Lynott indicated at that meeting if we had everything submitted by Friday, February 5 that they would be able to work on it right away post notice by February 15, 2010.
Director Troupe reported that she also informed everyone at the meeting that ECSWC is asking permission to go 20’ higher on the landfill for temporary storage until the landfill is built because we are going to be out of room this year. A letter has been submitted in regards to this and Director Troupe is waiting for a reply.
MPCA staff has also stated that they will not be providing the neighbors with an informational meeting to cover the air permitting and landfill expansion that was expected.
Director Troupe has scheduled herself and Todd Machim to go to Arthur Township on February 24th in the evening to give a presentation to the residents. Director Troupe will also notify all the neighbors by mail this week.
ECSWC will also provide information to the neighbors in a March 8th lunch meeting.
CARBON CREDITS
Director Troupe reported that in January $186,000 worth of carbon credits were sold. The purchaser paid expenses including verification costs and registration costs so the total deposit back into our account was $201,000. They will pay up to $11,000 annually and that the next verification that is done they will only be paying approximately $500.00 towards that and that ECSWC will pay the remainder. The verifier will not be doing a site visit for the verification that is going on at present.
We can be expecting payment for the second half of 2009 credits in late March. We have a March 15th delivery date that we are trying to accomplish. Director Troupe is anticipating that payment to be approximately $115,000. We will have a loss due to the flare being down at different times. Fred Doran of R.W. Beck reported that they are looking into an autodial put into the blower pad to indicate when the flare goes out.
Director Troupe will contact the sheriffs department to check on the flare and report if it is out.
PUBLIC COMMENT
No Public Comment at this time.
DECEMBER 2009 FINANCIAL STATEMENT
Director Troupe reported for the month ended December 31, 2009 the ECSWC realized a net loss on an accrual basis of $170,513.76. On a cash flow basis for December there was a decrease in cash of $304,736.13. Un-obligated cash less upcoming cash outlays at the end of the month was $649,083.55. Cash has decreased January – December $534,972.16.
Reserve accounts for landfill expansion; capital improvements, landfill equipment repairs, hauler rebate, host facility fund and operating contingency total $1,850,180.50. Of this $1,300,000 will be used for the landfill expansion.
Director Troupe did note that we are saving approximately $100,000 in transfer station costs, which includes depreciation of equipment.
Commissioner Greene moved to approve the December 2009 Financial Statement, second by Commissioner Nielsen, all in favor, motion carried (5-0).
PHASE 6A LANDFILL EXPANSION
Director Troupe has asked for permission to advertise this week for the Landfill Expansion project. Fred Doran of R.W. Beck noted that it would be advertised in the Kanabec County Times and also placed in the Construction Bulletin. Then to set up a pre-bid meeting on February 24th and all bids would be due March 4th.
It was also agreed upon that this would be advertised in all 5 county papers.
Commissioner Montbriand moved to approve the permission to advertise for the Landfill Expansion project, second by Commissioner Greene, all in favor, motion carried (5-0).
EXECUTIVE DIRECTOR REPORT
Director Troupe reported that all designation meeting presentations have been completed with the exception of Mille Lacs which is scheduled for February 23rd in the morning. The March meeting of the Commission would be a good time to make a decision on designation.
Approval of Purchases
Staff has asked for a welder to weld aluminum and steel to be used mainly on the trailers. Director Troupe had received prices on costs to have welding done by someone else and it was determined that this welder would pay for itself in one year. Director Troupe would like approval to purchase a welder at the cost of $3,318.95 from Central McGowan, Inc. in St. Cloud. The funds will come out of equipment repairs and maintenance.
Wes Carlson has asked for another 2 wind fences for the landfill. This was not budgeted and would be a capital expense. It was discussed at this meeting that we will check into the cost on doing the welding ourselves with the new welder.
Commissioner Greene moved to approve the Purchase of the welder, second by Commissioner Nielsen, all in favor, motion carried (5-0).
Marco has informed Director Troupe that our office copier is obsolete and parts are going to be increasing in costs. Greg Gau from Marco has offered us a lease on a Sharp copier for approximately $142.20 per month based on 3000 copies for a 60-month lease/service. Our existing copier is costing us approximately $115 per month for a service plan. Director Troupe would like to inform Mr. Gau that the Board has decided to wait until we study all of our options and bring it back for review next fall.
SALT
Director Troupe informed the board that SALT is requesting a return of half of their retainage. Fred Doran of R.W. Beck stated that there is still work to be done and Director Troupe stated that SALT has not paid for the aerators yet. The contract states that it is the boards’ option whether to pay the retainage or not.
Commissioner Peterson moved to deny paying SALT’s retainage fee until all work is completed, second by Commissioner Greene, all in favor, motion carried (5-0).
NEW BUSINESS ADDED
Electrician
Director Troupe informed the board that a quote for electrical services was provided by Belford Electric. Wayne Zaudtke also met with Director Troupe. He has done most of the past electrical work at the landfill.
Commissioner Montbriand moved to retain Zaudtke Electric to do the electrical on the flare pad building, second by Commissioner Peterson, all in favor, motion carried (5-0).
PUBLIC COMMENT
No public comment at this time.
MARCH MEETING DATE
The March board Meeting is scheduled for March 8, 2010 at 9:00 a.m. at the Commission offices.
ADJOURNMENT
Commissioner Montbriand moved to adjourn, second by Commissioner Greene, all in favor, motion carried (5-0). Chairman Larson adjourned the meeting at 10:15 a.m.
Respectfully submitted,
Barbara Wilder
Recording Secretary
East Central Solid Waste Commission
Commission’s Office – Mora, MN
MINUTES
January 11, 2010
The regular meeting of the East Central Solid Waste Commission was held on January 11, 2010 at the Commission Office, Mora, MN. Chairman George Larson called the meeting to order at 9:00 a.m.
Members present at the meeting included: Chisago County Commissioner Rick Greene, Isanti County Commissioner George Larson, Mille Lacs Commissioner Phil Peterson, Kanabec County Commissioner Les Nielsen, and Pine County Commissioner Ed Montbriand.
Advisory member present - Executive Director Janelle Troupe.
Others also present at the meeting included: Fred Doran and Tonya Koller of R.W. Beck; Don Howard from the City of Pine City, Dick Roesler a Mora resident, Dave Halverson a Arthur Township resident.
All present said the Pledge of Allegiance.
ORGANIZATION OF THE BOARD – ELECTION OF CHAIRMAN/VICE-CHAIRMAN/TREASURER
Director Troupe called for nominations for the Chairman position.
Commissioner Peterson nominated Commissioner Larson to the Chairman position; Commissioner Larson nominated Commissioner Nielsen to the Chairman position; there were no other nominations. A vote was taken and Commissioner Larson was voted in for Chairman. All in favor, nomination approved.
Chairman Larson called for nominations for Vice-Chairman.
Commissioner Peterson nominated Commissioner Nielsen for Vice-Chairman; there were no other nominations, all in favor, nomination approved.
Chairman Larson called for nominations for Treasurer.
Commissioner Nielsen nominated Commissioner Peterson to the Treasurer position; there were no other nominations, all in favor, nomination approved.
Commissioner Larson called for Confirmation of Official Newspaper – Kanabec Times. Commissioner Nielsen moved to approve, second by Commissioner Montbriand, all in favor, motion carried (5-0).
Commissioner Larson called for Meeting Dates – 2nd Monday of Each Month. Commissioner Greene moved to approve, second by Commissioner Peterson, all in favor, motion carried (5-0).
Commissioner Larson for Official Depository of funds – Kanabec State Bank. Commissioner Nielsen moved to approve, second by Commissioner Greene, all in favor, motion carried (5-0).
Commissioner Larson asked for any additions to the agenda. Commissioner Montbriand would like to add Hauler Rates discussion. Commissioner Larson moved this discussion to item 8.4.
Commissioner Nielsen moved to approve the Agenda, second by Commissioner Peterson, all in favor, motion carried (5-0).
Commissioner Montbriand moved to approve the Meeting Minutes for December 14, 2009, second by Commissioner Greene, all in favor, motion carried (5-0).
CLAIMS
Commissioner Nielsen moved to approve the Claims List, Paid Claims List, and Additional Claims List; second by Commissioner Montbriand, all in favor of paying the Claims List ($163,561.05), Paid Claims List ($217,906.20), and the Additional Claims List ($19,951.17), motion carried (5-0).
NEIGHBOR COMMUNICATION
Director Troupe reported 3 odor complaints since the last board meeting. Director Troupe reported that it was the garbage that was the odor. Director Troupe also reported that the landfill operators are hauling a lot of dirt to cover the slope to minimize the odor.
Director Troupe reported that the Duty Officer was informed of water running onto Imperial Street causing ice. Director Troupe informed the board that it was not the ECSWC employees causing this to happen. SALT had pumped the pond out and therefore causing the water on the road. Director Troupe did also specify that it was water and not leachate. Director Troupe also contacted Arthur Township to inform them that the Duty Officer had been called.
Director Troupe added that the AERA report is being reviewed by the MPCA and looks as if it should be very close to being completed. Prior to getting the Air Permit there will be a public meeting and the landfill neighbors as well as Arthur Township will be notified of that meeting via Kanabec County Times.
CARBON CREDITS
Director Troupe reported that the verification report was submitted to the California Reserve on December 28, 2009 and on January 8, 2010 Director Troupe received the bills for the issuance for the credits that is $8,578.80. Director Troupe asked the board for permission to pay these bills then the funds would be transferred to the purchaser that will then be able to wire the money to ECSWC and be able to transfer the credits.
Director Troupe asked for a motion to do a wire transfer for the funds.
Commissioner Nielsen moved to allow Director Troupe to do the wire transfer, second by Commissioner Montbriand, all in favor, motion carried (5-0).
BUILDING FOR FLARE PAD AND GAS ANALYZER
Director Troupe asked to allow ECSWC staff to construct a building over the flare pad and to order the gas analyzer.
An electrician is being looked into.
Commissioner Montbriand moved to approve ECSWC staff to construct the building, second by Commissioner Greene, all in favor, motion carried (5-0).
Commissioner Nielsen moved to approve Director Troupe to order the analyzer, second by Commissioner Peterson, all in favor, motion carried (5-0).
PUBLIC COMMENT
Arthur Township resident Dave Halverson questioned if the flare had been down for a time. Director Troupe reported that it had been over the long Christmas holiday weekend.
NOVEMBER 2009 FINANCIAL STATEMENT
Director Troupe reported for the month ended November 30, 2009 the ECSWC realized a net loss on an accrual basis of $26,618.28. On a cash flow basis for November there was a decrease in cash of $246,217.31. Un-obligated cash less upcoming cash outlays at the end of the month was $934,270.23. Cash has decreased January – November $230,511.19.
Director Troupe also indicated that we are going to end 2009 with an accrual loss of at least $100,000.00 and a cash decrease of approximately $536,000.00. The cash decrease is due to the SALT project which was a major capital expense.
Reserve accounts for landfill expansion; capital improvements, landfill equipment repairs, hauler rebate, host facility fund and operating contingency total $1,772,285.62.
Funds are invested as follows:
Currently all ECSWC funds are invested at Kanabec Bank. We do not have a CD any longer. The money is in a savings account earning 1.8% interest. The checking account is active for paying bills and is earning 1.0% on that account.
Tonnage has decreased 2.2% year to date over last year. We are at 77,104 tons and our budget was 75,000 tons.
Commissioner Greene moved to approve the November 2009 Financial Statement, second by Commissioner Peterson, all in favor, motion carried (5-0).
R.W. BECK CONTRACT EXTENSION
Fred Doran has asked for an extension for a 1 year agreement. This year the main cost will be the expansion and permits still need to be completed.
Commissioner Nielsen moved to approve the R.W. Beck Contract Extension, second by Commissioner Greene, all in favor, motion carried (5-0).
EXECUTIVE DIRECTOR REPORT
Director Troupe reported that she will be starting up the designation meetings again with the board. Pine County will be on February 2, 2010 which will be in Pine City at 10:00 am. Kanabec County will be getting back to Director Troupe with a time and Mille Lacs will be getting back as to whether or not they would like a presentation.
Director Troupe will attend the Region 7E Legislative Forum on January 25, 2010 at 7 p.m. and will be providing a short update about the ECSWC/SMMPA projects as well as the LOG – FASIT projects.
Director Troup asked for permission for her and Tonya (R.W. Beck) to review the work that SALT has done once SALT does submit a pay application and to pay it outside the meeting. If Director Troupe decides that they have not satisfactorily completed the work then SALT will have to wait until the next board meeting.
Commissioner Nielsen moved to approve the Executive Director Report, second by Commissioner Montbriand, all in favor, motion carried (5-0).
PUBLIC COMMENT
Commissioner Montbriand inquired into the increase of the hauler rates. Commissioner Montbriand introduced Don Howard from the City of Pine City. Mr. Howard’s concern is that the increase will come directly from the taxpayers. Director Troupe explained how the increase/decreases work and that the haulers are paying $8.00 less a ton than they did 4 years ago and that there was no increase last year. The last year there was a CPI increase was in the year 2001.
FEBRUARY MEETING DATE
The February board Meeting is scheduled for February 8, 2010 at 9:00 a.m. at the Commission offices.
ADJOURNMENT
Commissioner Greene moved to adjourn, second by Commissioner Montbriand, all in favor, motion carried (5-0). Chairman Larson adjourned the meeting at 10:30 a.m.
Respectfully submitted,
Barbara Wilder
Recording Secretary
East Central Solid Waste Commission
Commission’s Office – Mora, MN
MINUTES
December 14, 2009
The regular meeting of the East Central Solid Waste Commission was held on December 14, 2009 at the Commission Office, Mora, MN. Chairman George Larson called the meeting to order at 9:00 a.m.
Members present at the meeting included: Chisago County Commissioner Rick Greene, Isanti County Commissioner George Larson, Mille Lacs Commissioner Phil Peterson, Kanabec County Commissioner Les Nielsen, and Pine County Commissioner Ed Montbriand.
Advisory member present - Executive Director Janelle Troupe.
Others also present at the meeting included: Fred Doran and Tonya Koller of R.W. Beck; Cade Steffenson, Mille Lacs County; and Dave Halvorson, Arthur Township.
All present said the Pledge of Allegiance.
Commissioner Peterson moved to approve the Agenda, second by Commissioner Greene, all in favor, motion carried (5-0).
Commissioner Nielsen moved to approve the Meeting Minutes for November 9, 2009, second by Commissioner Montbriand, all in favor, motion carried (5-0).
CLAIMS
Commissioner Montbriand moved to approve the Claims List, Paid Claims List, and Additional Claims List; second by Commissioner Peterson, all in favor of paying the Claims List ($395,809.77), Paid Claims List ($69,431.09), and the Additional Claims List ($63,624.61), motion carried (5 -0).
NEIGHBOR COMMUNICATION
Director Troupe reported no odor complaints since the last board meeting.
Director Troupe added that the Air Emission Risk Analysis (AERA) has been submitted to the MPCA. Director Troupe expressed concern that the time involved with the review period may affect the Commission’s landfill expansion.
CARBON CREDITS
Director Troupe reported that First Environment has not completed its verification report that will be sent to the California Climate Action Registry. R.W. Beck has been supplying information to First Environment. Director Troupe added that once this review is complete the verification for the last half of 2009 would begin.
ELECTRONICS/APPLIANCE RECYCLING
Director Troupe reported that she has been working with PM Enterprises. With further review it was determined they were no longer the low bid. Director Troupe recommends staying with S.W., Inc. from Willmar Minnesota, which quoted $3 for each appliance and $0.15 per pound for electronics.
Commissioner Peterson moved to accept the bid of S.W., Inc., second by Commissioner Nielsen, all in favor, motion carried (5-0).
BUDGET
Director Troupe requested permission to add to the budget the cost of a building over the flare pad to keep all the components out of the weather and reduce repair costs.
Commissioner Nielsen moved to add $30,000 to the budget toward a building to cover the flare pad, second by Commissioner Montbriand, all in favor, motion carried (5-0).
Commissioner Greene moved to adopt the 2010 Budget with the $20,000 addition, second by Commissioner Nielsen, all in favor, motion carried (5-0).
Director Troupe had one comment that in 2011 the Mora scale may have to be replaced at an estimate of $100,000.
PUBLIC COMMENT
Dave Halverson asked how high the landfill would get. Fred Doran of R.W. Beck responded that the visible height is the top and that the next cell will piggyback up against the current height which may add approximately 50 feet to the next cell.
Also Mr. Halverson asked if any carbon credits have been sold. Director Troupe responded that some were sold last spring.
Mr. Halverson asked the difference between MSW and aggregate. Fred Doran explained the difference.
OCTOBER 2009 FINANCIAL STATEMENT
Director Troupe reported for the month ended October 31, 2009 the ECSWC realized a net loss on an accrual basis of $36,128.83. On a cash flow basis for October there is an increase in cash of $65,058.09. Unobligated cash less upcoming cash outlays at the end of the month was $828,143.10. Cash has increased January – October $15,706.12.
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Reserve accounts for landfill expansion; capital improvements, landfill equipment repairs, hauler rebate, host facility fund and operating contingency total $1,972,810.14. $1,300.000 is for landfill expansion.
Funds are invested as follows:
Kanabec Bank – CD for $764,171, was put in Kanabec Savings, the money market checking account at Kanabec Bank earns 1.01%. Kanabec Savings earns 1.75%. Tonnage has decreased 2.6% year-to-date over last year (1,923.46 tons).
Commissioner Peterson moved to approve the October 31, 2009 Financial Statement, second by Commissioner Greene, all in favor, motion carried (5-0).
OFFICE OF THE STATE AUDITOR EXIT INTERVIEW
Mr. Greg Mutchler and Ms. Holly Anderson of the State Auditors Office presented the Exit Interview for the 2008 Audit.
As in prior Exit Interviews, Mr. Mutchler began by reading required statements regarding fraud and the State Auditors responsibility, accounting policies, principles and estimates. Mr. Mutchler also reported that there was no disagreements with management or any significant difficulties in dealing with management.
Mr. Mutchler went on to discuss the audit and thanked Director Troupe for gathering the information.
Once again under the Schedule of Findings and Recommendations section, Mr. Mutchler pointed out the Previously Reported Item not Resolved is the Segregation of Duties. Because of the size of the Commission it continues to be undesirable from an accounting point of view and reminded Commission management to be constantly aware of this condition. Combining the Executive Director and Fiscal Officer position further compounds the segregation of duties issue.
Under Other Findings and Recommendations, Mr. Mutchler commented on three issues: Performance and Payments Bonds, Depository Pledge Agreement and the Open Meeting Law. Mr. Mutchler was pleased to mention that these issues were resolved.
SALT – POND/CLOSURE PROJECT
Director Troupe reported that because of problems getting material, SALT was provided with an additional Change Order giving SALT until December 3rd to reach substantial completion. But because of weather the project is not at substantial completion. Director Troupe also stated that a request for payment of $138,660.70 was received.
Keith Visser, SALT Project Manager, attended to report on the status of the project and to discuss work to be completed.
Commissioner Nielsen moved to pay the current request of $138,660.70, second by Commissioner Montbriand, all in favor, motion carried (5-0).
Commissioner Peterson moved that if the promised work is not done by December 31, 2009 the Commission may go back to December 14, 2009 with liquidated damages, second by Commissioner Green.
After further discussion Commissioner Peterson and Commissioner Greene rescinded their motion. The matter is to be reviewed in January 2010.
EXECUTIVE DIRECTOR REPORT
Employees – Director Troupe reported that Clerk-typist Laurie Johnson will be retiring in January and part-time weighmaster Barb Wilder will be taking over the tasks of meeting minutes and assisting with Board Packet preparations.
Also, because several other part-time weightmasters have requested less hours and some leave time, Director Troupe requested permission to change Ron Morrissey from summer employee to employee earning less than $425 per month – not PERA eligible.
Commissioner Montbriand moved to authorize Director Troupe to change Ron Morrissey from summer employee to employee earning less than $425 per month, second by Commissioner Greene, all in favor, motion carried (5-0).
Because Director Troupe may need to hire another part-time weightmaster in the near future, Commissioner Greene moved to authorize Director Troupe to hire another part-time weightmaster when needed, second by Commissioner Nielsen, all in favor, motion carried (5-0).
Cambridge Floor – Director Troupe reported that further checking of the Cambridge Transfer Station floor indicated that the whole floor did not need to be replaced so the floor replacement project came in under cost and was completed in less time than anticipated.
Designation – Director Troupe completed presentations about Designation at Isanti and Chisago Counties. Presentations have not been scheduled at the remaining counties yet.
Write off Checks Held for Collection – Director Troupe requested permission to write off NSF checks.
Commissioner Peterson moved to authorize Director Troupe to write off bad checks totaling $941.64, second by Commissioner Greene, all in favor, motion carried (5-0).
Envirothon – Director Troupe requested permission to send Envirothon $150 for their environmental education. The Commission has been contributing to Envirothon for several years.
Commissioner Montbriand moved to authorize Director Troupe to send Envirothon $150 for environmental education, second by Commissioner Greene, all in favor, motion carried (5-0).
PUBLIC COMMENT
No Public Comment at this time.
JANUARY MEETING DATE
The January Board Meeting is scheduled for January 11, 2010 at 9:00 a.m. at the Commission offices.
ADJOURNMENT
Commissioner Peterson moved to adjourn the meeting at 11:04 a.m., second by Commissioner Greene, all in favor, motion carried (5-0).
Respectfully submitted,
Laurie Johnson
Recording Secretary
East Central Solid Waste Commission
Commission’s Office – Mora, MN
MINUTES
November 9, 2009
The regular meeting of the East Central Solid Waste Commission was held on November 9, 2009 at the Commission Office, Mora, MN. Chairman George Larson called the meeting to order at 9:00 a.m.
Members present at the meeting included: Chisago County Commissioner Rick Greene, Isanti County Commissioner George Larson, Mille Lacs Commissioner Phil Peterson, Kanabec County Commissioner Les Nielsen, and Pine County Commissioner Ed Montbriand.
Advisory member present - Executive Director Janelle Troupe.
Others also present at the meeting included: Fred Doran and Tonya Koller of R.W. Beck; and Dick Roesler, Arthur Township.
All present said the Pledge of Allegiance.
Executive Director Troupe requested adding Item 8.6 – The Office of the State Auditor letter and the Exit Interview.
Commissioner Greene moved to approve the Agenda with the addition, second by Commissioner Nielsen, all in favor, motion carried (5-0).
Commissioner Montbriand moved to approve the Meeting Minutes for October 12, 2009, second by Commissioner Peterson, all in favor, motion carried (5-0).
CLAIMS
Director Troupe reported a correction on the Claims List for Ziegler, Inc. Ziegler’s account had a credit so the payment of $499.20 is $467.49.
Commissioner Nielsen asked the status of SALT Construction on the Partial Closure Project. Fred Doran of R.W. Beck gave the board members an update. Substantial Completion date is November 18, 2009.
Director Troupe added that SALT Construction asked if they could submit another claim before the end of November when they were at the substantial completion point.
Commissioner Montbriand moved to pay SALT Construction’s next claim contingent on verification of the work completed, second by Commission Nielsen, all in favor, motion carried (5-0).
Commissioner Peterson moved to approve the Claims List, Paid Claims List, Third Quarter Hauler Rebates and Additional Claims List; second by Commissioner Greene, all in favor of paying the Claims List ($307,595.12), Paid Claims List ($48,834.54), Third Quarter Hauler Rebates ($284,274.90) and the Additional Claims List ($16,705.92), motion carried (5 -0).
NEIGHBOR COMMUNICATION
Director Troupe reported no odor complaints since the last board meeting.
Director Troupe added that HDR finished doing the re-modeling that was required due to SMMPA changes on the air permitting and that Ann Curnow of HDR has promised a hard copy to Director Troupe and the MPCA on November 13, 2009.
CARBON CREDITS
Director Troupe reported that First Environmental has not completed its verification report due to some questions they had about some of the reports that were submitted to them. R.W. Beck will get the requested info to First Environmental within a few days. Then it will be sent to the California Climate Action Registry for their review.
SEPTEMBER 2009 FINANCIAL STATEMENT
Director Troupe reported for the month ended September 30, 2009 the ECSWC realized a net income on an accrual basis of $110,282.75. On a cash flow basis for September there is an increase in cash of $156,318.75. Unobligated cash less upcoming cash outlays at the end of the month was $799,494. 51. Cash has decreased January – September $49,351.97.
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Reserve accounts for landfill expansion; capital improvements, landfill equipment repairs, hauler rebate, host facility fund and operating contingency total $1,880,929.82.
Funds are invested as follows:
Kanabec Bank – CD for $764,171, interest rate 3.25% maturing Nov. 26, 2009, the money market checking account at Kanabec Bank earns 1.01%. Kanabec Savings earns 2.0%. The Financial Assurance Fund was moved to Bremer Bank National on November 5, 2009. Tonnage has decreased 4.0% year-to-date over last year (2,709.58 tons).
Commissioner Greene moved to approve the September 30, 2009 Financial Statement, second by Commissioner Montbriand, all in favor, motion carried (5-0).
CAMBRIDGE TRANSFER STATION FLOOR
Because the need to replace the Cambridge Transfer Station floor is critical, Director Troupe received permission from Chairman Larson to send out RFP’s to local concrete contractors. Director Troupe recommends deciding on a contractor to replace the transfer station floor.
Commissioner Montbriand moved to award the Cambridge Transfer Station Floor replacement to Templin Concrete of Cambridge, Minnesota to start November 30, 2009. If Templin Concrete cannot meet all requirements and the start date, Commissioner Montbriand’s motion states to award the floor replacement to the next lowest bidder of C&A Campbell of Pine City, Minnesota. Motion second by Commissioner Greene, all in favor, motion carried (5-0).
Because haulers to Cambridge will be asked to deliver their loads to the Mora Landfill during this shutdown time, Commissioner Nielsen moved to pay the haulers $10/ton (up to a specified tonnage) to haul MSW to the Mora Landfill during the 2.5 week Cambridge Shutdown, second by Commissioner Greene, all in favor, motion carried (5-0).
ELECTRONICS/APPLIANCE RECYCLING
Director Troupe explained that ECSWC’s current electronics/appliance recycler is increasing their rates for 2010. Because of this increase and Director Troupe has been contacted by other interested recyclers, Director Troupe requested quotes from all recyclers listed on the MPCA website.
Ten quotes have been received. Since Director Troupe has several issues to check out, Commissioner Montbriand moved to table the decision on an Electronics/Appliance Recycler for 2010 until the December Board Meeting, second by Commissioner Peterson, all in favor, motion carried (5-0).
2010 BUDGET
Director Troupe’s proposed 2010 Budget to the Board at the October Board meeting did not include a rate increase for haulers. Director Troupe stated that she had sent a letter to all contract haulers last spring indicating that the ECSWC Board would be considering a rate increase at budget planning time based on the Consumer Price Index (CPI) for 2010.
Commissioner Montbriand moved to increase the tipping fee to $52.74/ton for contract haulers and private haulers, second by Commissioner Peterson, all in favor, motion carried (5-0).
Director Troupe continued that the health insurance rates for Commission employees increased 2% versus the anticipated 5%. Because of the smaller than expected increase in rates, Director Troupe asked the board members to continue to pay the amount equal to the single $100 deductible policy of $779.92 per employee or an equal amount to another policy.
Commissioner Peterson moved to continue to pay the amount equal to the single $100 deductible policy of $779.92 per employee or an equal amount to another policy, second by Commissioner Greene, all in favor, motion carried (5-0).
Director Troupe added that the budget includes no wage increases beyond step increases.
Director Troupe discussed the maintenance required on all the scales. Director Troupe recommends Commission staff attempt to do the work at Mora first.
Commissioner Nielsen moved to authorize 18 – 25 hours of overtime for employees to do the maintenance work on the Mora scale, second by Commissioner Greene, all in favor, motion carried (5-0).
Commissioner Greene moved to approve the 2010 Budget with the approved additions/changes due to the increase in tipping fees and adding landfill gas expenses, second by Commissioner Peterson, all in favor, motion carried (5-0).
EXECUTIVE DIRECTOR REPORT
Knife River Land Purchase – Director Troupe and Commissioner Nielsen plan to meet with Ron Klinker from Knife River in December or January.
Bjorklund/Johnson – After Director Troupe had a conversation with Russell Mann of Bjorklund Trucking, Director Troupe believes Craig Bjorklund would not sign any agreement finalizing the contract with ECSWC. Director Troupe recommends using the prior motion as finalization unless the other parties decide to carry things further.
Landfill Operations Group (LOG) - Director Troupe explained that she has been attending the LOG meetings and gave the board members a brief summary of some of the issues the group has been discussing:
EAW – The opinion of the LOG regarding EAW’s is that the MPCA is wrong in limiting an EAW to ten years or the current permitted space instead of including the entire footprint.
Mandatory Greenhouse Gas Reporting for Landfills – Director Troupe explained that the new EPA rule would apply to active and closed MSW landfills. ECSWC is probably already collecting most of the information that is required for this report. Director Troupe continued that the fear is that the EPA will require active landfill gas collection and control. If mandated, ECSWC will no longer be eligible for carbon credits. Director Troupe added that this possible requirement is a few years away.
Financial Assurance – Director Troupe explained that the MPCA determines the discount rates for financial assurance annually. This year they are using a discount rate of .5%, which will increase the Financial Assurance obligation. The LOG is pushing to get the MPCA to agree to a historical average - typically 4%.
SALT – Director Troupe reported that a change order in the amount of $5,000 was provided to SALT for some additional screening of sand out of the demo area for the project and also to extend the substantial completion date to November 18, 2009.
OFFICE OF THE STATE AUDITOR LETTER AND EXIT INTERVIEW
Director Troupe received a letter from the State Auditor confirming the services for the 2009 Audit, which requires the signature of the ECSWC Chairman.
Commissioner Greene moved to authorize Chairman Larson sign the State Auditor letter confirming their services for the 2009 Audit, second by Commission Nielsen, all in favor, motion carried (5-0).
Director Troupe added that the State Auditors would be attending the December Meeting to do their Exit Interview.
PUBLIC COMMENT
No Public Comment at this time.
DECEMBER MEETING DATE
The December Board Meeting is scheduled for December 14, 2009 at 9:00 a.m. at the Commission offices.
ADJOURNMENT
Commissioner Montbriand moved to adjourn the meeting at 10:22 a.m., second by Commissioner Nielsen, all in favor, motion carried (5-0).
Respectfully submitted,
Laurie Johnson
Recording Secretary
East Central Solid Waste Commission
Commission’s Office – Mora, MN
MINUTES
October 12, 2009
The regular meeting of the East Central Solid Waste Commission was held on October 12, 2009 at the Commission Office, Mora, MN. Chairman George Larson called the meeting to order at 9:00 a.m.
Members present at the meeting included: Chisago County Commissioner Rick Greene, Isanti County Commissioner George Larson, Mille Lacs Commissioner Phil Peterson, Kanabec County Commissioner Les Nielsen, and Pine County Commissioner Ed Montbriand.
Advisory member present - Executive Director Janelle Troupe.
Others also present at the meeting included: Fred Doran and Tonya Koller of R.W. Beck; Cade Steffenson of Mille Lacs County; Mike Oster of Knife Lake Sanitation and Jeff Johnson from Johnson Crushing, Inc.
All present said the Pledge of Allegiance.
Executive Director Troupe requested adding Item 8.8 – Pond Closure Project.
Commissioner Nielsen moved to approve the Agenda with the addition, second by Commissioner Peterson, all in favor, motion carried (5-0).
Commissioner Montbriand moved to approve the Meeting Minutes for September 14, 2009, second by Commissioner Greene, all in favor, motion carried (5-0).
CLAIMS
Commissioner Peterson moved to approve the Claims List, Paid Claims List, and Additional Claims List; second by Commissioner Nielsen, all in favor of paying the Claims List ($111,182.99), Paid Claims List ($92,556.83), and the Additional Claims List ($75,819.40), motion carried (5 -0).
NEIGHBOR COMMUNICATION
Director Troupe reported no odor complaints since the last board meeting.
Director Troupe added that the air permitting is going through its final review prior to submission to the MPCA. Once it is submitted, there will be several months of MPCA review followed by a Public Meeting. Arthur Township has offered their facility for the Public Meeting.
CARBON CREDITS
Director Troupe reported that First Environmental has not completed its verification report yet but anticipates completion within a week or two. Then it will be sent to the California Climate Action Registry for their review.
PUBLIC COMMENT
No Public Comment at this time.
AUGUST 2009 FINANCIAL STATEMENT
Director Troupe reported for the month ended August 31, 2009 the ECSWC realized a net income on an accrual basis of $63,674.08 prior to the County Return on Investment of $200,000. On a cash flow basis for August there is a decrease in cash of $376,844.77. Unobligated cash less upcoming cash outlays at the end of the month was $733,146.40. Cash has decreased January – August $205,670.72.
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Reserve accounts for landfill expansion; capital improvements, landfill equipment repairs, hauler rebate, host facility fund and operating contingency total $1,808,072.42.
Funds are invested as follows:
Kanabec Bank – CD for $764,171, interest rate 3.25% maturing Nov. 26, 2009, the money market checking account at Kanabec Bank earns 1.01%. Kanabec Savings earns 2.0%. The Financial Assurance Fund at U.S. Bank earns .044%. Tonnage has decreased 4.0% year-to-date over last year (2,487.54 tons).
Commissioner Montbriand asked the status of the delinquent accounts to which Director Troupe responded that they are all up to date.
Commissioner Greene moved to approve the August 31, 2009 Financial Statement, second by Commissioner Peterson, all in favor, motion carried (5-0).
JOHNSON CRUSHING
Jeff Johnson of Johnson Crushing attended the board meeting to discuss his point of view on the Bjorklund/Johnson contract and the bill for rock that was sent him.
After some discussion, Chairman Larson asked Mr. Johnson what he would want to settle the matter. Mr. Johnson responded that he would leave what rock and sand is left that he mined and call it even.
Chairman Larson responded that the board would discuss this matter in closed session at the end of the meeting and get back to Mr. Johnson.
KNIFE RIVER PROPERTY
Ron Klinker, Land Development and Environmental Manager for Knife River attended the meeting to give more information on the appraisal of their gravel pit.
Mr. Klinker stated that Knife River is not tied to the appraisal and would be willing to entertain any offer made by ECSWC. If ECSWC purchased the property, Mr. Klinker continued that Knife River would like a lease for at least 10 years – two five-year options at $1/year.
After several other options and issues were discussed, Chairman Larson said that this issue would be discussed during the closed session at the end of the meeting.
FINANCIAL ASSURANCE FUND
Director Troupe explained the current status of the Commission’s Financial Assurance Fund. The fund has been receiving a very low interest of .044% for some time. On further investigation Director Troupe has found a very knowledgeable staff and better returns with Bremer Trust National and has requested the Commission approve a resolution to invest funds with Bremer Trust National.
Commissioner Nielsen moved to approve the Resolution establishing a dedicated Long-term Care Trust Fund, second by Commissioner Peterson, all in favor, motion carried (5-0).
Also, Commissioner Nielsen moved to authorize Chairman Larson to sign the Trust Agreement with Bremer Trust National, second by Commissioner Montbriand, all in favor, motion carried (5-0).
2010 BUDGET
Director Troupe presented the 2010 Budget to the Board members highlighting several items, which include a new floor for the Cambridge Transfer Station and a continuous gas flow analyzer.
Director Troupe recommended the following Rates/Fees changes for 2010:
Appliances $8.00/each to $10.00/each
Comm. Copier/Console TV $20.00/each to $30.00/each
TV/monitors $8.00/each to $10.00/each
Mattresses to landfill $19.00/each to $15.00/each
Commissioner Greene moved to approve Director Troupe’s recommended rate/fee changes, second by Commissioner Peterson, all in favor, motion carried (5-0).
Regarding wages for 2010, after some discussion, wages will be froze for 2010, step increases will be allowed and insurance will be discussed at the November meeting when rate changes are available. Final approval of Budget will be at the November meeting.
DESIGNATION
Director Troupe requested a decision on continuing with the Designation Plan. After the discussion it was decided that Director Troupe would give a presentation to the County Boards on the value of Designation and a decision on Designation will be made at the next board meeting.
EXECUTIVE DIRECTOR REPORT
Attorney – Director Troupe has sent a letter to all the county attorneys asking if they are interested in providing legal services on general issues to the ECSWC. Mille Lacs County responded with a letter of interest.
Commissioner Nielsen moved to contract with Mille Lacs County attorney on a six (6) month trial basis, second by Commissioner Greene, all in favor, motion carried (5-0).
Hauler Request – Because of the problems haulers have with disposal of dirty glass, Director Troupe reported that she has been asked for a better rate to deliver the dirty glass directly to the Mora landfill versus the Commission transfer stations.
Commissioner Greene moved to allow dirty glass to go directly to the Mora Landfill, second by Commissioner Montbriand, all in favor, motion carried (5-0).
Director Troupe also requested open permission to take in green glass on an “as needed basis” for outside landfill road bases at $30 per ton.
Commissioner Greene moved to give Director Troupe open permission to take in green glass on an “as needed” basis for outside road bases at $30/ton, second by Commissioner Nielsen, all in favor, motion carried (5-0).
H1N1 Flu – Director Troupe explained that if the flu hits hard, it would be important that landfills have available certified landfill operators to continue operations. Director Troupe requested permission to loan an operator or borrow an operator in case of such an emergency.
Commissioner Peterson moved to permit Director Troupe to loan an operator or borrow an operator in case of an emergency, second by Commissioner Montbriand, all in favor, motion carried (5-0).
New Hauler Contracts – Director Troupe requested approval for Chairman Larson to sign Hauler Contracts with Phase Recycling and Evergreen Recycling.
Commissioner Montbriand moved to authorize Chairman Larson to sign Hauler Contracts with Phase Recycling and Evergreen Recycling, second by Commissioner Greene, all in favor, motion carried (5-0).
LANDFILL CLOSURE PROJECT
Director Troupe reported that the closure project is not complete because the material purchased for the liner did not meet specs. Fred Doran of R.W. Beck continued with the update of the project.
CLOSED SESSION
Commissioner Montbriand moved to go to close session to discuss possible Knife River land purchase (formerly known as Rittenour property) and legal issues with Bjorklund/Johnson contract at 11:53 a.m., second by Commissioner Nielsen, all in favor, motion carried (5-0).
OPEN SESSION
Commissioner Peterson moved to open session at 12:00 p.m, second by Commissioner Greene, all in favor, motion carried (5-0).
BJORKLUND/JOHNSON
Commissioner Greene moved to authorize Director Troupe to work with the Commissions attorney to prepare an agreement where Bjorklund/Johnson and the East Central Solid Waste Commission would mutually agree that no money is owed to either party, that we part ways with no liability between the parties, that the East Central Solid Waste Commission will be held harmless in any future events between Bjorklund/Johnson and any material still on site belongs to the East Central Solid Waste Commission, second by Commissioner Nielsen, all in favor, motion carried (5-0).
KNIFE RIVER LAND PURCHASE (formerly known as Rittenour property)
Chairman Larson appoints Commissioner Nielsen to work with Director Troupe on this issue.
The consensus of the board is for Director Troupe and Commissioner Nielsen to investigate options for a possible purchase agreement with Knife River.
NOVEMBER MEETING DATE
The November Board Meeting is scheduled for November 9, 2009 at 9:00 a.m. at the Commission offices.
ADJOURNMENT
Chairman Larson adjourned the meeting at 12:13 p.m.
Respectfully submitted,
Laurie Johnson
Recording Secretary
East Central Solid Waste Commission
Commission’s Office – Mora, MN
MINUTES
September 14, 2009
The regular meeting of the East Central Solid Waste Commission was held on September 14, 2009 at the Commission Office, Mora, MN. Chairman George Larson called the meeting to order at 9:00 a.m.
Members present at the meeting included: Chisago County Commissioner Rick Greene, Isanti County Commissioner George Larson, Mille Lacs Commissioner Phil Peterson, Kanabec County Commissioner Les Nielsen, and Pine County Commissioner Ed Montbriand.
Advisory member present - Executive Director Janelle Troupe.
Others also present at the meeting included: Fred Doran and Tonya Koller of R.W. Beck; Cade Steffenson of Mille Lacs County; Lisa Thibodeau of Chisago County; and Gary Saenger and Dick Roesler, Arthur Township residents.
All present said the Pledge of Allegiance.
Chairman Larson added Item 6.3 – Lake Sanitation Situation to the Agenda.
Commissioner Greene moved to approve the Agenda with the addition, second by Commissioner Peterson, all in favor, motion carried (5-0).
Commissioner Montbriand moved to approve the Meeting Minutes for August 10, 2009, second by Commissioner Nielsen, all in favor, motion carried (5-0).
CLAIMS
Director Troupe reported a change in the total of the Claims List. The SALT payment of $102,704.92 was changed to $137,014.92.
Commissioner Nielsen moved to approve the Claims List, Paid Claims List, and Additional Claims List; second by Commissioner Greene, all in favor of paying the Claims List ($258,447.85), Paid Claims List ($90,859.59), and the Additional Claims List ($32,328.81), motion carried (5 -0).
NEIGHBOR COMMUNICATION
Director Troupe reported two odor complaints since the last board meeting.
Director Troupe added that Anne Curnow from HDR is still working on Air Permitting.
Chairman Larson asked for an update to Lake Sanitation’s position.
Director Troupe responded that Lake Sanitation is trying to get out of their current contract with BFI. It’s Director Troupe’s understanding that BFI’s rates are going up again in October. Lake Sanitation is still interested in ECSWC and will stay in contact with Director Troupe.
Director Troupe added that Lake Sanitation has two issues with the ECSWC Hauler contract. One being the rebate time frame of three months and the second is cost of mattresses.
PUBLIC COMMENT
No Public Comment at this time.
JULY 2009 FINANCIAL STATEMENT
Director Troupe reported for the month ended July 31, 2009 the ECSWC realized a net income on an accrual basis of $30,059.25. On a cash flow basis for July there is an increase in cash of $26,558.94. Unobligated cash less upcoming cash outlays at the end of the month was $940,246.21. Cash has increased January – July $162,573.71.
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Reserve accounts for landfill expansion; capital improvements, landfill equipment repairs, hauler rebate, host facility fund and operating contingency total $1,977,817.38. Director Troupe added that most of this money is for the landfill expansion.
Funds are invested as follows:
Kanabec Bank – CD for $764,171, interest rate 3.25% maturing Nov. 26, 2009, the money market checking account at Kanabec Bank earns 1.01%. Kanabec Savings earns 2.0%. The Financial Assurance Fund at U.S. Bank earns .044%. Tonnage has decreased 4.0% year-to-date over last year (2,130.90 tons).
Commissioner Peterson moved to approve the July 31, 2009 Financial Statement, second by Commissioner Montbriand, all in favor, motion carried (5-0).
HAULER CONTRACT ELIGIBILITY
Director Troupe reported that she has been receiving calls from businesses that are cleaning up properties and recyclers requesting contract qualification information. Because each member county has different licensing procedures and costs, Director Troupe requested clarification as to what qualifies as a hauler for signing a hauler contract with ECSWC.
Commissioner Nielsen moved that a hauler must deliver at least 25 tons MSW per year to qualify for any hauler rebates – recyclers who haul residual from recycling are exempt, second by Commissioner Greene, all in favor, motion carried (5-0).
EXECUTIVE DIRECTOR REPORT
Attorney – Because of the high cost for attorney services, Director Troupe wishes to consider using the five county attorneys for non-solid waste issues. Board members recommended Director Troupe contact member county attorneys for information.
Designation – Director Troupe will add Designation to the October Meeting Agenda.
Joint Powers Agreement - Director Troupe noted that the Amendment to the Joint Powers Agreement stated that “the County proportionate share ratios shall be adjusted upon the admission of additional counties or withdrawal of present Counties to the Commission and upon publication of the 2010 decennial U.S. Census and each decennial U.S. Census thereafter”. Director Troupe questioned why would the Commission do that because all the bonds have been paid. Director Troupe continued that the Second Amendment to the Joint Powers deleted Paragraph 1 of the First Amendment to the Joint Powers Agreement. Making the adjustment of share ratios a non-issue.
Secondly, Director Troupe noted that the Second Amendment to the Joint Powers Agreement states that the “repayment of such contributions will be calculated in the sole discretion of the Commission after reviewing the surplus cash available at year end.” Meaning it should not be a budgeted item on the ECSWC Budget.
Appraisal of Knife River Property – Director Troupe reported that the market value of the Knife River Property is $117,000 for 40 acres. After some discussion, Director Troupe will get more clarification i.e. expenses, taxes, liability, etc. for next board meeting.
2010 Budget – Director Troupe will present the 2010 Budget at the October Board Meeting.
Bjorklund/Johnson Gravel Mining Contract – Director Troupe reported that Craig Bjorklund provided his contract portion of riprap. Director Troupe will send an ackowledgement to Craig Bjorklund for the partial fulfillment of riprap received.
Director Troupe sent a letter to Jeff Johnson asking how he planned to fulfill his portion of the contract. No word has been received from Mr. Johnson.
GRAVEL MINING
Director Troupe introduced Keith and Steve Hass.
An agreement has been negotiated with Hass that includes the mining of Phase 6A landfill expansion and Phase 5 of the demolition landfill for ECSWC purposes, mining of portions of Phase 7 for Hass’ purposes, the Commission commits to purchasing 20,000 yards of sand for the next landfill expansion and for cover material @$2.75 per yard and the contractor will provide rock products to the Commission. The rock products include 403 yards of 1½” grain rock, 260 cubic yards of pea gravel and 1,400 cubic yards of class 5. The contract end date if January 1, 2011 and can be renegotiated.
Commissioner Nielsen moved to accept the contract with Keith and Steve Hass, second by Commissioner Peterson, all in favor, motion carried (5-0).
SALT CHANGE ORDER 3
Because of delays in receiving certain items and materials, SALT Construction has asked for an extension on the substantial completion date of 40 days, from September 8, 2009 to October 18, 2009 and extension of the final completion date of 205 days, to May 1, 2010.
Commissioner Peterson moved to approve action requested – approval of Change Order 3, second by Commissioner Montbriand, all in favor, motion carried (5-0).
PUBLIC COMMENT
No Public Comment at this time.
OCTOBER MEETING DATE
The October Board Meeting is scheduled for October 12, 2009 at 9:00 a.m. at the Commission offices.
ADJOURNMENT
Commissioner Greene moved to adjourn the meeting at 10:20 a.m., second by Commissioner Montbriand, all in favor, motion carried (5-0).
Respectfully submitted,
Laurie Johnson
Recording Secretary
East Central Solid Waste Commission
Commission’s Office – Mora, MN
MINUTES
August 10, 2009
The regular meeting of the East Central Solid Waste Commission was held on August 10, 2009 at the Commission Office, Mora, MN. Chairman George Larson called the meeting to order at 9:01 a.m.
Members present at the meeting included: Chisago County Commissioner Rick Greene, Isanti County Commissioner George Larson, Mille Lacs Commissioner Phil Peterson, Kanabec County Commissioner Les Nielsen, and Pine County Commissioner Ed Montbriand.
Advisory member present - Executive Director Janelle Troupe.
Others also present at the meeting included: Fred Doran and Cami VanAbel of R.W. Beck; Cade Steffenson of Mille Lacs County; Gary Saenger, Arthur Township resident.
All present said the Pledge of Allegiance.
Director Troupe requested adding:
8.4 Land Application Project
8.5 Demo Mining
Commissioner Greene moved to approve the Agenda with additions, second by Commissioner Montbriand, all in favor, motion carried (5-0).
Commissioner Peterson moved to approve the Meeting Minutes for July 13, 2009, second by Commissioner Nielsen, all in favor, motion carried (5-0).
CLAIMS
Commissioner Nielsen moved to approve the Claims List, Paid Claims List, Member Counties Reimbursement, 2nd Quarter Hauler Rebates and Additional Claims List; second by Commissioner Montbriand, all in favor of paying the Claims List ($211,484.72), Paid Claims List ($71,342.73), Member Counties Reimbursement ($200,000), 2nd Quarter Hauler Rebates ($260,346.10) and the Additional Claims List ($35,415.84), motion carried (5 -0).
NEIGHBOR COMMUNICATION
Director Troupe reported two odor complaints since the last board meeting due mainly to a trench that was dug during the closure project and the flare being shut down for some work on the pipes.
Director Troupe added that Anne Curnow from HDR expects the air permitting to be submitted to the MPCA on August 13, 2009.
Director Troupe reported that Michael Carim from First Environmental would be arriving after the board meeting for his site visit.
Director Troupe added that because our 2008 credits are not under contract with Vitrol and are not worth as much as 2009 credits due to an EPA decision, she would be working with the Commission’s broker John Battaglia of Evolution Markets to sell these credits. So far Vitrol has offered $3.50 per credit which will net the Commission $3.37/credit.
Director Troupe requested confirmation of the board’s approval for the Executive Director to sell the 2008 carbon credits through the broker at the best price.
Commissioner Greene moved to authorize the Executive Director to sell the 2008 Carbon credits through the broker at the best price, second by Commissioner Nielsen, all in favor, motion carried (5-0).
PUBLIC COMMENT
Gary Saenger of Arthur Township reported that he has received calls from three local women indicating that they have smelled a perfume-like odor that they believe is coming from the landfill.
JUNE 2009 FINANCIAL STATEMENT
Director Troupe reported for the month ended June 30, 2009 the ECSWC realized a net income on an accrual basis of $116,263.72. On a cash flow basis for June there is a decrease in cash of $8,606.34. Unobligated cash less upcoming cash outlays at the end of the month was $824,411. Cash has increased January – June $136,014.77
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Reserve accounts for landfill expansion; capital improvements, landfill equipment repairs, hauler rebate, host facility fund and operating contingency total $1,882,371.96. Director Troupe added that most of this money is for the landfill expansion in 2010.
Funds are invested as follows:
Kanabec Bank – CD for $764,171, interest rate 3.25% maturing Nov. 26, 2009, the money market checking account at Kanabec Bank earns 1.01%. Kanabec Savings earns 2.0%. The Financial Assurance Fund at U.S. Bank earns .044%. Tonnage has decreased 5.1% year-to-date over last year (2,361.72 tons).
Commissioner Montbriand moved to approve the June 30, 2009 Financial Statement, second by Commissioner Greene, all in favor, motion carried (5-0).
GRAVEL MINING
Director Troupe reported that four proposals were received for gravel mining of the landfill Phase 6A and the Demolition Phase 4. Director Troupe went on to give the details of the best proposal, which was submitted by Steve Hass.
There also was a discussion regarding the Bjorklund/Johnson contract. Craig Bjorklund told Chairman Larson that he would supply his half of the material owed the Commission.
The discussion ended with Commissioner Nielsen moving to give Craig Bjorklund thirty (30) days to provide rip-rap owed to the Commission or face civil and/or criminal action, second by Commissioner Peterson, Chairman Larson voted nay, motion passed 4-1. (Chairman Larson is against the wording of the motion).
Commissioner Montbriand moved to authorize Director Troupe and Fred Doran to work out a contract with Steve Hass for gravel mining, second by Commissioner Nielsen, all in favor, motion carried (5-0).
EXECUTIVE DIRECTOR REPORT
Employee Needs – Director Troupe explained that the time limit for the temporary landfill operator is expiring soon and the employee out on worker’s comp is going to have surgery and many months of rehabilitation. Director Troupe requested permission to hire the temporary landfill operator full time with benefits.
Commissioner Nielsen moved to hire the temporary landfill operator full time with the stipulation that he may be laid off if the employee on workers comp returns to work, second by Commissioner Montbriand, all in favor, motion carried (5-0).
LAND APPLICATION PROJECT
Director Troupe requested permission to order the materials for the land application project and for spraying leachate from Northern Water Works for $20,013. Director Troupe added that she would like this project to be done before the freeze.
Commissioner Montrbriand moved to authorize Director Troupe to order the materials/parts for the land application project contingent on a written letter of approval from the MPCA, second by Commissioner Peterson, all in favor, motion carried (5-0).
DEMO MINING
Director Troupe reported that more sand may be needed for the landfill closure project and that Anderson Excavating has provided the Commission with a work order to mine 10,000 yards of sand from the demo landfill area.
Commissioner Nielsen moved to authorize Director Troupe to sign the change order from Anderson Excavating to take sand out of the Demo landfill area for the closure project, second by Commissioner Greene, all in favor, motion carried (5-0).
ADDITIONAL COMMENTS
Chairman Larson would like further investigation of Lake Sanitary’s request to bring in MSW.
PUBLIC COMMENT
No other Public Comment at this time.
SEPTEMBER MEETING DATE
The September Board Meeting is scheduled for September 14, 2009 at 9:00 a.m. at the Commission offices.
ADJOURNMENT
Commissioner Greene moved to adjourn the meeting at 10:43 a.m., second by Commissioner Peterson, all in favor, motion carried (5-0).
Respectfully submitted,
Laurie Johnson
Recording Secretary
East Central Solid Waste Commission
Commission’s Office – Mora, MN
MINUTES
July 13, 2009
The regular meeting of the East Central Solid Waste Commission was held on July 13, 2009 at the Commission Office, Mora, MN. Chairman George Larson called the meeting to order at 9:00 a.m.
Members present at the meeting included: Chisago County Commissioner Rick Greene, Isanti County Commissioner George Larson, Mille Lacs Commissioner Phil Peterson, Kanabec County Commissioner Les Nielsen; and Pine County Commissioner Ed Montbriand.
Advisory member present - Executive Director Janelle Troupe.
Others also present at the meeting included: Fred Doran and Tonya Koller of R.W. Beck; Cade Steffenson of Mille Lacs County; Lisa Thibodeau of Chisago County; Ken Monson, Monson Roll-off; Doug Carnival of McGrann, Shea, Carnival; and Dick Roesler, Arthur Township resident.
All present said the Pledge of Allegiance.
Director Troupe requested adding approval to sign contract to sell carbon credits.
Commissioner Peterson moved to approve the Agenda, second by Commissioner Nielsen, all in favor, motion carried (5-0).
Commissioner Montbriand moved to approve the Meeting Minutes for June 8, 2009, second by Commissioner Greene, all in favor, motion carried (5-0).
CLAIMS
Commissioner Nielsen moved to approve the Claims List, Paid Claims List, Household Hazardous Waste 2008 Regional Program Claims List, and Additional Claims List; second by Commissioner Peterson, all in favor of paying the Claims List ($200,301.64), Paid Claims List ($220,005.97), Household Hazardous Waste 2008 Regional Program Claims List (28,182.00) and the Additional Claims List ($37,011.55), motion carried (5 -0).
NEIGHBOR COMMUNICATION
Director Troupe reported that there have been no odor complaints since February.
Director Troupe
added that she continues to work on the air permitting and the landfill
permitting along with the EAW. Anne Curnow informed Director Troupe that she
has one additional item to provide to the MPCA.
CARBON CREDITS
Director Troupe discussed the proposed schedule of First Environmental for the verification of carbon credits to the California Reserve.
R.W. Beck has estimated the ECSWC has 57,000 tons of carbon credits to sell. Director Troupe continued that the Commission would automatically lose 10% of these 57,000 tons because we do not have a continual gas analyzer. Director Troupe added that a continual gas analyzer would cost about $65,000 to which she says the Commission could pay for in one year.
Director Troupe anticipates if all goes well, the credits could be sold by September.
Director Troupe also requested a motion authorizing the Chairman to sign the contract with VITOL, which was originally okayed a few months earlier.
Commissioner Nielsen moved to authorize the Board Chairman to sign the contract with VITOL which was previously okayed by the board, second by Commissioner Montbriand, all in favor, motion carried (5-0).
Because Director Troupe has some concerns about the possibility of landfill methane projects being excluded from qualifying for offset credits under the Waxman-Markey Climate bill, Director Troupe shared a letter that she sent to Congressman James Oberstar and Senator Amy Klobuchar asking for their help in assuring that MSW landfills continue to be a voluntary source for carbon offset credits.
PUBLIC COMMENT
Doug Carnival, representative for the Solid Waste Management Association had a comment regarding the Commissions request to the MPCA for Designation. Mr. Carnival stated that with the signing of an agreement with Ace Solid Waste, he would hope that the ECSWC would reconsider Designation. Mr. Carnival added that they feel it would be better for the Commission to meet their goals through contracts.
MAY 2009 FINANCIAL STATEMENT
Director Troupe reported for the month ended May 31, 2009 the ECSWC realized a net income on an accrual basis of $31,215.76. On a cash flow basis for May there is a decrease in cash of $58,775.62. Unobligated cash less upcoming cash outlays at the end of the month was $673,092.13. Cash has increased January – May $144,621.11.
Reserve accounts for landfill expansion; capital improvements, landfill equipment repairs, hauler rebate, host facility fund and operating contingency total $1,786,353.58.
Funds are invested as follows:
Kanabec Bank – CD for $541,746.48, interest rate 5.45% matured and transferred to savings (earning 2.25%), Kanabec Bank – CD for $752,369.79, interest rate 3.25% maturing November 26, 2009, the money market checking account at Kanabec Bank earns 1.0%. Kanabec Savings earns 2.0%. The Financial Assurance Fund at U.S. Bank earns .044%. Tonnage has decreased 6.3% year-to-date over last year (2,448.12).
Commissioner Greene moved to approve the May 31, 2009 Financial Statement, second by Commissioner Nielsen, all in favor, motion carried (5-0).
GRAVEL MINING
Because of on-going trouble between Bjorklund Trucking and Johnson Crushing, Director Troupe requested a Motion to cancel the Site Development Agreement with Bjorklund Trucking/Johnson Crushing.
Director Troupe reported that under this contract, the Commission is owed 500 cubic yards of rip-rap, 750 cubic yards of drainage rock and 650 cubic yards of pea gravel. Prior to this board meeting, Director Troupe said she had a meeting with Russell Mann, a representative of Bjorklund Trucking. Mr. Mann said he would try to provide the Commission with the immediate need for 200 cubic yards of pea gravel and 20 cubic yards of drainage rock.
Commissioner Peterson moved to cancel the Site Development Amended and Restated Agreement dated April 14, 2008 with Bjorklund Trucking/Johnson Crushing for cause, with a 30 day notice, second by Commissioner Greene, all in favor, motion carried (5-0).
Director Troupe also requested approval to advertise for a new contractor to excavate Phase 6a and the Demolition area with an option for a longer contract.
Commissioner Nielsen moved to authorize Director Troupe to advertise for bids to excavate Phase 6a and the Demolition area with specific penalties and a definite timeline, second by Commissioner Montbriand, all in favor, motion carried (5-0).
DEMOLITION LANDFILL
Director Troupe shared with the board members the challenges of the Demolition Landfill this past year. The main issues are the gravel mining problems and unacceptable loads. Director Troupe sent a letter to the Commission’s contract haulers addressing these issues.
Director Troupe requested permission to impose an additional fee for unacceptable loads.
Commissioner Nielsen introduced Ken Monson, owner of Monson Roll-offs and asked for his input.
Commissioner Montbriand moved to impose a $25 fee for unacceptable loads that need to be reloaded and sent to the MSW landfill, second by Commissioner Greene, all in favor, motion carried (5-0).
EXECUTIVE DIRECTOR REPORT
Designation – Because Mille Lacs County has indicated that they don’t wish to back designation; Director Troupe asked how the board wants to continue with the Designation Plan.
After some discussion it was decided to put this issue on hold until the EAW review is closer to completion.
County Reimbursement of Contributed Capital – Commissioner Peterson moved to distribute $200,000 to the counties according to the formula, second by Commissioner Greene, all in favor, motion carried (5-0).
MCIT Cambridge Fire – Director Troupe reported that MCIT is bringing a lawsuit against Stockman Transfer for the fire at the Cambridge Transfer Station in April of 2008. Also Stockman Transfer is counter suing for the loss of their equipment. Director Troupe provided the lawyer from MCIT helpful information regarding this suit.
Lake Sanitation – Jessie Hooper from Lakes Sanitation contacted Director Troupe wanting to sign a hauler contract to deliver 500 tons/month MSW from Aitkin County.
After some discussion, Commissioner Greene moved to allow Lakes Sanitation to sign a contract with the Commission to deliver MSW from Aitkin County, second by Commissioner Montbriand; Commissioner Nielsen voted NAY, motion passed (4-1).
Hinckley Transfer Station – Director Troupe reported that since the Hinckley Transfer Station has remained open one extra hour on Saturdays there has been $141.30 worth of charges that hour. Also the wages paid out for the extra hours were $121.
Consensus of the board is for the Hinckley Transfer Station to remain open until 1:00 p.m. through Labor Day.
PUBLIC COMMENT
No other Public Comment at this time.
AUGUST MEETING DATE
The August Board Meeting is scheduled for August 10, 2009 at 9:00 a.m. at the Commission offices.
ADJOURNMENT
Commissioner Montbriand moved to adjourn the meeting at 10:50 a.m., second by Commissioner Greene, all in favor, motion carried (5-0).
Respectfully submitted,
Laurie Johnson
Recording Secretary
East Central Solid Waste Commission
Commission’s Office – Mora, MN
MINUTES
June 8, 2009
The regular meeting of the East Central Solid Waste Commission was held on June 8, 2009 at the Commission Office, Mora, MN. Chairman George Larson called the meeting to order at 9:00 a.m.
Members present at the meeting included: Chisago County Commissioner Rick Greene, Isanti County Commissioner George Larson, Mille Lacs Commissioner Phil Peterson, Kanabec County Commissioner Les Nielsen; and Pine County Commissioner Ed Montbriand.
Advisory member present - Executive Director Janelle Troupe.
Others also present at the meeting included: Fred Doran of R.W. Beck; Al Anderson and Keith Visser of Salt Construction; Cade Steffenson of Mille Lacs County; Lisa Thibodeau of Chisago County; and Dick Roesler and Gary Saenger, Arthur Township residents.
All present said the Pledge of Allegiance.
There were not any additions to the Agenda.
Commissioner Peterson moved to approve the Agenda, second by Commissioner Nielsen, all in favor, motion carried (5-0).
Commissioner Montbriand moved to approve the Meeting Minutes for May 11, 2009, second by Commissioner Greene, all in favor, motion carried (5-0).
CLAIMS
Director Troupe reported that there would be only one more claim for the Advanta Credit Card. The card has been cancelled.
Commissioner Nielsen moved to approve the Claims List, Paid Claims List, and Additional Claims List; second by Commissioner Peterson, all in favor of paying the Claims List ($246,747.71), Paid Claims List ($76,858.44), and the Additional Claims List ($19,913.82), motion carried (5 -0).
NEIGHBOR COMMUNICATION
Director Troupe reported that there were no odor complaints since the last meeting.
Director Troupe added that she continues to work on the
air permitting and the landfill permitting along with the EAW, which is
limited to a ten-year period per the MPCA staff. This means that it is time
to put funds aside for the next permit cycle.
WETLAND BANKING CREDITS
Director Troupe requested approval to pay Meadowlark Preserve LLC $117,141.66 and the State of Minnesota Board of Water and Soil Resources $8,460.23 for the Wetland Banking Credits and permission to sign both checks.
At the last Board Meeting there was a discussion about not going through with the purchase of this wetland area because it is outside the scope of the EAW. Director Troupe gave the following reasons to continue with the purchase of the wetland area:
1) The land application area is in this wetland area.
2) The Commission already has local regulatory approval to fill these wetlands. Which if cancelled, has no guarantee it will be allowed again.
3) Mitigation Plan approval with the County will expire with cancellation of the credit purchase.
4) Currently the Commission has 1:1 replacement approval which could change, and;
5) Inflation could drive the cost per acre upward.
Commissioner Nielsen moved to pay Meadowlark Preserve LLC $117,141.66 and the State of Minnesota Board of Water and Soil Resources $8,460.23 for the Wetland Banking Credits and allow Director Troupe to sign both checks, second by Commissioner Montbriand, all in favor, motion carried (5-0).
PUBLIC COMMENT
No Public Comment at this time.
APRIL 2009 FINANCIAL STATEMENT
Director Troupe reported for the month ended April 30, 2009 the ECSWC realized a net income on an accrual basis of $43,697.04. On a cash flow basis for April there is an increase in cash of $99,435.94. Unobligated cash less upcoming cash outlays at the end of the month was $492,473.20. Director Troupe added that this number has gone down because she has obligated money for Salt Construction. Cash has increased January – April $203,396.73.
Reserve accounts for landfill expansion; capital improvements, landfill equipment repairs, hauler rebate, host facility fund and operating contingency total $1,884,208.36.
Funds are invested as follows:
Kanabec Bank – CD for $541,746.48, interest rate 5.45% maturing July 2, 2009, Kanabec Bank – CD for $752,369.79, interest rate 3.25% maturing November 26, 2009, the money market checking account at Kanabec Bank earns 1.0%. Kanabec Savings earns 2.0%. The Financial Assurance Fund at U.S. Bank earns .044%. Tonnage has decreased 6.9% year-to-date over last year (2,145.22 tons for a loss of approximately $79,072 after rebates). Every Contract Hauler has experienced a decrease in tonnage.
Director Troupe added that Ace Solid Waste has signed a contract with the Commission to deliver their Isanti/Chisago County waste starting July 1, 2009.
Commissioner Peterson moved to sign the Hauler Contract with Ace Solid Waste, second by Commissioner Nielsen for discussion, all in favor, motion carried (5-0).
Commissioner Greene moved to approve the April 30, 2009 Financial Statement, second by Commissioner Nielsen, all in favor, motion carried (5-0).
2007 AUDIT EXIT INTERVIEW
Director Troupe introduced Greg Mutchler and Holly Anderson from the Sate Auditor’s Office.
As in previous Audit Exit Interviews, Mr. Mutchler began by reading required statements regarding fraud and the State Auditors responsibility; accounting policies, principles and estimates. Mr. Mutchler also reported that there was no disagreements with management or any significant difficulties in dealing with management.
Mr. Mutchler continued to discuss the audit and thanked Director Troupe for gathering all the information.
Under the Schedule of Findings and Recommendations section, Mr. Mutchler again pointed out the Previously Reported Item Not Resolved is the Segregation of Duties. Because of the size of the Commission is continues to be undesirable from an accounting point of view and reminded Commission management to be constantly aware of this condition. Combining the Executive Director and Fiscal Officer position further compounds the segregation of duties issue.
Under Other Findings and Recommendations, Mr. Mutchler commented on three issues:
Performance and Payments Bonds, Depository Pledge Agreement, and the Open Meeting Law.
Mr. Mutchler ended with thanking the Commission for its cooperation and thanked Director Troupe and staff for their help and assistance.
Regarding Director Troupe’s request to accept the Office of the State Auditor’s Engagement Letter to prepare the 2008 Audit and for the Chairman to sign the letter, Commissioner Nielsen moved to accept the Engagement Letter and to authorize the Chairman to sign the letter, second by Commissioner Greene, all in favor, motion carried (5-0).
Commissioner Montbriand moved to accept the 2007 Audit, second by Commissioner Greene, all in favor, motion carried (5-0).
TEMPORARY EMPLOYEES
With summer coming and the Cambridge Transfer Station being short-staffed, Director Troupe requested permission to hire a temporary employee to work Saturday mornings at Cambridge for $10/hour.
Commissioner Greene moved to authorize Director Troupe to hire a temporary scale house operator to work Saturdays at the Cambridge Transfer Station for $10/hour, second by Commissioner Montbriand, all in favor, motion carried (5-0).
Director Troupe also requested clarification – Does the Executive Director need permission to hire part-time or temporary help for the weigh master position? Chairman Larson replied such a request should be brought before the board and Commissioner Nielsen added unless there is a time constraint, then a call to the Chairman would be in order as long as the position is not new.
With an employee still out on worker’s comp, Director Troupe asked for permission to hire a person to work 20-40 hours per week at Mora cleaning up buildings, checking demo loads, filling the con-cover machine and assisting with repairs at a rate of $10/hour.
Commissioner Nielsen moved to authorize Director Troupe to hire a temporary part-time employee at a rate of $10/hour, second by Commissioner Montbriand, all in favor, motion carried (5-0).
RAHR MATLING COMPANY – REQUEST FOR STORAGE
Director Troupe reported that she received a request from Mr. Daniel Stone, Vice President of Logistics and Customer Service for Rahr Malting Company of Shakopee Minnesota to use the Commissions hangar building to store approximately 10 semi-loads of oat hulls if their plant is not running. Mr. Stone is looking for an alternative temporary storage facility in case of an emergency.
After some discussion, Commissioner Montbriand moved to decline this proposition, second by Commissioner Nielsen, all in favor, motion carried (5-0).
HOUSEHOLD HAZARDOUS WASTE
Director Troupe reported she has had discussions with the five counties Solid Waste Officers regarding their household hazardous waste disposal. Some think it would be a good idea for the Commission to provide HHW disposal.
After the discussion it was decided to take no action at this time.
EXECUTIVE DIRECTOR REPORT
Knife River – Director Troupe reported that Knife River would be getting an appraisal for the 40 acres the Commission may be interested in purchasing.
County Reimbursement of Contributed Capital – Director Troupe reminded the board members of the Budget line item to make a payment to the Counties in July. The Board decided to wait until July.
SALT – Director Troupe reported that there is a change order with SALT Construction for some added work. Fred Doran explained the work involved with this change order. The change order is for $71,580.58, but there is a deduction to the project of approximately $38,000. Director Troupe requested board approval of this change order.
Commissioner Greene moved to authorize Director Troupe to sign the change order with SALT for up to $71,580.58, second by Commissioner Nielsen, all in favor, motion carried (5-0).
Bjorklund Gravel Mining Agreement – Commissioner Peterson asked Director Troupe for an update on the Bjorklund Gravel Mining situation. Director Troupe answered that she has met with Mr. Bjorklund and he has the rock. She has had difficulty getting this rock because of the partnership between Bjorklund and Johnson. Director Troupe will provide more details at the next board meeting.
JULY MEETING DATE
The July Board Meeting is scheduled for July 13, 2009 at 9:00 a.m. at the Commission offices.
ADJOURNMENT
Commissioner Nielsen moved to adjourn the meeting at 11:37 a.m., second by Commissioner Greene, all in favor, motion carried (5-0).
Respectfully submitted,
Laurie Johnson
Recording Secretary
East Central Solid Waste Commission
Commission’s Office – Mora, MN
MINUTES
May 11, 2009
The regular meeting of the East Central Solid Waste Commission was held on May 11, 2009 at the Commission Office, Mora, MN. Chairman George Larson called the meeting to order at 9:00 a.m.
Members present at the meeting included: Chisago County Commissioner Rick Greene, Isanti County Commissioner George Larson, Mille Lacs Commissioner Phil Peterson, Kanabec County Commissioner Les Nielsen; and Pine County Commissioner Ed Montbriand.
Advisory member present - Executive Director Janelle Troupe.
Others also present at the meeting included: Fred Doran Cami VanAbel of R.W. Beck; Craig Affeldt and Bill Lynott of the MPCA; and Dick Roesler and Gary Saenger, Arthur Township residents.
All present said the Pledge of Allegiance.
Director Troupe requested adding the following items under New Business:
8.4 Board Approved Claims List for Executive Director to Pay
8.5 Request to Appoint Board Member to Personnel Committee
8.6 Approval to Submit Permit Application for Yard Waste Site
8.7 Asphalt Overlay – approve accepting low bid
8.8 Chairman to Sign SALT Contract for pond and closure
Also, Director Troupe added that Commissioner Montbriand would like to add a discussion of Saturday business hours at Hinckley.
Commissioner Nielsen moved to approve the Agenda with the additions, second by Commissioner Greene, all in favor, motion carried (5-0).
Commissioner Montbriand moved to approve the Meeting Minutes for April 13, 2009, second by Commissioner Peterson, all in favor, motion carried (5-0).
CLAIMS
Director Troupe submitted a corrected claims List. The Claims List in the Board Packet showed a payment to First State Tire. Because First State Tire owes the Commission money, Director Troupe removed that payment from the Claims List. Director Troupe also reported that there are four contract haulers that are not on the Hauler Rebate List for the first quarter because their accounts are in arrears.
Commissioner Greene moved to approve the Claims List, Paid Claims List, First Quarter Hauler Rebates for 2009 and Additional Claims List; second by Commissioner Nielsen, all in favor of paying the Claims List ($156,063.45), Paid Claims List ($53,288.92), Hauler Rebates for First Quarter 2009 ($195,548.78) and the Additional Claims List ($20,288.11.06), motion carried (5 -0).
NEIGHBOR COMMUNICATION
Director Troupe reported that a meeting with several neighbors was held April 28, 2009. The purpose was to update the neighbors on the upcoming closure, pond construction, landfill expansion, SMMPA project and details of the Environmental Assessment Worksheet (EAW). Director Troupe felt the meeting went very well and that a yearly meeting would be good.
Because of a number of issues regarding the Environmental Assessment Worksheet, several staff members from the MPCA were invited to the board meeting to provide additional information. Craig Affeldt, Supervisor for Environmental Review; and William Lynott, MPCA Staff member doing the EAW, introduced themselves to the board members. They explained their position on various concerns that Director Troupe and Fred Doran have had with this process.
One issue of concern for Director Troupe and Mr. Doran
is that previously a project that was proposed in a draft EAW/EIS was what the
MPCA
environmental staff reviewed. The MPCA has been consistent on
what they have reviewed in the past: the project proposed by the applicant.
Since last fall, the environmental staff has made an internal policy
decision, with no public input or notice, that they are now going to limit
their review of such projects to the development that will be reviewed by
the permit staff during reissuance, the 10-year development tied to the CON.
That means that an EAW would be required every other permit cycle unless you
fall within the 25%/10% limits. East Central Solid Waste Commission has
submitted a draft EAW for over 50 years of capacity that is being limited to
10 years.
One comment Mr. Lynott made was that when 24 letters were received at the MPCA from concerned citizens wanting the project stopped, the MPCA decided to step back and look over these issues further.
Mr. Gary Saenger, Arthur Township resident, introduced himself to the MPCA members and stated he is the author of the letter mentioned and added that the intention of the letters was to ask for information, not to stop the project.
After further discussion Chairman Larson thanked Mr. Affeldt and Mr. Lynott for their attendance.
CARBON CREDITS
Director Troupe reported that approval of our project from the California Reserve should be complete within a week’s time. Also verification of credits for July 1, 2008 through June 2009 is scheduled for June. Once the credits have been verified ECSWC will register and market the 2008 credits through Evolution Markets.
MARCH 2009 FINANCIAL STATEMENT
Director Troupe reported for the month ended March 31, 2009 the ECSWC realized a net loss on an accrual basis of $21,560.17, year-to-date net income of $56,801.26. On a cash flow basis for March there is an increase in cash of $242,573.47, year-to-date increase of $103,960.79. Unobligated cash less upcoming cash outlays at the end of the month was $1,369,991.44.
Reserve accounts for landfill expansion; capital improvements, landfill equipment repairs, hauler rebate, host facility fund and operating contingency total $1,793,020.78.
Funds are invested as follows:
Kanabec Bank – CD for $541,746.48, interest rate 5.45% maturing July 2, 2009, Kanabec Bank – CD for $752,369.79, interest rate 3.25% maturing November 26, 2009, the money market checking account at Kanabec Bank earns 1.0%. Kanabec Savings earns 2.0%. The Financial Assurance Fund at U.S. Bank earns .044%. Tonnage has decreased 5.8% year-to-date over last year (1363.97 tons for a loss of approximately $50,276 after rebates).
Commissioner Montbriand moved to approve the March 31, 2009 Financial Statement, second by Commissioner Greene, all in favor, motion carried (5-0).
TRANSFER STATION CONTRACT – PATNODE TRUCKING
Director Troupe stated that language in the Patnode Trucking Agreement must clarify that Patnode Trucking is not responsible for the material within the load. East Central Solid Waste Commission loads the MSW into the trailers and accepts responsibility. Director Troupe added that the language change is for bonding purposes. Also, the new Agreement will be updated with date changes that include the four-year extension.
Commissioner Nielsen moved to accept the new contract with Patnode, second by Commissioner Peterson, all in favor, motion carried (5-0).
EXECUTIVE DIRECTOR REPORT
Permitting – Director Troupe reported that the MPCA has received the application for an air permit on April 22, 2009 and the AERA still needs to be submitted.
Director Troupe continued that the proposed landfill plans show the landfill 100 feet closer to the Knife River property line than the MPCA will allow. Knife River has indicated they may be interested in selling 40 acres to the Commission.
Commissioner Montbriand moved to authorize Director Troupe to negotiate with Knife River to buy 40 acres for no more than $500 per acre, second by Commissioner Nielsen, all in favor, motion carried (5-0).
Designation - Director Troupe received a request from the Chisago County Attorney’s office asking for more information on designation.
Commissioner Greene moved to hire Kevin Johnson, Attorney with Stoel Rives, to write a letter to Bjorklund demanding that the requirements of the original contract be met, second by Commissioner Nielsen, all in favor, motion carried (5-0).
Plus, the joint contract for gravel mining will need to be cancelled and a decision made on how to continue the landfill gravel-mining needs.
Tires – Because several comments about tires in ditches have been received, Director Troupe would like to hold a week-long event to collect tires at all three facilities at a reduced cost.
After a brief discussion, it is the consensus of the board to lower the charge for car tires to $2.00 each.
Pine County Recycling – Director Troupe explained that Pine County is subsidizing costs to their residents on appliances, electronics, tires and mattresses at our Hinckley Transfer Station.
Commissioner Montbriand requested expanding Saturday hours at the Hinckley Transfer Station to 3:00 p.m. Director Troupe indicated expanding hours would effect permitting.
After some discussion, it was decided to open at 9:00 a.m. on a trial basis and close at 1:00 p.m.
Wahkon – Director Troupe will have a mattress trailer delivered to Wahkon on May 16 as part of Wahkon’s clean-up day.
BOARD APPROVED CLAIMS LIST FOR EXECUTIVE DIRECTOR TO PAY
Director Troupe stated that there are several claims each month that need to be paid in a timely manner to avoid paying extra fees and/or in order to get discounts. Director Troupe requested approval to pay these claims.
Commissioner Peterson moved to authorize Director Troupe to pay these claims listed, second by Commissioner Montbriand, all in favor, motion carried (5-0).
REQUEST TO APPOINT BOARD MEMBER TO PERSONNEL COMMITTEE
When employee issues arise that may require discipline, Director Troupe requested a board member to contact. Commissioner Greene and Commissioner Montbriand recommended the Board Chairman. Chairman Larson accepted.
APPROVAL TO SUBMIT PERMIT APPLICATION FOR YARD WASTE SITE
Director Troupe requested permission to submit an application to the MPCA for yard waste. Director Troupe would like the waste placed beyond the asphalt pad on the west side of the buildings.
Commissioner Nielsen moved to authorize Director Troupe to submit a permit application to the MPCA for local yard waste, second by Commissioner Greene, all in favor, motion carried (5-0).
ASPHALT OVERLAY
Director Troupe received two quotes for asphalt overlay. Director Troupe recommended board approval of the low quote from Erickson Asphalt out of Princeton for $29,683.
Commissioner Nielsen moved to accept the low quote from Erickson Asphalt for $29,683, second by Commissioner Peterson, all in favor, motion carried (5-0).
CHAIRMAN SIGNATURE ON SALT CONTRACT FOR POND AND CLOSURE
Director Troupe requested board approval for the Board Chairman to sign the SALT contract for the pond and landfill closure contingent on the Warranty Bond being received. Fred Doran of R.W. Beck added that he received notice that the Warranty Bond was included in the Performance Bond.
Commissioner Greene moved to approve the Board Chairman sign the SALT Contract, second by Commissioner Montbriand, all in favor, motion carried (5-0).
MONEY SPENT ON LONG-RANGE PLANNING FOR EAW
Director Troupe shared information on some of the costs incurred to date.
JUNE MEETING DATE
The June Board Meeting is scheduled for June 8, 2009 at 9:00 a.m. at the Commission offices.
ADJOURNMENT
Commissioner Montbriand moved to adjourn the meeting at 11:37 a.m., second by Commissioner Greene, all in favor, motion carried (5-0).
Respectfully submitted,
Laurie Johnson
Recording Secretary
East Central Solid Waste Commission
Commission’s Office – Mora, MN
MINUTES
April 13, 2009
The regular meeting of the East Central Solid Waste Commission was held on April 13, 2009 at the Commission Office, Mora, MN. Chairman George Larson called the meeting to order at 9:00 a.m.
Members present at the meeting included: Chisago County Commissioner Rick Greene, Isanti County Commissioner George Larson, Mille Lacs Commissioner Phil Peterson, Kanabec County Alternate Commissioner Kim Smith; and Pine County Commissioner Ed Montbriand.
Advisory member present - Executive Director Janelle Troupe.
Others also present at the meeting included: Fred Doran of R.W. Beck; Cade Steffenson of Mille Lacs County; Lisa Thibodeau of Chisago County; Keith Visser and Al Anderson of SALT Construction; and Dick Roesler and Gary Saenger, Arthur Township residents.
All present said the Pledge of Allegiance.
Director Troupe requested adding Hauler Contracts and Demo Contracts to the Executive Directors Report.
Commissioner Montbriad moved to approve the Agenda with the additions, second by Commissioner Greene, all in favor, motion carried (5-0).
Commissioner Smith moved to approve the Meeting Minutes for March 9, 2009, second by Commissioner Peterson, all in favor, motion carried (5-0).
CLAIMS
Commissioner Greene moved to approve the Claims List, Paid Claims List, and Additional Claims List; second by Commissioner Smith, all in favor of paying the Claims List ($122,175.10), Paid Claims List ($107,877.59), and the Additional Claims List ($20,329.06), motion carried (5 -0).
NEIGHBOR COMMUNICATION
Director Troupe reported there have been no odor complaints since the last meeting. The flare has been working properly.
Director Troupe added that Industries Incorporated has been here picking up flying plastic bags and other garbage around the landfill. Along with Industries continued services, the Kingdom Riders will be picking up on April 24th.
Director Troupe continues to encourage the landfill neighbors to call her when they notice the flare is out. She can then take the necessary actions to get the flare going again.
CARBON CREDITS
Director Troupe reported that the landfill project submittal forms have been sent to the Climate Action Reserve and they will send notification when this project is approved.
Director Troupe also explained the annual verification required. Because the potential buyer of the Commission’s 2009 and 2010 carbon credits does not want to pay for verification before the end of 2009, Director Troupe requested authorization to schedule verification of 2008 carbon credits through an approved verifier for June.
Director Troupe added that the potential buyer of the Commission’s carbon credits heard that there is proposed legislation mandating that landfill gas is collected and flared, which would make the Commission ineligible for trading carbon credits. The potential buyer does not want to spend money until this issue is resolved.
Fred Doran of RW Beck briefed the Commissioner’s on his discussions with the MPCA on this issue and stated that the MPCA may encourage gas systems versus requiring gas systems. Mr. Doran believes the issue will be resolved within the next month.
Commissioner Smith moved to authorize Director Troupe to get verification for the second half of 2008 carbon credits, second by Commissioner Montbriand, all in favor, motion carried (5-0).
PUBLIC COMMENT
Keith Visser, Project Manager for Salt Construction, introduced himself to the board members.
FEBRUARY 2009 FINANCIAL STATEMENT
Director Troupe reported for the month ended February 28, 2009, the ECSWC realized a net income on an accrual basis of $261,438.40. On a cash flow basis for February there is a decrease in cash of $180,391.98. Unobligated cash less upcoming cash outlays at the end of the month was $1,204,741.34.
Reserve accounts for landfill expansion; capital improvements, landfill equipment repairs, hauler rebate, host facility fund and operating contingency total $1,715,697.41.
Funds are invested as follows:
Kanabec Bank – CD for $541,746.48, interest rate 5.45% maturing July 2, 2009, Kanabec Bank – CD for $752,369.79, interest rate 3.25% maturing November 26, 2009, the money market checking account at Kanabec Bank earns 1.0%. Kanabec Savings earns 2.0%. The Financial Assurance Fund at U.S. Bank earns .044%. Tonnage has decreased 5.8% year-to-date over last year.
Commissioner Greene moved to approve the February 28, 2009 Financial Statement, second by Commissioner Peterson, all in favor, motion carried (5-0).
LEACHATE POND/LANDFILL CLOSURE
Director Troupe recommended to the board approval of a one million gallon pond and partial landfill closure of up to 6 acres. Bid tabulations indicate Salt Construction has the low bid of $854,947.02.
Commissioner Greene moved to accept the bid from Salt Construction, second by Commissioner Montbriand with amendment to include contingent on the proper bonds being received. Commissioner Greene amended his motion to include contingent on the proper bonds being received, Commissioner Peterson voted NAY, motion passes 4-1.
Commissioner Greene moved to approve the leachate pond/landfill closure project, second by Commissioner Montbriand, all in favor, motion carried (5-0).
TRANSFER STATION CONTRACT – PATNODE TRUCKING
Director Troupe reported that the current agreement with Patnode Trucking terminates on May 11, 2009. Director Troupe continued that by mutual agreement of the parties, this agreement may be extended for (1) four year period and (2) additional one-year periods under the same provisions for the same compensation calculated in accordance with the Agreement. Joel Patnode would like to exercise the four-year option and Director Troupe also recommended to the board that the Commission continue this contract for the additional four-year option.
Commissioner Smith moved to approve the four-year option agreement with Patnode Trucking, second by Commissioner Peterson, all in favor, motion carried (5-0).
EXECUTIVE DIRECTOR REPORT
Permitting – Director Troupe reported that Ann Curnow of HDR is close to submitting the air permit to the MPCA. Ms. Curnow is still working on the AERA report.
Designation - Director Troupe reported that it is her understanding that Chisago and Mille Lacs Counties have cities that are contracting for disposal services and the hauler is not delivering to ECSWC. Per the MPCA’s recommendation, Director Troupe sent a letter to the county commissioners of Chisago and Mille Lacs Counties requesting they ask their cities and towns to abide by their county wide Solid Waste Plan.
Commissioner Peterson added he had sent his letter to the Mille Lacs County Attorney for review. Commissioner Peterson referenced a subdivision 5a and b.
Commissioner Peterson continued that at this point Mille Lacs County is going to develop a policy that would not require Mille Lacs County cities and towns to deliver their waste to the ECSWC.
Director Troupe prepared a budget showing all the additional recycling, education and landfill gas expenditures that will come about from additional funds from designation. Director Troupe requested approval of the budget for submittal to the MPCA for addition to the designation plan.
Commissioner Smith moved to authorize Director Troupe to submit the Budget for the Designation Plan to the MPCA, second by Commissioner Greene, all in favor, motion approved (5-0).
Electronic Recycling – Director Troupe reported that an Electronics/Appliance Recycling Event was held March 23 through March 28 at all ECSWC locations. Appliances received – 244, TV/Monitors – 510.
Budget – Overlay at Mora – Director Troupe requested authorization to request quotes for repairing/paving the asphalt at Mora by the scalehouse and the main road traveled by customers. This is a budgeted item. Current estimate is approximately $45,000.
Commissioner Peterson moved to authorize Director Troupe to submit request for bids to repair/pave the asphalt at Mora by the scalehouse and the main road, second by Commissioner Montbriand, all in favor, motion carried (5-0).
Sponsor Story - Director Troupe informed the board that a sponsor story for KBEK radio was prepared. The story starts airing on April 14 and the five-minute spot runs once a day for two weeks. The story was paid for through the Burn Barrel grant and was written by Lisa Thibodeau of Chisago County.
Hauler Contracts/Demo Contracts – Director Troupe reminded the board members that our Contract Hauler contract states “on January 1, 2009 and each year thereafter the amount charged for each ton of acceptable waste delivered to the commission’s facilities shall be increased or decreased by the percentage equal to the most recent percentage increase or decrease in the Consumer Price Index (CPI)”.
After some discussion it was determined that tipping fee changes should be discussed at budget preparation time each year.
Commissioner Smith moved to authorize Director Troupe to send all contract haulers a letter notifying them that there will be no rate increase for the rest of 2009, second by Commissioner Peterson, all in favor, motion carried (5-0).
In the Demo Landfill Contracts, the rate cannot be changed until 2012.
Commissioner Smith moved to raise the private demo rate to $10/yard, second by Commissioner Greene, all in favor, motion carried (5-0).
PUBLIC COMMENT
Dick Roesler stated that his garbage hauling bill went up $3/month maybe six months ago; also, there is a lot of garbage along county roads; and Arthur Township is planning to build a $300,000 Recycling Center addition.
MAY MEETING DATE
The May Board Meeting is scheduled for May 11, 2009 at 9:00 a.m. at the Commission offices.
ADJOURNMENT
Commissioner Smith moved to adjourn the meeting at 10:50 a.m., second by Commissioner Montbriand, all in favor, motion carried (5-0).
Respectfully submitted,
Laurie Johnson
Recording Secretary
East Central Solid Waste Commission
Commission’s Office – Mora, MN
MINUTES
September 8, 2008
The regular meeting of the East Central Solid Waste Commission was held on September 8, 2008 at the Commission Office, Mora, MN. Chairman Isanti County Commissioner George Larson called the meeting to order at 9:00 a.m.
Members present at the meeting included: Chisago County Commissioner Bob Gustafson, Isanti County Commissioner George Larson, Kanabec County Commissioner Les Nielsen, Pine County Commissioner Roger Nelson; and Mille Lacs Commissioner Phil Peterson.
Advisory member present included Executive Director Janelle Troupe.
Others also present at the meeting included: Fred Doran and Cami VanAbel of R.W. Beck; Michele McPherson, Mille Lacs County; Dan Stevens, CDC Enterprises, Inc., Jeff Johnson, Johnson Crushing; Jay Corn, Kanabec Publications; Doug Carnival, McGrann, Shea, Carnival; Angela Decker, Gary Saenger, Dave Halvorson, and Dick Roesler, Arthur Township Residents.
All present said the Pledge of Allegiance.
Commissioner Gustafson moved to approve the Agenda, second by Commissioner Nielsen, all in favor, motion carried (5-0).
Commissioner Gustafson moved to approve the Meeting Minutes for August 11, 2008, second by Commissioner Peterson, all in favor, motion carried (5-0).
CLAIMS
Director Troupe noted that the FleetGo amount of $145.66 includes $70.00 that was paid on the Advanta Corp Bank Card account. Also, the Claims list includes approximately $70,000 that will be reimbursed by the Commission’s insurance company, MCIT.
Commissioner Nielsen moved to approve the Claims List, Paid Claims List, and Additional Claims List; second by Commissioner Gustafson, all in favor of paying the Claims List ($330,824.83.), Paid Claims List ($48,062.22), and the Additional Claims List ($27,952.03), motion carried (5-0).
LANDFILL GAS PROJECT
Director Troupe reported that the Air Emission Permit is delayed because a Public Informational Hearing has been requested prior to approval of the Permit.
Director Troupe met with Todd Machim of SMMPA and Toni Volkmeier from the MPCA. Mr. Machim indicated if the permit is approved in the September/October timeframe the wire can be installed yet this fall. Ms. Volkmeier toured the engine’s location in relation to the flare and the nearest habitants.
Director Troupe continued that the Public Informational Hearing would be held by the MPCA at the Kanabec County Courthouse on October 21, 2008 at 6:30 p.m.
GET THE WASTE –ADOPTION OF REVISED SOLID WASTE DESIGNATION PLAN
Director Troupe gave each board member a copy of the Draft Designation Plan. Director Troupe explained that the revised Solid Waste Designation Plan requires that all waste generated from within the five member counties is to be delivered to the East Central Solid Waste Commission. Also, the plan states the Commission plans to ramp up recycling, look at wood recycling and latex paint recycling and to assist member counties with their SCORE reports and their recycling. This revised plan follows the Solid Waste Management Plan and the Strategic Planning of 2003.
Director Troupe continued that the ECSWC Board must adopt the Revised Plan (by majority vote) before it can be submitted to the MPCA for their review and comment.
Commissioner Gustafson moved to adopt the Revised Solid Waste Designation Plan and submit it to the MPCA for their review and comment, second by Commissioner Nelson, Commissioner Peterson voted NAY, motion passed (4-1).
CHICAGO CLIMATE EXCHANGE VERIFICATION
Director Troupe reported First Environmental has submitted the Verification Report to the Chicago Climate Exchange and she has received confirmation from the CCX that they have received the report. Director Troupe added that the final step is registration of the Commission with the CCX, which takes about two weeks. Then trading can begin. Director Troupe explained that all or part of the credits could be offered at a time.
Commissioner Nelson expressed his wish to see the Commission recover its expenses as soon as possible.
Chairman Larson asked the other board members their wishes and all agreed with Commissioner Nelson, to recover the Commission’s expenses as soon as possible.
NEIGHBOR COMMUNICATION
Director Troupe reported five odor complaints since the last meeting. These complaints have been in the evening and early morning. Some feel the problem is worse since the drilling and digging for the gas well project began.
Also, Director Troupe reported on a call she received stating that Chairman Larson made a comment, which offended some people attending the last meeting. Director Troupe assured all present that herself and the Recording Secretary, Laurie Johnson, checked the recording of the meeting and no such comment was said. Also Director Troupe stated that the transcript of the Public Comment was prepared from the tape and that the tape is available to anyone wishing to hear for him or herself.
Dick Roesler of Arthur Township stated he was at the last meeting and Chairman Larson did not make that statement.
Others who were present at the last meeting also indicated they did not hear Chairman Larson make such a statement.
PUBLIC COMMENT
Angela Decker presented a letter to the board requesting the Commission purchase her property on Highway 23.
Chairman Larson indicated the Commission would take this under consideration and discuss it the next meeting.
Commissioner Peterson asked why the Commission would buy Mrs. Decker’s property.
After some discussion, Commissioner Peterson moved to deny Mrs. Decker’s request for the Commission to purchase her property, second by Commissioner Gustafson for discussion.
Commissioner Nelson stated he was not ready to make a decision immediately and that a Public Forum is not the time to take action.
Commissioner Nielsen agreed and Commissioner Gustafson pulled his second.
Chairman Larson asked Director Troupe to put a discussion of Mrs. Decker’s request on the agenda for the October Board Meeting.
Next, Doug Carnival asked if a Public Hearing date has been set with the Pollution Control Agency regarding the Revised Designation Plan to which Director Troupe responded no.
Dave Halvorson asked for an explanation of wood waste recycling.
JULY 31, 2008 FINANCIAL STATEMENT
Director Troupe reported for the month ended July 31, 2008, the ECSWC realized a net income on an accrual basis of $65,824.44; for year-to-date, income is $625,325.51. On a cash flow basis there is an increase in cash of $78,103.27. Year-to-date cash has decreased $35,128.52; unobligated cash less upcoming cash outlays at the end of the month was $1,357,423.71.
Reserve accounts for landfill expansion; capital improvements, landfill equipment repairs, hauler rebate, host facility fund and operating contingency total $1,753,927.61.
Funds are invested as follows:
Kanabec Bank – CD for $500,000.00, interest rate 5.45% maturing July 2, 2009.
Kanabec Bank – CD’s (10) for $1,000,000, interest rate 4.75% maturing October 3, 2008.
The money market checking account at Kanabec Bank earns 1.92%. Kanabec Savings earns 2.00%. The Financial Assurance Fund at U.S. Bank earns 1.79%. MSW year-to-date tons is up over 1,800 tons over last year.
Commissioner Nielsen moved to approve the July 31, 2008 Financial Statement, second by Commissioner Gustafson, all in favor, motion carried (5-0).
EXECUTIVE DIRECTOR REPORT
Cambridge Transfer Station: Director Troupe reported that the Cambridge Transfer Station is now open to haulers and there is still some ventilation and electrical work to be done which will not interfere with the operation of the transfer station.
Also, there was a discussion on why the concrete floor was not repaired at the time of rebuilding. The main reason being reconstruction started sooner than planned.
CDC ENTERPRISES, INC. TEST
Mr. Dan Stevens, former MN State Senator – now representing CDC Enterprises, Inc. appeared before the board to request permission to use a small area of the Commission’s recycling building to test an air ducting system for CDC Enterprises. Mr. Stevens showed a sample of the ductwork and explained that the test will involve using an area where equipment was removed leaving a below ground level area that can easily be used for testing airflow in a controlled atmosphere.
Mr. Stevens also suggested that instead of CDC paying rent, at the end of the test CDC Enterprises would leave the ductwork buried underground and concrete could be poured over it with possible future use of the ductwork to the Commission.
Commissioner Gustafson moved to allow CDC Enterprises to do their test in the Commissions recycling building with no liability to the Commission, second by Commissioner Nielsen, all in favor, motion carried (5-0).
GRAVEL MINING
Jeff Johnson of Johnson Crushing attended the meeting to discuss the Gravel Mining Contract. After the discussion it was agreed that Johnson Crushing would start mining for Phase 6A in November and have it complete by April 2009.
2009 BUDGET
Director Troupe distributed copies of the 2009 Budget and highlighted several items of importance, which include employee wages, take over of the transfer stations, capital purchases and partial closure of a small portion of the landfill.
PUBLIC COMMENT
Dick Roesler asked Director Troupe what she has heard from Arthur Township regarding complaints about the ECSWC the township has received. Director Troupe responded she has not received any calls from Arthur Township.
OCTOBER MEETING DATE
The October Board Meeting is scheduled for October 13, 2008 at 9:00 a.m. at the Commission offices.
ADJOURNMENT
Commissioner Gustafson moved to adjourn at 11:37 a.m., second by Commissioner Peterson, all in favor, motion carried (5-0).
Respectfully submitted,
Laurie Johnson
Recording Secretary
East Central Solid Waste Commission
Commission’s Office – Mora, MN
MINUTES
August 11, 2008
The regular meeting of the East Central Solid Waste Commission was held on August 11, 2008 at the Commission Office, Mora, MN. Chairman Isanti County Commissioner George Larson called the meeting to order at 9:00 a.m.
Members present at the meeting included: Chisago County Commissioner Bob Gustafson, Isanti County Commissioner George Larson, Kanabec County Commissioner Les Nielsen, Pine County Commissioner Roger Nelson; and Mille Lacs Commissioner Phil Peterson.
Advisory member present included Executive Director Janelle Troupe.
Others also present at the meeting included: Fred Doran, R.W. Beck; Michele McPherson, Mille Lacs County; Andrea Pelikan, Gary Saenger, Dave Halvorson, and Dick Roesler, Arthur Township Residents.
All present said the Pledge of Allegiance.
Director Troupe requested additions to the Agenda:
Commissioner Nielsen moved to approve the Agenda with the additions, second by Commissioner Gustafson, all in favor, motion carried (5-0).
Commissioner Gustafson moved to approve the Meeting Minutes for July 14, 2008, second by Commissioner Peterson, all in favor, motion carried (5-0).
CLAIMS
Commissioner Gustafson moved to approve the Claims List, Paid Claims List, Second Quarter Hauler Rebates, Reimbursement of Contributed Capital and Additional Claims List; second by Commissioner Nielsen for discussion, all in favor of paying the Claims List ($307,162.14.), Paid Claims List ($104,055.63), Second Quarter Hauler Rebates ($287,592.06), Reimbursement of Contributed Capital ($100,000.00) and the Additional Claims List ($59,657.33), all in favor, motion carried (5-0).
LANDFILL GAS PROJECT
Director Troupe reported that a site visit was held on July 22nd with representatives from SMMPA, the City of Mora, R.W. Beck and ECSWC. One item of discussion was the need for a telephone line near the motor so SMMPA can be notified immediately if the system should go down. Trees will need to be cleared for the telephone line. The new start date for the generator is the end of February 2009.
Also, Director Troupe reported that the Air Permit was noticed in the Kanabec Times.
GET THE WASTE
Director Troupe reported that the Draft Designation Plan has been submitted to Kevin Johnson of Stoel Rives for his review and comments. Chairman Larson requested a step-by-step procedure and time line for the next board meeting.
Director Troupe shared the new flyer for the burn barrel project that Lisa Thibodeau has been working on. Also, Director Troupe touched on her ideas to help the member counties further their recycling programs.
Director Troupe has had calls from two haulers who are interested in bringing their waste to the landfill.
CHICAGO CLIMATE EXCHANGE VERIFICATION
Director Troupe reported that Michael Carim from First Environmental completed his site visit in July and Cami Van Abel from R.W. Beck sent requested information to Mr. Carim. The next step is for First Environmental to send their recommendation letter to the Climate Exchange.
NEIGHBOR COMMUNICATION
Director Troupe reported that the drilling and digging for the gas well project should be complete within the week.
Director Troupe provided the neighbors that had their water tested copies of the report along with an explanation of the results.
Director Troupe received two odor complaints since the beginning of the gas well drilling project.
PUBLIC COMMENT
Several Commission neighbors expressed their concerns with the landfill odors. Fred Doran of R.W. Beck responded that he would push to get the new gas wells operating by the end of the month, which will help with the odor issues.
Gary Saenger shared information with the board members regarding barrels buried under the Commissioner office building. Commissioner Nielsen volunteered to look further into this issue.
JUNE 30, 2008 FINANCIAL STATEMENT
Director Troupe reported for the month ended June 30, 2008, the ECSWC realized a net income on an accrual basis of $30,547.40; for year-to-date, income is $559,501.07. On a cash flow basis there is a decrease in cash of $67,930.85. Year-to-date cash has decreased $113,231.79; unobligated cash less upcoming cash outlays at the end of the month was $1,418,614.36.
Reserve accounts for landfill expansion; capital improvements, landfill equipment repairs, hauler rebate, host facility fund and operating contingency total $1,587,158.36.
Funds are invested as follows:
Kanabec Bank – CD for $500,000.00, interest rate 5.45% maturing July 2, 2009.
Kanabec Bank – CD’s (10) for $1,000,000, interest rate 4.75% maturing October 3, 2008.
The money market checking account at Kanabec Bank earns 1.92%. Kanabec Savings earns 2.00%. The Financial Assurance Fund at U.S. Bank earns 1.93%. MSW year-to-date tons is up over 2,500 tons over last year.
Commissioner Gustafson moved to approve the June 30, 2008 Financial Statement, second by Commissioner Nelson, all in favor, motion carried (5-0).
Director Troupe explained some Capital purchases on the upcoming 2009 Budget.
EXECUTIVE DIRECTOR REPORT
Trespassing on Landfill: Director Troupe reported a trespasser on top of the landfill one Sunday afternoon. Director Troupe called the sheriff and the intruder was escorted away. Director Troupe will have “No Trespassing” signs posted.
Cambridge Transfer Station: Director Troupe reported the rebuilding is going well and ahead of schedule. There is a need to repair some concrete other than the concrete needing repair due to the fire. Director Troupe requested authority to have that repair done at the same time as the other concrete repair if it is under $2,000. It is the consensus of the Board to authorize Director Troupe to have that repair done.
Telephone System: Director Troupe reported that the office telephone system was zapped by lightening several times and a new system was needed. An insurance claim has been filed and Director Troupe received a verbal approval from the insurance company. The new system has been installed. The Mora scale house has also been affected by lightening strikes.
Equipment Needs: Director Troupe has not had any luck locating a used tanker for hauling leachate. She will continue to watch for one. Also, a new roll-off box and a used semi-tractor (yard dog) have been purchased.
The Commission received a payment of $2,619.10 from Phillips Recycling, which represents three months of scrap metal recycling income.
STATE AUDITOR CONFIRMATION LETTER
Director Troupe received a letter from the Office of the State Auditor indicating they would like to start the 2007 Audit in the September/October timeframe. It was the consensus of the board that Chairman Larson signs the letter.
CLOSED SESSION
Commissioner Gustafson moved to go to close session at 10:47 a.m. to discuss the Executive Director Evaluation, second by Commissioner Nielsen, all in favor, motion carried (5-0).
Session was re-opened at 11:10 a.m.
Commissioner Gustafson moved for Chairman Larson to sign a letter for Director Troupe’s file stating that she was given a favorable review, second by Commissioner Peterson, all in favor, motion carried (5-0).
SEPTEMBER MEETING DATE
The September Board Meeting is scheduled for September 8, 2008 at 9:00 a.m. at the Commission offices.
ADJOURNMENT
Commissioner Gustafson moved to adjourn at 11:13 a.m., second by Commissioner Nelson, all in favor, motion carried (5-0).
Respectfully submitted,
Laurie Johnson
Recording Secretary
East Central Solid Waste Commission
Commission’s Office – Mora, MN
MINUTES
July 14, 2008
The regular meeting of the East Central Solid Waste Commission was held on July 14, 2008 at the Commission Office, Mora, MN. Chairman Isanti County Commissioner George Larson called the meeting to order at 9:02 a.m.
Members present at the meeting included: Chisago County Commissioner Bob Gustafson, Isanti County Commissioner George Larson, Kanabec County Commissioner Les Nielsen, and Mille Lacs Commissioner Phil Peterson.
Pine County Commissioner Roger Nelson was not present.
Advisory member present included Executive Director Janelle Troupe.
Others also present at the meeting included: Fred Doran, R.W. Beck; Cami Van Abel, R.W. Beck; Michele McPherson, Mille Lacs County; Sandy Halvorson, and Dick Roesler, Arthur Township Residents.
All present said the Pledge of Allegiance.
Director Troupe requested additions to the Agenda:
Commissioner Peterson moved to approve the Agenda with the additions, second by Commissioner Nielsen, all in favor, motion carried (4-0).
Commissioner Peterson moved to approve the Meeting Minutes for June 9, 2008, second by Commissioner Nielsen, all in favor, motion carried (4-0).
CLAIMS
Commissioner Gustafson moved to approve the Claims List, Paid Claims List, and Additional Claims List; second by Commissioner Peterson, all in favor of paying the Claims List ($262,655.98.), Paid Claims List ($213,464.17), and the Additional Claims List ($11,312.34), all in favor, motion carried (4-0).
LANDFILL GAS PROJECT
Director Troupe reported that the landfill gas project is moving along very nicely, and that she signed the Ground Lease Agreement and the Landfill Gas Purchase Agreement with SMMPA on June 27, 2008. Director Troupe added that the Air Permit has not been signed yet but it is expected soon. SMMPA has started doing soil borings and a site visit is planned for July 22, 2008. The plan is to have electricity to the City of Mora January 1, 2009.
GET THE WASTE
Director Troupe reported that Kevin Johnson of Stoel Rives LLP Law Firm is assisting the Commission with the designation process and he has provided Director Troupe with an outline of the items to be included in the Designation Plan.
Director Troupe continued that the MPCA and Mr. Johnson recommend that the Commission take steps to recover household hazardous wastes and improve the amount of recycling.
Director Troupe’s suggestion is to have additional containers available for recycling plastics, cardboard and aluminum. Additionally, Director Troupe would like to put roll-off boxes at the transfer stations to collect wood waste.
As far as household hazardous waste, Director Troupe gave the board members an estimate of costs for such a facility at the Mora location. Also, Director Troupe attended a meeting with several Arthur Township board members to discuss the possibility of the ECSWC assisting Arthur Township with collecting recyclables.
After the discussion, it is the opinion of the board members to submit the Designation Plan indicating that each county is doing their own household hazardous waste collection at this time and if it becomes an issue with approval of the Designation Plan, the Commission would revisit the issue again.
CHICAGO CLIMATE EXCHANGE VERIFICATION
Director Troupe reported that R.W. Beck received notice from First Environmental that the meter was successfully calibrated this spring and has held consistently since the calibration. First Environmental also requested R. W. Beck provide emissions reduction calculations and supporting data along with any assumptions made based on the flow meter calibration issues. R. W. Beck submitted this calculation on the tons of carbon destroyed at the flare since October 2005 and submitted additional requested information to First Environmental. A site visit is tentatively scheduled for later in July. The goal is to get credit for all carbon destroyed since the flare was started.
NEIGHBOR COMMUNICATION
Director Troupe reported that the water testing reports have been received and reviewed by Mark Olson of Liesch and Associates. Initial review of the reports indicates no problems.
Because there was no explanation with the results sent to the residents, Director Troupe was asked to prepare a letter to the residents explaining the results in layman’s terms. Also, Fred Doran of R. W. Beck gave a brief explanation of the lab’s procedures/results.
Director Troupe received four odor complaints in the last month.
CAMBRIDGE TRANSFER STATION BUILDING
Director Troupe requested a motion to accept the insurance company’s recommendation to award the contract for the concrete in the Cambridge building to Progressive Contractors Incorporated and authorize the Executive Director to sign the contract.
Commissioner Nielsen moved to award the concrete contract to Progressive Contractors Incorporated and to authorize the Executive Director to sign the contract, second by Commissioner Gustafson, all in favor, motion carried (4-0).
Director Troupe reported that the Cambridge floor needs to be replaced or recapped and now might be a good time to consider it. After further discussion, Commissioner Nielsen moved to authorize Director Troupe to spend up to $10,000 to recap the floor at the Cambridge Transfer Station if the concrete company can assure five (5) more years of use on the concrete, second by Commissioner Gustafson, all in favor, motion carried (4-0).
Director Troupe reported that she expects to award electrical and ventilation system contracts within the week. Director Troupe requested approval to sign the contracts for the electrical and ventilation systems.
Commissioner Nielsen moved to add an amendment to his motion approving Progressive Contractors Incorporated as the concrete contractor to include authorization for Director Troupe to award/sign all electrical and ventilation contracts for the rebuilding of the Cambridge Transfer Station as appropriate, second by Commissioner Gustafson, all in favor, motion carried (4-0).
Director Troupe reported that the Cambridge Transfer Station would be closed to all haulers as of July 21, 2008. The rebuilding will start at that time. All loads larger than 3 tons will need to be delivered to the Hinckley Transfer Station or to the Mora landfill. Small loads will be accepted at the Cambridge Convenience Center when it is not windy or raining.
LEACHATE TANKER
Director Troupe explained the various problems and concerns of hauling leachate. Director Troupe suggested buying a tanker to self-haul leachate. After further discussion, Chairman Larson asked Director Troupe to calculate the costs to the Commission in hauling two loads a day with a Commission driver and tanker for discussion at the August meeting. Chairman Larson also suggested that two loads go every day.
YARD DOG
Director Troupe explained that we are currently using our semi-tractors as yard dogs at the Hinckley and Cambridge Transfer Stations. There is a need to bring one back to Mora. Director Troupe requested approval to purchase an old semi-tractor to use as a yard dog.
Commissioner Gustafson moved to authorize Director Troupe to spend up to $5,500 for a good used semi-tractor to use as a yard dog, second by Commissioner Peterson, all in favor, motion carried (4-0).
ELECTRONICS RECYCLING
Director Troupe signed a two-year contract with S.W. Incorporated to pick up the Commission’s electronics and appliances at no charge.
Director Troupe would also like to hold a one-day recycling event in Milaca and a two- week ECSWC recycling event at Cambridge, Hinckley and Mora this September/October.
Director Troupe suggests temporarily lowering our regular prices to $8 for all CRT’s (televisions, monitors) and appliances; $3 for all other electronics; and $20 for Commercial electronics such as copiers as of August 1, 2008 and to revisit the prices January 1, 2009.
Commissioner Gustafson moved to temporarily lower our regular prices to $8 for all CRT’s and appliances; $3 for all other electronics; and $20 for Commercial electronics on August 1, 2008, second by Commissioner Nielsen, all in favor, motion carried (4-0).
PUBLIC COMMENT
Sandy Halvorson of Arthur Township commended the Commission on the improvement in the odor issues. She told the board members it “hardly ever smells”. Mrs. Halvorson also commented on the lack of “Trucks Hauling” signs. Director Troupe responded that she spoke to the person in charge of the signs and that permanent signs should be up within two months.
MAY 31, 2008 FINANCIAL STATEMENT
Director Troupe reported for the month ended May 31, 2008, the ECSWC realized a net income on an accrual basis of $114,410.25; for year-to-date, income is $528,953.67. On a cash flow basis there is a decrease in cash of $145,456.53. Year-to-date cash has decreased $45,300.94; unobligated cash less upcoming cash outlays at the end of the month was $1,387,100.57.
Reserve accounts for landfill expansion; capital improvements, landfill equipment repairs, hauler rebate, host facility fund and operating contingency total $1,459,036.83.
Funds are invested as follows:
Kanabec Bank – CD for $500,000.00, interest rate 5.45% maturing July 2, 2009.
Kanabec Bank – CD’s (10) for $1,000,000, interest rate 4.75% maturing October 3, 2008.
The money market checking account at Kanabec Bank earns 1.89%. Kanabec Savings earns 2.06%. The Financial Assurance Fund at U.S. Bank earns 1.93%. MSW year-to-date tons is up 2,193.06 tons over last year.
Further discussion regarding lost MSW within the five counties and leachate hauling lead to Commissioner Gustafson moving to authorize Director Troupe to spend up to $20,000 for a used tanker contingent on MPCA approval of a permit mod for road application of leachate, second by Commissioner Peterson, Commissioner Nielsen voted nay, motion carried (3-1).
Commissioner Nielsen moved to approve the May 31, 2008 Financial Statement, second by Commissioner Peterson, all in favor, motion carried (4-0).
EXECUTIVE DIRECTOR REPORT
Equipment: Director Troupe reported that the new loader was delivered to Hinckley transfer station July 1, 2008. Also, the rent for the loader being used at the Cambridge transfer station was forgiven when the Commission purchased a second loader.
Processing Building Rental: Director Troupe reported that the company interested in renting the Processing Building asked if the Commission would pay for the estimated $50,000 in needed repairs. The board declined.
Director Troupe pointed out that the Processing Building works well for trailer maintenance.
PAYMENT BACK TO COUNTIES
Commissioner Gustafson moved to authorize $100,000 repayment back to the member counties – the amount to each county based on percentage each county paid on the bonds; second by Commissioner Peterson, all in favor, motion carried (4-0).
AUGUST MEETING DATE
The August Board Meeting is scheduled for August 11, 2008 at 9:00 a.m. at the Commission offices.
ADJOURNMENT
Commissioner Gustafson moved to adjourn at 11:18 a.m., second by Commissioner Nielsen, all in favor, motion carried (4-0).
Respectfully submitted,
Laurie Johnson
Recording Secretary
East Central Solid Waste Commission
Commission’s Office – Mora, MN
MINUTES
June 9, 2008
The regular meeting of the East Central Solid Waste Commission was held on June 9, 2008 at the Commission Office, Mora, MN. Chairman Isanti County Commissioner George Larson called the meeting to order at 9:00 a.m.
Members present at the meeting included: Isanti County Commissioner George Larson, Kanabec County Commissioner Les Nielsen, Mille Lacs Commissioner Phil Peterson, and Pine County Commissioner Roger Nelson.
Chisago County Commissioner Bob Gustafson was not present.
Advisory member present included Executive Director Janelle Troupe.
Others also present at the meeting included: Fred Doran, R.W. Beck; Keith Visser, Visser Scraper Service, LLC; John Monson, Veit; Al Sjoberg, Landwehr; Dave Halvorson, and Dick Roesler.
All present said the Pledge of Allegiance.
Director Troupe requested additions to New Business: Item 8.4 Cell Phones and Item 8.5 Tanker for hauling leachate.
Commissioner Peterson moved to approve the Agenda with the two additions, second by Commissioner Nelson, all in favor, motion carried (4-0).
Commissioner Nielsen moved to approve the Meeting Minutes for May 12, 2008, second by Commissioner Nelson, all in favor, motion carried (4-0).
CLAIMS
Commissioner Nielsen moved to approve the Claims List, Paid Claims List, and Additional Claims List; second by Commissioner Nelson, all in favor of paying the Claims List ($270,517.), Paid Claims List ($59,213.86), and the Additional Claims List ($20,805.57), all in favor, motion carried (4-0).
LANDFILL GAS PROJECT/GAS WELL BID OPENING
Four sealed bids were received for the Gas Well Project:
1) Veit $145,544.00 Bid Bond included
2) Visser Scraper Serv. $285,955.00 Bid Bond included
3) Landwehr $166,781.20 Bid Bond included
4) Terra $162,920.00 Bid Bond not found
Fred Doran was asked to review each bid and to make his recommendation later in the meeting.
LANDFILL GAS TO ELECTRICITY PROJECT – SMMPA
Director Troupe reported that the MPCA is reviewing the Air Permit Application and other technical issues.
Chairman Larson asked Fred Doran to draft a letter to the MPCA stressing the importance of this project and requesting their prompt attention.
GET THE WASTE
Director Troupe reported that she has been working with Kevin Johnson of Stoel Rives LLP Law Firm on the process involved with passing designation. Director Troupe is expecting a letter from Mr. Johnson shortly.
Director Troupe has started working on the Designation Plan and expects to have a draft copy to send to Mr. Johnson soon. Director Troupe continued that in order to get this designation plan accomplished, there is a need to explore more recycling opportunities; household hazardous wastes and to get the SMMPA agreements signed.
There was a short discussion on e-waste recycling. Since an agreement was signed with S.W. Inc. to pick up the Commission’s e-waste for $.05/lb., Director Troupe has had other offers from other recyclers to pick-up the e-waste for free.
Commissioner Nielsen moved to authorize Director Troupe to send a letter to S.W. with a strong suggestion of a better deal when the current agreement ends if they want to be considered again, second by Commissioner Peterson, all in favor, motion carried (4-0).
CHICAGO CLIMATE EXCHANGE VERIFICATION
Director Troupe reported that Christina of First Environmental is still working on verification and that a second visit is required. It may be July before Commission credits can be sold. Fred Doran will call Christina.
ODOR ISSUES
Director Troupe has received several odor complaints in the last month. The odors were noticed mainly in the early morning or evening time. Director Troupe believes the odor is landfill gas and will be greatly reduced with the installation of the additional gas wells.
Director Troupe shared a letter received from the Arthur Township Board stating they feel ECSWC should take steps to improve air quality around the landfill. Chairman Larson suggested a letter be sent to Arthur Township listing all the actions the Commission is taking regarding this issue and what actions are planned for the future.
TRANSFER STATION BUILDING/EQUIPMENT
Director Troupe reported that three bids were received to rebuild the Cambridge Transfer Station.
1) K&H Construction $164,900 No bid bond
2) Greystone Construction $176,567 Bid bond received
3) EnComm Midwest $182,281 Bid bond received
Because EnComm Midwest can complete the building almost two months sooner than the other companies, the decision was made to award the contract to EnComm Midwest. Director Troupe continued that the insurance company understands that decision but the adjustor indicated that the insurance company would meet the Commission in the middle. Director Troupe says that it may cost the Commission about $5,000.
Director Troupe requested a formal approval of Notice of Award of the contract to EnComm Midwest.
Commissioner Peterson moved to issue the Notice of Award to Encomm Midwest for rebuilding of the Cambridge Transfer Station, second by Commission Nielsen for discussion, all in favor, motion carried (4-0).
Director Troupe reported that the new loader for Cambridge has been delivered but she is having trouble finding one for Hinckley. Approval was received to purchase a used loader for $85,000 but so far Director Troupe has only located a 2003 John Deere with the correct bucket, the high lift and foam filled tires for $87,000 that has 4,580 hours on it.
Director Troupe also found a 2005 Cat with the right equipment on it for $112,685 with 1465 hours on it.
Commissioner Peterson moved to authorize the purchase of the 2005 Cat for $112,685 after it is inspected and accepted by a Commission representative, second by Commissioner Nelson, all in favor, motion carried (4-0).
PUBLIC COMMENT
Dave Halvorson of Arthur Township asked the status of the water testing. Director Troupe responded that she has not received any information from the testing companies.
Mr. Halverson commented on the lack of a sign on the highway regarding ‘trucks hauling’. Mr. Halverson would like a letter sent to MN Dot asking that a ‘Trucks Hauling’ sign be put on Highway 23.
Mr. Halverson asked the expected income from the sale of carbon credits. Fred Doran gave an estimate of $150,000 - $400,000 per year.
Dick Roesler asked Commissioner Nielsen where the Host Fee paid by the Commission goes. Commissioner Nielsen responded that it goes into the General Fund.
GAS WELL BID OPENING
Fred Doran returned from looking over all the bids for the gas well project and he recommends awarding the contract to Veit for $145,544.
Commissioner Nelson moved to authorize staff to proceed with signing the contract and issuing a Notice of Award to Veit contingent on receiving their Performance/Payment Bonds and any other required documentation, second by Commissioner Nielsen, all in favor, motion carried (4-0).
APRIL 30, 2008 FINANCIAL STATEMENT
Director Troupe reported for the month ended April 30, 2008, the ECSWC realized a net income on an accrual basis of $25,886.04; for year-to-date, income is $414,511.24. On a cash flow basis there is an increase in cash of $74,446.47. Year-to-date cash has increased $100,155.59; unobligated cash less upcoming cash outlays at the end of the month was $1,234,703.26.
Reserve accounts for landfill expansion; capital improvements, landfill equipment repairs, hauler rebate, host facility fund (25% Arthur Township gave back to the Commission one year) and operating contingency total $1,528,062.17.
Funds are invested as follows:
Kanabec Bank – CD for $500,000.00, interest rate 5.45% maturing July 2, 2009.
Kanabec Bank – CD’s (10) for $1,000,000, interest rate 4.75% maturing October 3, 2008.
The money market checking account at Kanabec Bank earns 2.36%. Kanabec Savings earns 3.5%. The Financial Assurance Fund at U.S. Bank earns 2.85%. MSW year-to-date tons is up 1,891.8 over last year.
Commissioner Nielsen moved to approve the April 30, 2008 Financial Statement, second by Commissioner Nelson, all in favor, motion carried (4-0).
HAULER REBATE
Director Troupe reported that the commercial contract haulers would like to receive their hauler rebates every other month. After some discussion it is the consensus of the board to continue paying the hauler rebates quarterly.
EXECUTIVE DIRECTOR REPORT
Personnel Policy
Because we have several employees that are regularly scheduled for less than 18 hours a pay period, Director Troupe would like added to the Personnel Policy: Employees not regularly scheduled to work at least 18 hours in a pay period are not eligible for any accruals for compensated absences or portion of holiday pay. The exception to this rule is pay periods when part-time relief employees work 40 hours.
Commissioner Nielsen moved to add the statement to the Personnel Policy that employees not regularly scheduled to work at least 18 hours in a pay period are not eligible for any accruals for compensated absences or portion of holiday pay, second by Commissioner Peterson, all in favor, motion carried (4-0).
Board Packets
In order to save printing/postage/paper costs, Director Troupe would like to reduce the number of Agendas and Board Packets sent out every month. Commissioner Nielsen recommends e-mailing to interested individuals. The decision was made to revise the list of board packets mailed out.
Electronics Recycling
Because several companies have offered to recycle electronics for free, Director Troupe would like authorization to hold an electronics recycling collection this fall. After Director Troupe gets more information, this topic will be further discussed at the July Board meeting.
T-MOBILE FROM RADIO SHACK
Director Troupe requested authorization to purchase cell phones for several employees to use for business purposes.
Commissioner Peterson moved to authorize the purchase of a T-Mobile cell phone plan for $69.99/month which includes two phones and unlimited minutes for business purposes, percentage of any personal use would be paid by the employee; second by Commissioner Nielsen, all in favor, motion carried (4-0).
TANKER FOR HAULING LEACHATE
Director Troupe reported on the difficulty in getting tankers to pick up and haul leachate to the treatment plant. Director Troupe will ask Patnode Trucking if they would be interested in hauling leachate.
JULY MEETING DATE
The July Board Meeting is scheduled for July 14, 2008 at 9:00 a.m. at the Commission offices.
ADJOURNMENT
Commissioner Nelson moved to adjourn at 11:05 a.m., second by Commissioner Peterson, all in favor, motion carried (4-0).
Respectfully submitted,
Laurie Johnson
Recording Secretary
East Central Solid Waste Commission
Commission’s Office – Mora, MN
MINUTES
May 12, 2008
The regular meeting of the East Central Solid Waste Commission was held on May 12, 2008 at the Commission Office, Mora, MN. Chairman Isanti County Commissioner George Larson called the meeting to order at 9:02 a.m.
Members present at the meeting included: Isanti County Commissioner George Larson, Chisago County Commissioner Bob Gustafson, Kanabec County Commissioner Les Nielsen, Mille Lacs Commissioner Phil Peterson, and Pine County Commissioner Roger Nelson.
Advisory member present included Executive Director Janelle Troupe.
Others also present at the meeting included: Fred Doran, R.W. Beck; Mike Oster, Knife Lake Sanitation; and Commission neighbors: Gary Saenger, Ted Johnston, Angi Decker, Dave Halvorson, and Dick Roesler.
All present said the Pledge of Allegiance.
Commissioner Nielsen moved to approve the Agenda, second by Commissioner Nelson, all in favor, motion carried (4-0).
Commissioner Gustafson briefly left the meeting.
Commissioner Nelson moved to approve the Meeting Minutes for April 14, 2008, second by Commissioner Peterson, all in favor, motion carried (4-0).
Commissioner Nielsen moved to approve the Special Meeting Minutes for April 23, 2008, second by Commissioner Peterson, all in favor, motion carried (4-0).
CLAIMS
On the Additional Claims List, Director Troupe reported that due to the fire at the Cambridge Transfer Station, she deducted $4,077.35 from the Stockman payment for emergency planning fees for Fryberger Law Firm and R.W. Beck. Also, the Stockman payment does not include $3,000 for the purchase of a used trailer to be used at the Cambridge Transfer Station.
Commissioner Nelson moved to approve the Claims List, Paid Claims List, Additional Claims List and 1st Quarter Hauler Rebates; second by Commissioner Gustafson, all in favor of paying the Claims List ($161,324.90), Paid Claims List ($232,528.44), Additional Claims List ($131,869.38), and 1st Quarter Hauler Rebates ($220,241.56) all in favor, motion carried (5-0).
LANDFILL GAS TO ELECTRICITY PROJECT – SMMPA
Director Troupe reported that the MPCA has assigned staff to start reviewing the Air Permit for SMMPA and approval is expected in the next several weeks. Also Fred Doran from R.W. Beck is completing his review of the latest draft of the SMMPA Agreement and the Ground Lease Agreement.
BURN BARREL REDUCTION PROGRAM
Lisa Thibodeau reported to Director Troupe that she is finishing her report for the burn barrel grant; she has an environmental student scheduled to work a total of 10 hours the next couple Fridays on the Burn Barrel Grant; and lastly, the ECSWC’s table top Burn Barrel display along with Bernie the Talking Burn Barrel on loan from the MPCA are at the Kanabec County Courthouse.
Director Troupe added she worked with astudent from the Cambridge Community College to give the fourth graders at the Ogilvie School a presentation on Burn Barrels May 6th.
GET THE WASTE
Director Troupe stated that background information pertaining to old designation ordinances has been sent to Kevin Johnson of Stoel Rives LLP Law Firm for his review.
Director Troupe also briefed the board members on her meeting with Henry Fisher of the MPCA on April 15th. One of Mr. Fisher’s concerns is household hazardous waste.
CHICAGO CLIMATE EXCHANGE VERIFICATION
Director Troupe reported that Scott Coon of R.W. Beck was on site to do the required second testing of the old flow meter. His report to Director Troupe is the meter tested 3-4% and the requirement is 5%. The test was good. Mr. Coon will send a letter to the CCX verifier for final verification and approval.
ODOR ISSUES
Director Troupe has received two odor complaints in the last month, which may be contributed to the flare being down for a couple days. The pump was broken and was sent out for repair. Due to the issues involved when the pump is broken, Director Troupe requested permission to purchase a back up pump.
Commissioner Gustafson moved to authorize Director Troupe to purchase a back up pump for $3,075.00, second by Commissioner Nielsen for discussion, all in favor, motion carried (5-0).
Director Troupe reported that the advertising for the gas well installation project would begin on May 19, 2008. The plan is to be able to accept bids at the next Commission meeting on June 9, 2008.
Director Troupe has contracted with Interpoll Laboratories and Minnesota Valley Testing to test the neighboring water wells. The list will be provided to them and the sampling is expected to be complete within the next few weeks.
PUBLIC COMMENT
Dave Halvorson of Arthur Township had a comment on the Ogilvie School presentation.
Also, Mr. Halvorson asked for an explanation of the Climate Exchange to which Fred Doran responded how the Exchange works.
Dick Roesler of Arthur Township contributed that Arthur Township is trying to get involved with household hazardous waste. Mr. Roesler’s opinion is that the ECSWC should take a closer look at being involved with this issue.
Mike Oster of Knife Lake Sanitation commented on a letter he received from Mr. Fisher’s office about a year ago regarding recycling 30% of HHW.
Angi Decker of Arthur Township introduced herself to the Commission. One of her concerns is she does not know if her water well is actually being tested. She would like to be present when her well is tested.
MARCH 31, 2008 FINANCIAL STATEMENT
Director Troupe reported for the month ended March 31, 2008, the ECSWC realized a net income on an accrual basis of $14,857.22. On a cash flow basis there is an increase in cash of $39,163.68. Anticipated upcoming capital expenditures total $703,250. In refiguring, Director Troupe increased this amount to $767,250.
After further discussion, Commissioner Nielsen moved to authorize Director Troupe to purchase a good used loader for Hinckley Transfer Station for a maximum of $75,000.00, second by Commissioner Gustafson for discussion. The motion was amended up to $85,000. All in favor, motion carried (5-0).
Commissioner Peterson moved to authorize Director Troupe to purchase two new 53’ walking floor trailers, second by Commissioner Nelson, all in favor, motion carried (5-0).
Reserve accounts for landfill expansion; capital improvements, landfill equipment repairs, hauler rebate, employee 125, host facility fund and operating contingency total $1,388,285.49.
Funds are invested as follows:
Kanabec Bank – CD for $500,000.00, interest rate 5.45% maturing July 2, 2009.
Kanabec Bank – CD’s (10) for $1,000,000, interest rate 4.75% maturing October 3, 2008.
The money market checking account at Kanabec Bank earns 1.45%. Kanabec Savings earns 3.0%. The Financial Assurance Fund at U.S. Bank earns 2.28%. MSW year-to-date tons is up 1,351.42 over last year with Garrison Disposal showing the increase.
Commissioner Gustafson moved to approve the March 31, 2008 Financial Statement, second by Commissioner Nielsen, all in favor, motion carried (5-0).
EXECUTIVE DIRECTOR REPORT
Employees
Director Troupe reported hiring Bart McCoy, the Stockman employee who has been working the Cambridge transfer station since 1999, as the heavy equipment operator at the transfer station. Director Troupe would like to start him at the Step 6 Level ($16.28/hour) with one week’s vacation.
Commissioner Gustafson moved to authorize Director Troupe to pay Bart McCoy at a Step 6 Level with one weeks vacation, second by Commissioner Nelson, all in favor, motion carried (5-0).
Director Troupe stated that the Commission needs another heavy equipment operator for the Hinckley Transfer Station. Director Troupe would like to assign a current employee to the Hinckley Transfer Station and offer a heavy equipment operator position to another Stockman employee that has more equipment maintenance/repair knowledge to work at the Mora location. Director Troupe requests authorization to offer Rick Keller the position of heavy equipment operator and authorization for the Chairman and the Executive Director set the salary offer.
Commissioner Gustafson moved to authorize Director Troupe to offer the heavy equipment operator position to Rick Keller and to authorize the Chairman and Executive Director to set the salary offer, second by Commissioner Nelson, all in favor, motion carried (5-0).
Director Troupe also has hired the Stockman employee that has worked the Hinckley Transfer Station on Saturdays for 13 years. This employee is paid at the Step 1 Level.
Commissioner Nelson moved to authorize Director Troupe to hire two part time heavy equipment operators to work the Transfer Stations on Saturdays, second by Commissioner Peterson, all in favor, motion carried (5-0).
Cambridge Transfer Building
Director Troupe reported that the specs for the building are being completed and will be sent out for quotes soon. Four companies have expressed interest in bidding. Currently the Cambridge Transfer Station is being used for loading MSW as long as it is not raining or not too windy. It is anticipated that the rebuilding will be complete in the fall 2008.
Compost Building
Director Troupe has placed an advertisement in the Kanabec Times to solicit proposals for use of the building. Director Troupe has also informed East Central Regional Development personnel of the Commission’s interest in companies to occupy the space.
Litter Fence
North Country Welding was delivering the litter fence during the Commission Meeting.
WASTE TRANSFER AGREEMENT
Director Troupe recommends accepting Patnode Trucking as Contractor for waste transfer at a rate of $100 per load plus surcharge for fuel based on Patnode Trucking Fuel Surcharge Rates Table. Several items still need to be discussed and agreed to.
Commissioner Gustafson moved to accept Patnode Trucking as Contractor for waste transfer after Director Troupe has finalized all details which include Term Agreement, CPI details and fuel surcharge and has the concurrence of the Board Chairman and the Commission Counsel, second by Commissioner Peterson, all in favor, motion carried (5-0).
PUBLIC COMMENT
Dick Roesler of Arthur Township had a question regarding scale fee.
Mike Oster of Knife Lake Sanitation shared his recent experience in selling his used trucks.
JUNE MEETING DATE
The June Board Meeting is scheduled for June 9, 2008 at 9:00 a.m. at the Commission offices.
ADJOURNMENT
Commissioner Gustafson moved to adjourn at 11:11 a.m., second by Commissioner Nelson, all in favor, motion carried (5-0).
Respectfully submitted,
Laurie Johnson
Recording Secretary
East Central Solid Waste Commission
Commission’s Office – Mora, MN
MINUTES
April 14, 2008
The regular meeting of the East Central Solid Waste Commission was held on April 14, 2008 at the Commission Office, Mora, MN. Chairman Isanti County Commissioner George Larson called the meeting to order at 9:05 a.m.
Members present at the meeting included: Isanti County Commissioner George Larson, Chisago County Commissioner Bob Gustafson, Kanabec County Commissioner Les Nielsen, and Mille Lacs Commissioner Phil Peterson.
Advisory member present included Executive Director Janelle Troupe.
Others also present at the meeting included: Fred Doran, R.W. Beck; Lisa Thibodeau, Chisago County; Mike Oster, Knife Lake Sanitation; Michele McPherson, Mille Lacs County; Kim Johnson, Team Powdercoating; and Commission neighbors: Gary Saenger, Ted Johnston, Esther Johnston, Roy Underdahl, Dave Halvorson, and Sandy Halvorson.
All present said the Pledge of Allegiance.
Director Troupe requested an addition to her Executive Directors Report under the Compost and Hangar Building discussion. Kim Johnson from Team Powdercoating has a proposal to offer the Commission.
Commissioner Gustafson moved to approve the Agenda with Director Troupe’s addition, second by Commissioner Nielsen, all in favor, motion carried (4-0).
Commissioner Nielsen requested adding “removal of existing filter” to the first line on Page 1 under Approval of Agenda.
Commissioner Nielsen moved to approve the Meeting Minutes for March 10, 2008 with the correction, second by Commissioner Gustafson, all in favor, motion carried (4-0).
CLAIMS
Commissioner Nielsen moved to approve the Claims List, Paid Claims List, and Additional Claims List; second by Commissioner Peterson, all in favor of paying the Claims List ($130,051.69), Paid Claims List ($33,638.63), and Additional Claims List ($70,699.29), all in favor, motion carried (4-0).
Commissioner Nelson arrived.
LANDFILL GAS TO ELECTRICITY PROJECT – SMMPA
Director Troupe reported that she has the Land Lease Agreement and the Gas Purchase Agreement in hand and that she and Fred Doran will be reviewing both. Also, a meeting Director Troupe and Mr. Doran attended with SMMPA in Rochester earlier in the month went very well.
Director Troupe stated that the latest issue to resolve is the Air Permit application that will be addressed in May.
Also, Director Troupe shared information from Dave Geschwind indicating he received a signed copy of the Mora amendment to their power sales contract, which allows the proposed generator outlet line to interconnect to the Mora distribution system.
BURN BARREL REDUCTION PROGRAM
Director Troupe told the board members that a student from the college in Cambridge will be doing a presentation to 4th graders in Ogilvie as part of Director Troupe’s recycling presentation.
Lisa Thibodeau contributed that Kanabec County will be getting the Burn Barrel display this week and that a press release will be sent for “Earth Day”.
GET THE WASTE
Director Troupe shared an Engagement Letter for Legal Services from Kevin Johnson of Stoel Rives LLP Law Firm pertaining to the Commissions Designation Project.
Chairman Larson briefed the boardmembers on his AMC meetings and his previous conversations with Mr. Johnson. Chairman Larson believes Mr. Johnson is very knowledgeable and experienced in designation with a good understanding of the issue. Chairman Larson recommends hiring Mr. Johnson to handle the Commission’s designation issue.
Director Troupe has also talked with Mr. Johnson. Mr. Johnson advised Director Troupe that SMMPA would have to be in place and that ECSWC would have to operate the transfer stations prior to approaching designation.
After further discussion, Commissioner Gustafson moved to retain Kevin Johnson to do a preliminary study at a cost not to exceed $8,000, to permit Director Troupe to sign the Engagement Letter for Legal Services, and for Director Troupe to notify Mr. Johnson of his start date; second by Commissioner Nelson, Commissioner Nielsen voted nay, motion carried (4-1).
CHICAGO CLIMATE EXCHANGE VERIFICATION
Director Troupe reported that Scott Coon of R.W. Beck was on-site checking the accuracy of the calibration of the old flow meter. A second test is needed in a month’s time. If the readings agree, the Commission will be able to use the readings from the past.
On a positive note, Director Troupe shared that the value of the carbon credits has increased to near $5/credit.
ODOR ISSUES
Director Troupe has received five odor complaints in the last month.
Director Troupe reported that Curt Hoffman from the MPCA was on-site doing an inspection. Mr. Hoffman indicated that intermediate cover was not being properly maintained. Mr. Hoffman recommended more dirt on the landfill in the area not currently being used.
Mr. Hoffman returned a few days later for a second inspection and was satisfied with the improvements.
Director Troupe told the board members that she has hired Industries, Inc. to pick up plastic bags flying around the landfill for $56/hour. Also a group from 4-H will be coming April 18 to pick up around the grounds.
Regarding the installation of additional gas wells, Fred Doran says the plan is to advertise in May and accept bids in June.
Director Troupe sent Wes Carlson to a local welder to check on the cost of wind fencing for the landfill.
Commissioner Nielsen moved to authorize Director Troupe to purchase four (4) fence sections at a cost up to $15,000, second by Commissioner Gustafson, all in favor, motion carried, (5-0).
PUBLIC COMMENT
Gary Saenger, representing the landfill neighbors, told the board members that their list of 20 water wells to be checked has been prepared but the group would like to wait to release the list until the testing facility has been determined due to several recent scam attempts.
Director Troupe reported that Mark Olson from Liesch Associates has provided her with information as to what the wells should be tested for.
Director Troupe stated that she had written a letter to Arthur Township asking that the township share in the cost of testing these wells and Arthur Township responded back that they are not interested.
Dave Halvorson asked how asbestos is disposed of. Director Troupe explained the Commission’s procedure in accepting and burying asbestos.
Mr. Halvorson also had questions regarding con-cover, Public Comment and leachate hauling which Director Troupe answered.
CAMBRIDGE TRANSFER STATION FIRE
Director Troupe reported that there was a fire at the Cambridge Transfer Station at 2:30 a.m. Sunday April 6, 2008. Four fire departments responded to the fire call and when the fire department checked on the facility again at noon, the fire had flared up again. At meeting time, Director Troupe was waiting for the sheriff’s report and the fire report.
Director Troupe continued that a structural engineer from H3 Plus Engineering was hired by MCIT to examine the building. She is still waiting for his report.
Also, MCIT has put Stockman Transfer on Notice.
Director Troupe is waiting for approval from the MPCA on an emergency operations plan.
Contract haulers are currently delivering their loads to the Hinckley transfer station or the Mora landfill.
Director Troupe is asked to contact Commission Counsel regarding this matter, check on availability of tractor owner/operators and used walking trailers.
After further discussion, due to the importance of this situation, a Special Meeting is planned for April 23, 2008 at the Commission Office.
FEBRUARY 29, 2008 FINANCIAL STATEMENT
Director Troupe reported for the month ended February 29, 2008, the ECSWC realized a net loss on an accrual basis of $14,063.47. On a cash flow basis there is an increase in cash of $48,776.94. Un-obligated cash at the end of the month was $2,031,982.62.
Reserve accounts for landfill expansion; capital improvements, landfill equipment repairs, hauler rebate, employee 125, host facility fund and operating contingency total $1,264,586.66. Funds are invested as follows:
Kanabec Bank – CD for $500,000.00, interest rate 5.45% maturing July 2, 2009.
Kanabec Bank – CD’s (10) for $1,000,000, interest rate 4.75% maturing October 3, 2008.
The money market checking account at Kanabec Bank earns 2.36%. Kanabec Savings earns 3.5%. The Financial Assurance Fund at U.S. Bank earns 2.85%.
Commissioner Gustafson moved to approve the February 29, 2008 Financial Statement, second by Commissioner Nelson, all in favor, motion carried (5-0).
EXECUTIVE DIRECTOR REPORT
Compost and Hangar Buildings – Director Troupe reported that West Central Sanitation has removed a lot of the equipment they purchased and when they are complete, the Commission will need to close holes in the floor, wall and roof.
Kim Johnson from Team Powdercoating came before the board to express interest in leasing the Processing Building. Mr. Johnson explained what Team Powdercoating business is and what their needs and goals are.
After some discussion, in order to legally lease any Commission buildings, it was determined that the availability of the buildings should be advertised in the local papers and that Director Troupe should talk with Arthur Township.
Commissioner Nielsen moved to authorize Director Troupe to advertise the availability of the Processing Building and to talk with Arthur Township, second by Commissioner Gustafson, all in favor, motion carried (5-0).
Next to appear before the Commission was Organic Technologies, Inc. (OTI). OTI is interested in leasing the Commission’s compost finishing pads. Mr. Greg Austin, President of OTI, addressed the board members with their request.
With the odor issues ECSWC is dealing with, Commissioner Nielsen moved to deny OTI’s request to lease the compost finishing pads, second by Commissioner Gustafson for discussion, Commissioner Peterson voted nay, motion carried – request is denied (4-1).
Wood Waste – To save landfill space, Director Troupe requested permission to investigate recycling wood waste. Director Troupe would like to use the sand pad outside of the hangar building. It is the consensus of the board to permit Director Troupe to investigate this option.
Dumpster – Director Troupe requested permission to purchase a roll-off box for private customers to unload garbage into.
Commissioner Gustafson moved to authorize Director Troupe to purchase a good used roll-off box for up to $5,000, second by Commissioner Nielsen, all in favor, motion carried (5-0).
BIDS FOR EQUIPMENT/FENCE
Brother Trailers – Two companies bid on the two Brother Trailers. The Commission rejected both bids.
Side Dump Trailer – Six bids were received for the side dump trailer.
Commissioner Peterson moved to accept the bid from Dennis Larson of Montevideo for $20,000, second by Commissioner Gustafson, all in favor, motion carried (5-0).
Off Road Dump Truck – Five off road Volvo 830C dump trucks were offered to the Commission. Commission employees Dave Noga and Lynn Stegeman had an opportunity to examine these trucks and their recommendation is a 2000 Volvo 830C from Ziegler for $90,250.
Commissioner Gustafson moved to purchase the 2000 Volvo 830C Off Road Dump Truck from Ziegler for $90,250 and to authorized Director Troupe to issue and sign a check in payment, second by Commissioner Nielsen, all in favor, motion carried (5-0).
Fence – Eight bids were received for the perimeter fence. Commissioner Nelson moved to accept the bid from Deutschlander Fencing for $48,911 and to authorize Director Troupe to write and sign the check, second by Commissioner Peterson, all in favor, motion carried (5-0).
COUNTY CLEAN-UP EVENTS
Director Troupe gave a brief update of up coming clean-up days: Kanabec County’s annual Clean-up Day is May 17, 2008 at the Commission’s Mora facility; Pine County’s days are May 1-3 and June 15-17, 2008 in Sandstone; Kanabec County will have a Household Hazardous Waste event on May 10, and Pine County’s HHW day is scheduled for June 7, 2008.
ASBESTOS
Due to the controversy of friable vs. non-friable asbestos and the possibility of hiding asbestos in MSW loads, Director Troupe requested permission to change the asbestos disposal rate to $75/ton.
Commissioner Gustafson moved to change the asbestos rate to $75/ton, second by Commissioner Nelson, all in favor, motion carried (5-0).
PUBLIC COMMENT
Dave Halvorson had questions regarding the fire at the Cambridge Transfer Station and what is stored in the Processing buildings.
Mike Oster of Knife Lake Sanitation recommended the Commission contract trucks to pull Commission trailers.
Saturday Scale Operator - Director Troupe indicated she may be advertising for a Saturday Scale Operator. This position is not an addition but a fill-in position.
MAY MEETING DATE
The May Board Meeting is scheduled for May 12, 2008 at 9:00 a.m. at the Commission offices.
ADJOURNMENT
Commissioner Gustafson moved to adjourn at 11:40 a.m., second by Commissioner Peterson, all in favor, motion carried (5-0).
Respectfully submitted,
Laurie Johnson
Recording Secretary
East Central Solid Waste Commission
Commission’s Office – Mora, MN
MINUTES
March 10, 2008
The regular meeting of the East Central Solid Waste Commission was held on March 10, 2008 at the Commission Office, Mora, MN. Chairman Isanti County Commissioner George Larson called the meeting to order at 9:02 a.m.
Members present at the meeting included: Isanti County Commissioner George Larson, Chisago County Commissioner Bob Gustafson, Kanabec County Commissioner Les Nielsen, and Mille Lacs Commissioner Phil Peterson.
Commissioner Roger Nelson was absent.
Advisory member present included Executive Director Janelle Troupe.
Others also present at the meeting included: Fred Doran, R.W. Beck; and Commission neighbors: Gary Saenger, Dick Roesler, Ted Johnston, Esther Johnston, Roy Underdahl and Janet Underdahl.
All present said the Pledge of Allegiance.
Director Troupe requested additions to her Executive Directors Report Item 8.2: Pick-up approval, Payment to Counties and removal of existing filter on Jones Water supply.
Commissioner Gustafson moved to approve the Agenda with Director Troupe’s additions, second by Commissioner Nielsen, all in favor, motion carried (4-0).
Commissioner Gustafson moved to approve the Meeting Minutes for February 11, 2008, second by Commissioner Peterson, all in favor, motion carried (4-0).
CLAIMS
Commissioner Nielsen moved to approve the Claims List, Paid Claims List, and Additional Claims List; second by Commissioner Peterson, all in favor of paying the Claims List ($156,953.76), Paid Claims List ($52,691.16), and Additional Claims List ($6,584.41), all in favor, motion carried (4-0).
LANDFILL GAS TO ELECTRICITY PROJECT – SMMPA
Director Troupe reported that there are several technical issues to work out with SMMPA on the Landfill Gas Purchase Agreement. Director Troupe and Fred Doran are planning to meet with SMMPA to get these issues with the contract negotiated.
Also, Director Troupe talked to Dave Geschwind on Friday, March 7, 2008; His update was that the Air Permit Application has been submitted. A technical study was being completed to decide the best way to minimize costs with this project and also have the least amount of impact on neighbors as far as land use. SMMPA is waiting for this report.
Robert Jagusch also stopped by to inform Director Troupe that the Interconnection Agreement is being submitted to the City of Mora for approval.
Commissioner Gustafson moved to, prior to the next Board meeting and each commissioner receives a copy, to authorize the Chairman to sign the agreement once the agreement meets the standards set by the board members, second by Commissioner Peterson, all in favor, motion carried (4-0).
BURN BARREL REDUCTION PROGRAM
Director Troupe reported that Lisa Thibodeau had the ECSWC traveling Burn Barrel display at the Rural Living Expo in Mora on March 1, 2008, which was attended by people from Kanabec and Pine Counties. Also Lisa updated the MPCA’s burn barrel grant administrator, Curt Hoffman on the status of the burn barrel project.
Director Troupe added that the MPCA sent out a burn barrel press release to some of the local papers and that Lisa created a press release more tailored to the ECSWC region as a follow up to that article.
GET THE WASTE
Director Troupe shared information on an article that was published in the Mille Lacs Messenger regarding the Commission’s history, new director, recycling and rates.
Also Director Troupe talked with Teresa Bearce regarding licensing. Two of Kanabec County’s licensed haulers do not bring their MSW to the landfill as required by their licenses. Director Troupe plans to meet with each Solid Waste Administrator regarding the requirements.
Chairman Larson gave an update on his AMC Conference and his meeting with the MPCA Commissioner regarding designation. Chairman Larson’s opinion is to move ahead.
CHICAGO CLIMATE EXCHANGE VERIFICATION
Director Troupe reported that the new flow meter has been delivered but it cannot be installed until the old flow meter is re-calibrated and re-installed to verify prior calculations.
ODOR ISSUES
Director Troupe updated the board members on odor complaints of the last month. Also, because the John Deere loader needed a complete overhaul, an off-road dump truck was rented to haul dirt for cover. Director Troupe has instructed employees to use more con-cover and not to leave waste more than a few days with con-cover only. Dirt is to be used for cover on Fridays so the landfill is not open over the weekend.
After some discussion regarding hauling dirt for daily cover, it is the consensus of the board to authorize Director Troupe to do a formal bid process for a 25-30 ton pit truck before the next board meeting.
Director Troupe explained that the 2008 budget has $120,000 for LFG wells and the 2009 budget has $185,000 forecasted. Because installation of these gas wells will assist in controlling the odors, Director Troupe would like to expedite the process and asked the board for approval to start the bidding process for these gas wells.
Commissioner Nielsen moved to authorize Director Troupe to advertise for bids for the new gas wells, second by Commissioner Gustafson, all in favor, motion carried (4-0).
Director Troupe added that staff has given her a report of points on the landfill that has the potential to create odors. Personnel were able to repair pipes that they felt odors might have been leaking from.
PUBLIC COMMENT
Gary Saenger, representing the landfill neighbors, asked for Commission cooperation in having 20 water wells tested. The group would like the Commission to pay for the testing of 20 wells by an independent testing company. Mr. Saenger explained, because of many health issues the neighbors have, they would like to eliminate the possibility that the landfill is contaminating their drinking water.
After further discussion, Commissioner Nielsen moved to authorize Director Troupe to send out an RFP to test 20 private wells and two ground water areas with parameters to be determined, second by Commissioner Gustafson, all in favor, motion carried (4-0).
The neighbors will provide the Commission with a list of the 20 wells they would like tested. The Commission will ask the MPCA for a recommendation of parameters to test for.
JANUARY 31, 2008 FINANCIAL STATEMENT
Director Troupe reported for the month ended January 31, 2008, the ECSWC realized a net income on an accrual basis of $387,831.45. On a cash flow basis there is a decrease in cash of $62,231.50. Un-obligated cash at the end of the month was $1,943,779.04. The increase in cash and accrual income is due to the sale of equipment in the amount of $430,000, which netted $387,000 after payment to the broker.
Reserve accounts for landfill expansion; capital improvements, landfill equipment repairs, hauler rebate, employee 125, host facility fund and operating contingency total $1,304,013.30. Funds are invested as follows:
Kanabec Bank – CD for $500,000.00, interest rate 5.45% maturing July 2, 2009.
Kanabec Bank – CD’s (10) for $1,000,000, interest rate 4.75% maturing October 3, 2008.
The money market checking account at Kanabec Bank earns 3.37%. The Financial Assurance Fund at U.S. Bank earns 3.21%.
Commissioner Gustafson moved to approve the January 31, 2008 Financial Statement, second by Commissioner Nielsen, all in favor, motion carried (4-0).
EXECUTIVE DIRECTOR REPORT
Capital Purchases
Fencing
Director Troupe requested authorization to send out a RFQ to complete the fence around the Commission’s north boundary.
Commissioner Peterson moved to send out a RFQ for fencing the north line, second by Commissioner Nielsen, all in favor, motion carried (4-0).
Wind Fence
Director Troupe recommended a wind fence for the landfill to cut down on the number of windy days the garbage is dumped on the tipping floor. After some discussion, this matter was tabled to see if additional cover helps with flying debris.
Larger Board Room
There was a brief discussion on removing the wall between the conference room and the empty office. It was decided it was not an urgent matter at this time and will be brought up again at budget time.
Equipment that Doesn’t Fit our Needs
Director Troupe explained that the Trail King Side-Dump Trailer, purchased in 2003, is not used because the dirt freezes in the box and the crew feels it is not stable on the landfill. The board members authorized Director Troupe to sell the side-dump trailer.
Director Troupe added that there are two Brother Walking Floor trailers that were purchased for Micro Life. The floor trailers are not used. They are too small to use for transferring MSW between the transfer stations and the landfill. Director Troupe is authorized to sell the two walking floor trailers also.
Also, there is one Ford Semi-tractor (purchased for Micro Life) that is not being used. Because there is a possibility of the Commission doing the transfer of MSW between the transfer stations and the landfill, the decision was made to keep the Ford semi-tractor that is currently not being used.
Pick-up
Director Troupe reported that Kanabec County gave the Commission an old orange pick-up. Director Troupe would like approval to accept the truck from Kanabec County.
Commissioner Gustafson moved to accept the offer of the old truck from Kanabec County, second by Commissioner Peterson, Commissioner Nielsen abstained, Commissioners Gustafson and Peterson voted in favor, motion carried (3-0).
Payment to Counties
Because of the equipment sale, Director Troupe recommended paying the budgeted $100,000 to the counties at this time. After some discussion it was decided to wait until mid-year and pay it out when the counties are preparing their budgets with the possibility of paying more.
Filter on Jones Water
Director Troupe requested authorization to hire a plumber to remove the filter from Dale Jones’ water well. Mr. Jones is a neighbor of the landfill and the filter has been on his well since 1990. Mark Olson of Liesch Associates says the filter is not necessary.
Commissioner Peterson moved to authorize Director Troupe to hire a plumber to remove the filter from Dale Jones’ well, second by Commissioner Nielsen, all in favor, motion carried (4-0).
ADDITIONAL COMMENT PERTAINING TO PREVIOUS PUBLIC COMMENT
Mr. Dick Roesler, Arthur Township, recommended that the Commission request Arthur Township be a partner with the Commission in the testing of the 20 neighboring wells.
APRIL MEETING DATE
The April Board Meeting is scheduled for April 14, 2008 at 9:00 a.m. at the Commission offices.
ADJOURNMENT
Commissioner Nielsen moved to adjourn at 10:53 a.m., second by Commissioner Gustafson, all in favor, motion carried (4-0).
Respectfully submitted,
Laurie Johnson
Recording Secretary
East Central Solid Waste Commission
Commission’s Office – Mora, MN
MINUTES
April 23, 2008
An Emergency Meeting of the East Central Solid Waste Commission was held on April 23, 2008 at the Commission Office, Mora, MN. Chairman Isanti County Commissioner George Larson called the meeting to order at 3:30 p.m.
Members present at the meeting included: Isanti County Commissioner George Larson, Chisago County Commissioner Bob Gustafson, Kanabec County Commissioner Les Nielsen, Mille Lacs Commissioner Phil Peterson and Pine County Commissioner Roger Nelson.
Advisory member present included Executive Director Janelle Troupe.
Others also present at the meeting included: Mike Oster, Knife Lake Sanitation; Terry, Terry’s Disposal; Cameron Strand, SRC; and Marlen Harris, Stockman Transfer
All present said the Pledge of Allegiance.
Commissioner Gustafson moved to approve the Agenda, second by Commissioner Nielsen, all in favor, motion carried (5-0).
Director Troupe briefed the Commissioners on the current status of the Cambridge Transfer Station since the fire.
Director Troupe indicated that all the steel on the structure has been removed.
Director Troupe reported that one possible glitch in the rebuilding of the Transfer Station is the Pollution Control Agency (PCA) has new transfer station rules and it may not be possible to build on the old foot print. Fred Doran of RW Beck is working with the PCA on this matter.
The plan is to start accepting deliveries at Cambridge April 24, 2008 when it is not raining. If it rains, the haulers will have to deliver their loads to Mora. The contract haulers will be compensated $2.50/ton to deliver to the Hinckley transfer station and $10.00/ton to deliver directly to the Mora landfill.
Director Troupe reported that she has met with concrete and steel construction companies. Because of the Commission’s emergency status, a formal bid process is not required. The plan is to get three concrete quotes and three steel quotes. The Commission’s insurance company (Minnesota Counties Insurance Trust) will have the final say as to which bids are accepted.
Director Troupe reported she has not received word from the Fire Marshall as to the cause of the fire. It is possible the true cause may not be determined.
As a suggestion when rebuilding the transfer station, Cameron Strand of SRC recommended that a temperature sensitive system be installed in the transfer stations that would notify the fire department when the temperature in the building rises. Mr. Strand also recommended a fire suppression system.
TRANSFER STATION OPERATIONS CONTRACT
Director Troupe explained that several required items in the Stockman contract were never received.
Director Troupe continued that state statute requires that the Commission have a Performance Bond from Stockman’s.
When Stockman’s made their bid, the Commission was given a Bid Bond of $10,000. For Stockman to get the Bid Bond back they were to have provided the Commission with four additional items which were: 1) an Insurance Policy, 2) a Performance Bond, 3) a Dishonesty Bond, and 4) a Payment Bond. The Bid Bond was released back to Stockman’s but a Performance Bond was never received.
Commission Counsel, David Oberstar recommends voiding the Stockman Contract based on the fact a Performance Bond was never provided to the Commission.
Chairman Larson asked Director Troupe for her recommendation. Director Troupe recommended following Mr. Oberstar’s suggestion.
Commissioner Gustafson moved to put the recommendation to void the Stockman Contract on the table, second by Commissioner Nielsen for discussion.
Director Troupe explained what was needed to temporarily operate the transfer stations until the bidding process is complete.
After further discussion, the vote on the motion to void the Stockman Contract is all in favor, motion carried (5-0).
Commissioner Nelson left the meeting.
Commissioner Gustafson moved to authorize Director Troupe to post for bids to hire tractor owner/operators; and/or tractor/trailer owner/operators, second by Commissioner Nielsen, all in favor, motion carried (4-0).
Commissioner Peterson moved to authorize Director Troupe to hire two (2) personnel to work the transfer stations and buy one (1) good used loader, second by Commissioner Gustafson, all in favor, motion carried (4-0).
ADJOURNMENT
Commissioner Nielsen moved to adjourn at 4:35 p.m., second by Commissioner Gustafson, all in favor, motion carried (4-0).
Respectfully submitted,
Laurie Johnson
Recording Secretary
East Central Solid Waste Commission
Commission’s Office – Mora, MN
MINUTES
February 11, 2008
The regular meeting of the East Central Solid Waste Commission was held on February 11, 2008 at the Commission Office, Mora, MN. Alternate Kanabec County Commissioner Kim Smith called the meeting to order at 9:00 a.m.
Members present at the meeting included: Chisago County Commissioner Bob Gustafson, Alternate Kanabec County Commissioner Kim Smith, and Mille Lacs Commissioner Phil Peterson.
Commissioner George Larson and Commissioner Roger Nelson were absent.
Advisory member present included Executive Director Janelle Troupe.
Others also present at the meeting included: Fred Doran, R.W. Beck; Susan Jarosch, R.W. Beck; Lisa Thibodeau, Chisago County; Michelle McPherson, Mille Lacs County; and about twenty (20) of the ECSWC neighbors.
PLEDGE OF ALLEGIANCE
All present said the Pledge of Allegiance.
APPROVAL OF AGENDA
Commissioner Gustafson moved to approve the Agenda, second by Commissioner Peterson, all in favor, motion carried (3-0).
MEETING MINUTES FOR JANUARY 14, 2008 BOARD MEETING
Commissioner Gustafson moved to approve the Meeting Minutes for January 14, 2008, second by Commissioner Peterson, all in favor, motion carried (3-0).
PUBLIC COMMENT
A large group of neighbors of the Commission attended the board meeting and a number of attendees spoke for the group mainly in regard to the terrible odors coming from the Mora landfill. Other concerns they have are with waste coming from out of the area and illnesses they feel may be associated with the landfill odor and water quality. Director Troupe explained the various steps being taken to alleviate the odor problems and Fred Doran explained the biological process of the landfill and effects of weather that may contribute to odor problems. The neighbors would like the Commission to pay a private, impartial testing company to test their water wells and to attend a meeting of their group.
CLAIMS
Commissioner Peterson moved to approve the Claims List, Paid Claims List, 4th Quarter 2007 Hauler Rebate and Additional Claims List; second by Commissioner Gustafson, all in favor of paying the Claims List ($114,533.62), Paid Claims List ($537,209.86), 4th Quarter 2007 Hauler Rebates ($157,345.92) and Additional Claims List ($10,764.26), all in favor, motion carried (3-0).
LANDFILL GAS TO ELECTRICITY PROJECT – SMMPA
Director Troupe reported that Commission Counsel Ken Donovan is reviewing the Landfill Gas Purchase Agreement and the Lease Agreement. She has not received any comment back at this time.
BURN BARREL REDUCTION PROGRAM
Director Troupe reported that Michele McPherson of Mille Lacs County borrowed the burn barrel display along with the MPCA’s Bernie the Burn Barrel to display at the Mille Lacs County Courthouse this past month.
Also, Lisa Thibodeau contributed that Kanabec County would have the display at the Kanabec County Courthouse in April. In the meantime, Lisa reported that the tabletop display would be rotating around the ECSWC area in the libraries.
Director Troupe was a guest on KBEK radio on Friday February 8, 2008 and promoted the burn barrel program.
GET THE WASTE
Director Troupe has two more Demolition Debris Contracts that need Chairman Larson’s signature.
Director Troupe added that the Commission’s Legislative Informational Meeting of January 17, 2008 concerning designation and the landfill gas to electricity project went well and was well received.
Fred Doran gave a brief rundown of the meeting Chairman Larson and he had with the MPCA regarding waste designation.
CHICAGO CLIMATE EXCHANGE VERIFICATION
Director Troupe reported that a new flow meter has been ordered and will be delivered in early March. In the meantime, Scott Coon from R.W. Beck is working with First Environmental to verify his calculations from the existing meter, which will determine how many months back the Commission can go for credits.
EQUIPMENT BROKER REPORT
Director Troupe reported that the equipment has been sold to Don Williamson of West Central Sanitation in Willmar, Minnesota. The Commission received $430,000.00 for the equipment and Eagle River Company was paid $43,000 in brokerage fees. After the Commission receives various insurance policies, West Central Sanitation has ten months to remove the equipment.
One recommendation Director Troupe has for some of the proceeds from this sale is a fence on the backside of the landfill. Commissioner Peterson recommends bringing that suggestion to the board at the March 2008 meeting.
DECEMBER 31, 2007 FINANCIAL STATEMENT
Director Troupe reported for the month ended December 31, 2007, the ECSWC realized a net income on an accrual basis of $56,440.78. On a cash flow basis there is an increase in cash of $140,333.03. Un-obligated cash at the end of the month was $1,675,080.50. Year to date accrual income is $795,693.16 and cash has increased $732,033.23.
Reserve accounts for landfill expansion; capital improvements, landfill equipment repairs, hauler rebate, employee 125, host facility fund and operating contingency total $1,634,943.34. Funds are invested as follows:
Kanabec Bank – CD for $500,000.00, interest rate 5.45% maturing July 2, 2009.
Kanabec Bank – CD’s (10) for $1,000,000, interest rate 4.75% maturing October 3, 2008.
The money market checking account at Kanabec Bank earns 3.37%. The Financial Assurance Fund at U.S. Bank earns 3.21%.
Commissioner Peterson moved to approve the December 31, 2007 Financial Statement, second by Commissioner Gustafson, all in favor, motion carried (3-0).
EXECUTIVE DIRECTOR REPORT
Landfill
Director Troupe reported that leachate recirculation is on hold to allow the landfill to dry out.
Director Troupe added that the MPCA commended the Commission on the quick and effective handling of the earlier odor issue.
Scale Houses
Director Troupe looked into the cost of security monitoring. Radio Shack quoted $469 per site.
Employee Training
Because several of the landfill operators need training before the end of June, Director Troupe requested approval to write checks for training prior to board approval.
Commissioner Gustafson moved to authorize Director Troupe to write checks up to $1,000.00 without prior board approval and report to the board at the next Commission Meeting, second by Commissioner Peterson, all in favor, motion carried (3-0).
Equipment
Director Troupe reported that the new Bomag Compactor was delivered January 15, 2008.
Furnace
Because there is a crack in the heat exchanger of the furnace in the Water Utility Room in the Compost Building, Director Troupe requested approval to purchase a new heater.
Commissioner Peterson moved to authorize the purchase of a new heat exchanger for the furnace in the Water Utility Room of the Compost Building, second by Commissioner Gustafson, all in favor, motion carried (3-0).
Demolition Landfill
Director Troupe reported that the Demolition Landfill is not excavated enough for placement of demolition debris. Director Troupe plans to discuss this issue with Johnson Crushing.
Also Director Troupe will be ordering signs from Colors by Craig in Pine City to provide direction for customers to the demolition landfill.
Computers
Director Troupe requested authorization to use the credit card to purchase two new computers. These computers are budgeted items.
Commissioner Gustafson moved to authorize the use of the credit card to purchase two new computers, second by Commissioner Peterson, all in favor, motion carried (3-0).
MARCH MEETING DATE
The March Board Meeting is scheduled for March 10, 2008 at 9:00 a.m. at the Commission offices.
ADJOURNMENT
Commissioner Gustafson moved to adjourn at 10:58 a.m., second by Commissioner Peterson, all in favor, motion carried (3-0).
Respectfully submitted,
Laurie Johnson
Recording Secretary
East Central Solid Waste Commission
Commission’s Office – Mora, MN
MINUTES
January 14, 2008
The regular meeting of the East Central Solid Waste Commission was held on January 14, 2008 at the Commission Office, Mora, MN. Isanti County Commissioner George Larson called the meeting to order at 9:00 a.m.
Members present at the meeting included: Isanti County Commissioner George Larson, Chisago County Commissioner Bob Gustafson, Kanabec County Commissioner Les Nielsen, Mille Lacs Commissioner Phil Peterson; and Pine County Commissioner Roger Nelson.
Advisory member present included Executive Director Janelle Troupe.
Others also present at the meeting included: Fred Doran, R.W. Beck; Susan Jarosch, R.W. Beck; Ted Johnston, Esther Johnston, Sandy Halvorson, Dave Halvorson, Arthur Township Residents; Lisa Thibodeau, Chisago County; Don Kyser, Minnesota Pollution Control Agency; Michelle McPherson, Mille Lacs County; and Hank Fisher, Minnesota Pollution Control Agency.
All present said the Pledge of Allegiance.
ORGANIZATION OF THE BOARD – ELECTIONS OF CHAIRMAN/VICE-CHAIRMAN/TREASURER
Director Troupe called for nominations for the Chairman position.
Commissioner Gustafson nominated Commissioner Larson to the Chairman position; there were no other nominations, all in favor, nomination approved.
Chair of meeting was passed to Commissioner Larson.
Chairman Larson called for nominations for Vice-Chairman.
Commissioner Peterson nominated Commissioner Nielsen to the Vice-Chairman position; there were no other nominations, Commissioner Gustafson cast a white ballot, all in favor, nomination approved.
Chairman Larson called for nomination for Treasurer.
Commissioner Nielsen nominated Commissioner Gustafson to the Treasurer position; there were no other nominations, Commissioner Nelson cast a white ballot, all in favor, nomination approved.
Commissioner Nielsen requested item 9.6 be added under New Business to discuss concerns of one of the C&D Haulers.
Commissioner Gustafson moved to approve the Agenda with the addition, second by Commissioner Peterson, all in favor, motion carried (5-0).
Commissioner Nielsen moved to approve the Meeting Minutes for December 10, 2007, second by Commissioner Gustafson, all in favor, motion carried (5-0).
Neighbors of the Commission - Esther Johnston, Sandy Halvorson and Dave Halvorson - all expressed concerns regarding the odors from the landfill. The neighbors have formed a Committee and have asked that the Commission send a representative to attend their next meeting to hear their concerns.
Dave Halvorson had several other questions: Why did Gene Kramer leave? Chairman Larson responded that Mr. Kramer’s contract ended December 31, 2007.
Mr. Halvorson also requested in writing how much garbage is coming from other counties. Director Troupe will send the information to Mr. Halvorson.
Mr. Halvorson asked if East Central Energy was interested in the Commission’s landfill gas. Director Troupe responded that ECE was contacted and they indicated they were not interested.
Lastly, Mr. Halvorson asked if the generator will be less environmentally friendly then the flare. Fred Doran from R.W. Beck responded that the emissions would be within the guidelines.
CLAIMS
Commissioner Gustafson moved to approve the Claims List, Paid Claims List, and Additional Claims List; second by Commissioner Nelson, all in favor of paying the Claims List ($173,100.08), Paid Claims List ($62,304.42), and Additional Claims List ($6,603.59), all in favor, motion carried (5-0).
LANDFILL GAS TO ELECTRICITY PROJECT – SMMPA
Director Troupe reported that she sent the Landfill Gas Purchase Agreement and the Ground Lease to Commission Counsel David Oberstar for his review. She has not received any comment back at this time.
Director Troupe also indicated that Mr. David Geschwind of the Southern Minnesota Municipal Power Agency and Mr. Robert Jagusch of the City of Mora will speak at the Renewable Energy Initiative Meeting scheduled for January 17, 2008 at the Kanabec County Courthouse.
BURN BARREL REDUCTION PROGRAM
Lisa Thibodeau contributed that she is working with the East Central Regional Libraries to promote the “Turn in Your Burn Barrel Display to the 5-County ESCSW counties and circulating the display and brochures.
GET THE WASTE
Director Troupe requested Chairman Larson’s signature on seven new C&D Contracts.
After some discussion, Director Troupe was asked to explore lowering fees for haulers who deliver waste directly to the Mora landfill.
CHICAGO CLIMATE EXCHANGE VERIFICATION
Director Troupe reported that she received a quote from Jasper for a new flow meter. The cost is $8,510, which includes a spare probe. Director Troupe continued that a meeting with Jasper is planned after the Board meeting and based on the discussions of that meeting Director Troupe requested Board approval to purchase the new meter.
Commissioner Gustafson moved to approve the purchase of a new flow meter based on R.W. Beck’s recommendation after the meeting with Jasper, second by Commissioner Nelson, all in favor, motion carried (5-0).
LANDFILL EXPANSION
Director Troupe requested approval of the Purchase Agreement for Wetland Banking Credits and the earnest money payment of $13,015.74.
Commissioner Gustafson moved to approve the Purchase Agreement for Wetland Banking Credits and the earnest money payment of $13,015.74, second by Commissioner Nielsen, all in favor, motion carried (5-0).
Director Troupe explained that the Wetland Permit Application is not in final form but asked for Board approval to sign the application when it is complete.
Commissioner Nielsen moved to authorize Director Troupe to sign the Wetland Permit Application when it is complete, second by Commissioner Peterson, all in favor, motion carried (5-0).
Lastly, Director Troupe explained to the board members that the mining contract with Bjorklund/Johnson has been amended to state that Bjorklund/Johnson will stockpile dirt for the Commission at an agreed to place within a 300 foot radius of where they are mining and that it is the responsibility of the Commission if is needs to be moved elsewhere. Director Troupe requested approval of the Amended Mining Contract.
Commissioner Gustafson moved to approve the Amended Mining Contract, second by Commissioner Nielsen, all in favor, motion carried (5-0).
EQUIPMENT BROKER REPORT
Director Troupe briefed the Commission on the several parties interested in the equipment for sale.
Also Director Troupe reported on a third company that is interested in operating their recycling business in the building. Director Troupe would like permission from the board for this third party to use the Commission name and building in seeking customers for their recycling business.
Commissioner Nelson moved to authorize the recycling business to use the Commission name when seeking customers for their recycling business, second by Commissioner Peterson, all in favor, motion carried (5-0).
NOVEMBER 30, 2007 FINANCIAL STATEMENT
Director Troupe reported for the month ended November 30, 2007, the ECSWC realized a net income on an accrual basis of $95,994.89. On a cash flow basis there is a decrease in cash of $5,039.69. Un-obligated cash at the end of the month was $1,642,129.90. Year to date accrual income is $739,252.38 and cash has increased $591,700.20.
Reserve accounts for landfill expansion; capital improvements, landfill equipment repairs, hauler rebate, employee 125, host facility fund and operating contingency total $1,527,560.91. Funds are invested as follows:
Kanabec Bank – CD for $500,000.00, interest rate 5.45% maturing July 2, 2009.
Bremer Bank – CD for $260,294.52, interest rate 5.15% maturing January 22, 2008.
Kanabec Bank – CD’s (10) for $1,000,000, interest rate 4.75% maturing October 3, 2008.
The money market checking account at Kanabec Bank earns 3.89%. The Financial Assurance Fund at U.S. Bank earns 4.58%.
Year to date waste delivery for 2007 is 76,480.60 tons.
Commissioner Nielsen moved to approve the November 30, 2007 Financial Statement, second by Commissioner Gustafson, all in favor, motion carried (5-0).
2008 RATES
Director Troupe requested approval of the 2008 Rate Sheet. Director Troupe explained that a new contract with S.W. Incorporated out of Willmar was signed and they will continue to pick up the Commission’s residential electronics at a greatly reduced price of $.05 per pound. Also the rates table reduces the cost of most individual electronics from $5 to $10 each and certain appliances are also reduced. Such as air conditioners by $9 and gas operated refrigerators by $100.
Commissioner Gustafson moved to approve the 2008 Rate Sheet, second by Commissioner Nielsen, all in favor, motion carried (5-0).
EMPLOYEE WAGES AND BENEFITS PACKAGE
Because Commission employees are no longer represented by the Teamster’s Local 320 Union, Director Troupe recommended employee wage increases to the Board members.
Commissioner Gustafson moved to approved Director Troupe’s recommended pay increases for Commission employees, second by Commissioner Peterson, all in favor, motion carried (5-0).
Director Troupe also requested a change in benefits accrual. Director Troupe recommends taking the scheduled work hours for accruals, which will simplify the process and eliminate the need to change accruals every pay-period.
Commissioner Gustafson moved to approve the change in benefits accrual, second by Commissioner Nelson, all in favor, motion carried (5-0).
AWAIR PROGRAM
Director Troupe reported that the ECSWC Safety Committee has been developing A Workplace Accident and Injury Reduction Program over the last several months. In December the first safety inspection at all three sites was completed. Director Troupe requested Commission approval of the AWAIR Program.
Commissioner Nielsen moved to approve the AWAIR Program, second by Commissioner Peterson, all in favor, motion carried (5-0).
EXECUTIVE DIRECTOR/OPERATIONS REPORT
Landfill
Director Troupe reported on a plan to combat odor complaints, which is to cover the landfill with 6” of dirt everyday. Director Troupe reported that the con-cover machine was not working for a couple of weeks, which contributed to odor. Also Director Troupe instructed the landfill personnel to use an adequate amount of con-cover when dirt is not used.
Equipment
Director Troupe reported that the new Bomag Compactor is to be delivered January 15, 2008. Director Troupe requested approval to sign the check
Commissioner Nielsen moved to authorize Director Troupe to sign the check for $424,000 to pay for the new Bomag Compactor, second by Commissioner Nelson, all in favor, motion carried (5-0).
Due to the number of times the landfill personnel needed to rent an Electro Fusion Welder for landfill repairs and maintenance Director Troupe requested approval to purchase a refurbished Electro Fusion Welder in the amount of $2,500.
Commissioner Gustafson moved to authorize the purchase of a refurbished Electro Fusion Welder for $2,500, second by Commissioner Peterson, all in favor, motion carried (5-0).
Because the Commission Operations Manager uses his personal cell phone for Commission business Director Troupe requested approval to reimburse him for some of his monthly cell phone costs.
Commissioner Nielsen moved to reimburse the Operations Manager for cell phone expenses not to exceed $30.00 per month, second by Commissioner Peterson, all in favor, motion carried (5-0).
Organizational Notes
Commissioner Nelson moved to make the Kanabec County Times the Commission’s official newspaper and the second Monday of each month at 9:00 a.m. the Commission’s regular meeting time, second by Commissioner Nielsen, all in favor, motion carried (5-0).
Saturdays during the Winter
Because Saturdays in the winter are very slow business days at the Mora landfill and the Hinckley Transfer Station, Director Troupe asked the board members to consider closing those two facilities at least two Saturdays in January and February each year.
As a test case Commissioner Nielsen moved to close the Mora Landfill two nonconsecutive Saturdays in February and close the Hinckley Transfer Station the other two non-consecutive Saturdays in February, second by Commissioner Gustafson. Commissioner Nelson suggested Stockman bank those hours. Commissioner Nielsen and Commissioner Gustafson agreed to add that suggestion to the motion, all in favor, motion carried (5-0).
C&D HAULER CONCERN
Commissioner Nielsen reported he received a phone call from a Contract Hauler who has a concern with the restriction of no cardboard in C&D loads. With the restriction of no cardboard, he wants to void his contract.
Mr. Doran responded that the restriction is due to the Commission’s permit. ECSWC is permitted to take Class I items which restricts cardboard to 10% allowable cardboard.
Director Troupe added that the C&D contracts are non-exclusive to the haulers and they are not required to bring C&D loads to ECSWC.
FEBRUARY MEETING DATE
The February Board Meeting is scheduled for February 11, 2008 at 9:00 a.m. at the Commission offices.
ADJOURNMENT
Commissioner Gustafson moved to adjourn at 10:57 a.m., second by Commissioner Nielsen, all in favor, motion carried (5-0).
Respectfully submitted,
Laurie Johnson
Recording Secretary
East Central Solid Waste Commission
Commission’s Office – Mora, MN
MINUTES
December 10, 2007
The regular meeting of the East Central Solid Waste Commission was held on December 10, 2007 at the Commission Office, Mora, MN. Chairman George Larson called the meeting to order at 9:04 a.m.
Members present at the meeting included: Isanti County Commissioner George Larson, Chisago County Commissioner Bob Gustafson, Kanabec County Commissioner Les Nielsen, Mille Lacs Commissioner Phil Peterson; and Pine County Commissioner Roger Nelson.
Advisory members present included Executive Director Gene Kramer and Fiscal Officer Janelle Troupe.
Others also present at the meeting included: Fred Doran, R.W. Beck; and Susan Jarosch, R.W. Beck.
All present said the Pledge of Allegiance.
Director Kramer requested additions to:
Item 6.3 Nine C&D contracts to approve.
Item 6.6 Discuss a proposal from Bjorklund/Johnson
Item 6.7 City of Red Wing and West Central San. site visits to look at equipment.
Item 7.2 Friday p.m. burglary of Mora scale house.
Commissioner Nielsen moved to approve the Agenda with the additions, second by Commissioner Gustafson.
Chairman Larson requested adding Director Kramer Contract and R.W. Beck Contract to the Agenda. Commissioner Nielsen amended his motion to include Chairman Larson’s request, Commissioner Gustafson amended his second, all in favor, motion carried (4-0).
Commissioner Nelson arrived.
Commissioner Peterson moved to approve the Meeting Minutes for November 12, 2007, second by Commissioner Gustafson, all in favor, motion carried (5-0).
There was no public comment at this time.
CLAIMS
Commissioner Nielsen moved to approve the Claims List, Paid Claims List, and Additional Claims List; second by Commissioner Gustafson, all in favor of paying the Claims List ($127,770.05), Paid Claims List ($71,085.79), and Additional Claims List ($20,609.16), all in favor, motion carried (5-0).
LANDFILL GAS TO ELECTRICITY PROJECT – SMMPA
Director Kramer reported that he received the draft agreement from SMMPA, made his comments to it and returned it to them. Director Kramer recommends that the Commission Counsel review the final agreement before signing.
BURN BARREL REDUCTION PROGRAM
Director Kramer reported that Lisa Thibodeau is working with the East Central Regional Library System to circulate the Burn Barrel Display among the libraries.
Also, several haulers have agreed to continue the Turn in your Burn Barrel Program.
GET THE WASTE
Director Kramer reported that the C&D Landfill is open for business. Also, nine haulers have submitted non-exclusive contracts that need Commission signatures.
Due to the problem of frozen roll-off loads in the winter time, Commissioner Nielsen moved to authorize the purchase of a boom which attaches to front end loaders to assist in dumping of frozen loads at a cost up to $1,500.00, second by Commissioner Gustafson, all in favor, motion carried (5-0).
Commissioner Nielsen moved to approve signing the 9 C&D contracts, second by Commissioner Nelson, all in favor, motion carried (5-0).
Director Kramer added that as of January 1, 2008, Garrison Disposal would start bringing the Aitkin County waste they collect.
FLOW CONTROL
No update at this time.
CHICAGO CLIMATE EXCHANGE VERIFICATION
Director Kramer reported that the meter has been adjusted to within a 6% margin of error. The standard is 5%. In conversations with the verifier it is recommended that the meter be calibrated again in two weeks and if the meter has not drifted more than 6% the verifier will accept it. The verifier also recommends the Commission get a new meter that can be calibrated to less then 5%. The estimated cost of new meter is $3,900 plus electrical.
LANDFILL EXPANSION
Director Kramer explained that the area Bjorklund/Johnson wants to set up contains backfill from the Bauerly era, which is of no use to Bjorklund/Johnson but is useful to landfill operations. The recommendation is that Bjorklund/Johnson will move this material as needed in the landfill operations and that amount moved will be used as a deduct on the cost of material Bjorklund/Johnson moves off site for sale.
Commissioner Nielsen moved to authorize payment/credit of $2.85/yard to Bjorklund/Johnson for material that is required for cover immediately, second by Commissioner Nelson, all in favor, motion carried (5-0).
Fred Doran of R.W. Beck addressed the board regarding wetland replacement. Mr. Doran explained a draft Wetland Credit Purchase Agreement from the bank identified in Washington County. Mr. Doran continued that the cost of this agreement is $.60/square foot for the 4.98 acres. The total is approximately $130,000. The agreement requires 10% earnest money down ($13,015.74), with half of the earnest money being non-refundable ($6,507.87). The earnest money is due January 2008 with the balance due at closing in approximately one year. The closing costs include a 6.5% state transaction fee of $8,460.23 for a total of $125,601.89. Mr. Doran added that this is contingent on MPCA permitting.
Mr. Doran also attended a meeting with Rehbein Construction. Rehbein Construction is the representative for the Wetland Bank and will also be responsible for maintaining the wetland for the property owner.
Commissioner Gustafson moved to accept the Wetland Proposal, second by Commissioner Peterson, all in favor, motion carried (5-0).
EQUIPMENT BROKER REPORT
Director Kramer reported that a consultant representing the City of Red Wing toured the facilities December 6, 2007. Don Williamson from West Central Sanitation of Willmar inspected the equipment and plans to return.
OCTOBER 31, 2007 FINANCIAL STATEMENT
Director Kramer reported for the month ended October 31, 2007, the ECSWC realized a net income on an accrual basis of $84,775.22. On a cash flow basis there is an increase in cash of $254,782.84. Un-obligated cash at the end of the month was $1,573,758.91. Year to date accrual income is $643,255.49 and cash has increased $254,782.84.
Reserve accounts for landfill expansion; capital improvements, landfill equipment repairs, hauler rebate, employee 125, host facility fund and operating contingency total $1,600,971.59. Funds are invested as follows:
Kanabec Bank – CD for $500,000.00, interest rate 5.45% maturing July 2, 2009.
Bremer Bank – CD for $260,294.52, interest rate 5.15% maturing January 22, 2008.
Kanabec Bank – CD’s (10) for $1,000,000, interest rate 4.75% maturing October 3, 2008.
The money market checking account at Kanabec Bank earns 3.89%. The Financial Assurance Fund at U.S. Bank earns 4.58%.
Year to date waste delivery for 2007 is 71,332.5 tons (+2500 tons over last year).
Commissioner Gustafson moved to approve the October 31, 2007 Financial Statement, second by Commissioner Nelson, all in favor, motion carried (5-0).
EXECUTIVE DIRECTOR/OPERATIONS REPORT
Administration:
Electronics: Ms. Troupe reported that an e-mail with a quote sheet was sent to a large number of businesses looking for businesses interested in recycling electronics collected by the Commission.
Mattresses: Director Kramer reported that Goodwill Industries has increased the drop off price for mattresses to $7. Director Kramer recommends the Commission increase the price to recycle mattresses to $11.
Commissioner Gustafson moved to increase the price to recycle mattresses to $11, second by Commissioner Peterson, all in favor, motion carried (5-0).
Union Negotiations: Director Kramer reported that due to the Commission employees requesting a decertifying election, no negotiations can be scheduled. Response date is December 11, 2007.
Burglary of Mora Scale House: Director Kramer reported that on the evening of December 7, 2007 someone got into the Maintenance Building, took the cutting torch to the scale house, broke into the scale house, cut the safe out of the floor and cut the safe in half. Approximately $300 in petty cash, $40 from Friday’s business day and candy money was involved. Employees are taking inventory to see if other items were taken. Damaged floor and charred coins remain.
2008 BUDGET
Additions to 2008 Budget - CCX Verification $4,000
LFG Flow Meter $6,500
Wetland Replacement $13,000
Deletion from 2008 Budget Transact Support $1,600
Commissioner Nelson moved to accept the 2008 Budget with the additions and the deletion, second by Commissioner Gustafson, all in favor, motion carried (5-0).
PLANNING
Chairman Larson stated that Director Kramer’s contract ends December 31, 2007 and thanked him for his service and wished him luck on his future endeavors.
Commissioner Nielsen moved to extend the R.W. Beck contract for one year, second by Commissioner Gustafson, all in favor, motion carried (5-0).
Commissioner Nelson moved to hire Ms. Janelle Troupe as Financial Director and provide direction to all employees with a salary of $70,150.00 starting January 1, 2008. Chairman Larson recommended Ms. Troupes title be Executive Director and Financial Director. Commissioner Nelson amended his motion to Executive Director and Financial Director, second by Commissioner Gustafson, all in favor, motion carried (5-0).
JANUARY MEETING DATE
The January Board Meeting is scheduled for January 14, 2008 at 9:00 a.m. at the Commission offices.
ADJOURNMENT
Commissioner Peterson moved to adjourn at 11:07 a.m., second by Commissioner Nielsen, all in favor, motion carried (5-0).
Respectfully submitted,
Laurie Johnson
Recording Secretary
November 12, 2007 Meeting
The regular meeting of the East Central Solid Waste Commission was held on November 12, 2007 at the Commission Office, Mora, MN. Chairman George Larson called the meeting to order at 9:00 a.m.
Members present at the meeting included: Isanti County Commissioner George Larson, Chisago County Commissioner Bob Gustafson, Kanabec County Alternate Commissioner Kim Smith, Mille Lacs Commissioner Phil Peterson; and Pine County Commissioner Roger Nelson.
Advisory members present included Executive Director Gene Kramer and Fiscal Officer Janelle Troupe.
Others also present at the meeting included: Fred Doran, R.W. Beck; Hank Fisher, Minnesota Pollution Control Agency (Duluth), Chisago County Commissioner Mike Robinson; Mike Oster, Knife Lake Sanitation; and Greg Mutchler, State of Minnesota Auditor.
All present said the Pledge of Allegiance.
Chairman Larson requested moving item 9.0-Closed Session to Item 6.9 Closed Session.
Director Kramer requested three additions to the Executive Directors Report: 1) Northwest Envirothon, 2) Household Hazardous Waste Contract, and 3) Legislature Meeting.
Commissioner Gustafson moved to approve the Agenda with the change and additions, second by Commissioner Nelson, all in favor, motion carried (5-0).
There was no public comment at this time.
Commissioner Gustafson moved to approve the Meeting Minutes for October 8, 2007, second by Commissioner Nelson, all in favor, motion carried (5-0).
CLAIMS
Commissioner Gustafson moved to approve the Claims List, Paid Claims List, Hauler Rebates for 3rd Quarter 2007, and Additional Claims List; second by Commissioner Peterson, all in favor of paying the Claims List ($165,416.69), Paid Claims List ($50,042.59), Hauler Rebates for 3rd Quarter ($175,627.26), and Additional Claims List ($7,608.19), all in favor, motion carried (5-0).
AUDIT EXIT INTERVIEW
Mr. Greg Mutchler from the State of Minnesota conducted the Exit Interview for the 2006 audit.
Mr. Mutchler began by making a statement about fraud then went on to discuss a letter sent earlier regarding the State’s responsibility, significant accounting policies and management’s use of estimates. Also, Mr. Mutchler was pleased to report that there was no disagreements or difficulties in dealing with Management.
Mr. Mutchler continued to discuss the audit and commended the staff for the information gathered.
The significant deficiency noted in the audit is the Segregation of duties. This item continues to be noted in the audits of the Commission due to the limited number of office employees. The State Auditor added that the “Commission’s management should constantly be aware of this condition and realize that the concentration of duties and responsibilities in a limited number of individuals is not desirable from an accounting point of view”.
Mr. Mutchler finished by thanking the Commission and adding that the Commission has a good report and very good operations.
LANDFILL GAS TO ELECTRICITY PROJECT – SMMPA
Director Kramer reported that he met with the Chief Operating Officer of Southern Minnesota Municipal Power Agency (SMMPA), their engineer and the Superintendent from the City of Mora regarding a purchase agreement. Director Kramer believes a final agreement is close.
Also, Director Kramer stated that an analysis shows the landfill does not have enough gas for both SMMPA and Wood Chip of Princeton projects. But Director Kramer has not heard from Wood Chip of Princeton regarding their continued interest.
BURN BARREL REDUCTION PROGRAM
Director Kramer shared an e-mail from Lisa Thibodeau regarding CLIMBs school visit schedule and other contacts she has made who may be interested in CLIMB brochures and displays.
Director Kramer reported he has sent a letter to all Commission Contract Haulers asking them to consider continuing to sponsor the Turn in Burn Barrel program through the length of their contracts (5 years).
GET THE WASTE
Director Kramer reported that the MPCA has issued the permit for construction and operation of the C&D facility. He has also met with Bjorklund/Johnson about the scope and sequence of work on the site. The goal is to have the facility open by the end of November.
Director Kramer has prepared a non-inclusive contract for haulers. Director Kramer recommends $6/yard for contract haulers and $8/yard for non-contract haulers.
Commissioner Gustafson moved to authorize Director Kramer to set an interim rate through June 30, 2008 of $6/yard for contract haulers and $8/yard for non-contract haulers, second by Commissioner Nelson, Commissioner Peterson voted nay, motion carried (4-1).
FLOW CONTROL
Director Kramer reported that at a recent RAM/SWANA Conference he met with several representatives of the Minnesota Pollution Control Agency (MPCA) regarding the Commissions Designation Plan. Mr. Hank Fisher of the MPCA has been assigned to be the lead/reviewer of the Commissions Designation Plan.
Mr. Fisher then addressed the board regarding format of the Designation Plan that included emphasis on hierarchy. Mr. Fisher also touched on the review process.
Chairman Larson requested a timeline for the process in the next packet.
CHICAGO CLIMATE EXCHANGE VERIFICATION
Director Kramer had no further update.
LANDFILL EXPANSION
Fred Doran of R.W. Beck addressed the board regarding wetland replacement. Mr. Doran recommends wetland banking. A location has been identified in Washington County that has a bank to sell credits to cover the wetland replacement required in the next landfill expansion. Mr. Doran reported that a draft purchase agreement has been prepared.
Commissioner Gustafson moved to authorize Director Kramer to investigate wetland banking, second by Commissioner Smith, all in favor, motion carried (5-0).
EQUIPMENT BROKER REPORT
Ms. Troupe reported that eight different companies have contacted Mr. Arens regarding the equipment for sale.
CLOSED SESSION
Commissioner Nelson moved to go into closed session at 10:35 a.m., second by Commissioner Peterson, all in favor, motion carried (5-0).
Meeting back in session at 11:05 a.m.
Chairman Larson left the meeting. Commissioner Gustafson assumed the chair.
SEPTEMBER 30, 2007 FINANCIAL STATEMENT
Director Kramer reported for the month ended September 30, 2007, the ECSWC realized a net income on an accrual basis of $118,347.88. On a cash flow basis there is an increase in cash of $200,044.30. Un-obligated cash at the end of the month was $1,429,796.59. Year to date accrual income is $558,480.27 and cash has increased $341,957.05.
Reserve accounts for landfill expansion; capital improvements, landfill equipment repairs, hauler rebate, employee 125, host facility fund and operating contingency total $1,490,151.07. Funds are invested as follows:
Kanabec Bank – CD for $500,000.00, interest rate 5.45% maturing July 2, 2009.
Bremer Bank – CD for $260,294.52, interest rate 5.15% maturing January 22, 2008.
Kanabec Bank – CD’s (10) for $1,000,000, interest rate 4.75% maturing October 3, 2008.
The money market checking account at Kanabec Bank earns 4.60%. The Financial Assurance Fund at U.S. Bank earns 4.60%.
Year to date waste delivery for 2007 is 65,057.76 tons (+1700 tons over last year).
Commissioner Peterson moved to approve the September 30, 2007 Financial Statement, second by Commissioner Smith, all in favor, motion carried (4-0).
EXECUTIVE DIRECTOR/OPERATIONS REPORT
Administration:
Electronics: Several firms relative to recycling electronics directly with recyclers that represent manufacturers have contacted Director Kramer.
Commissioner Smith moved to authorize Director Kramer and Ms. Troupe to investigate these firms, second by Commissioner Peterson, all in favor, motion carried (4-0).
Union Negotiations: Director Kramer reported that due to the Commission employees requesting a decertifying election, no negotiations have been scheduled.
Area III Envirothon: Director Kramer received a letter from the Area III Envirothon Coordinators giving an update of their recent activities and asking for contributions. The Commission donated $150 last year.
Commissioner Smith moved to donate $150, second by Commissioner Nelson, all in favor, motion carried (4-0).
Household Hazardous Waste Contracts: Director Kramer reported the 2008 Household Hazardous Waste Contracts have been signed and he will get them returned to the MPCA.
Letter to Legislatures: Director Kramer shared a draft letter he prepared to the five county State Representatives, State Senators and Commissioners inviting them to a meeting regarding the agreement with SMMPA and the Designation Plan.
2008 BUDGET
Discussion on the 2008 Budget has been tabled until the December meeting.
Director Kramer reported that an item added to the Budget for board members consideration is steel shank boots and gloves for employees.
DECEMBER MEETING DATE
The December Board Meeting is scheduled for December 10, 2007 at 9:00 a.m. at the Commission offices.
ADJOURNMENT
Commissioner Nelson moved to adjourn at 11:23 a.m., second by Commissioner Smith, all in favor, motion carried (4-0).
Respectfully submitted,
Laurie Johnson
Recording Secretary
East Central Solid Waste Commission
Commission’s Office – Mora, MN
MINUTES
October 8, 2007
The regular meeting of the East Central Solid Waste Commission was held on October 8, 2007 at the Commission Office, Mora, MN. Chairman George Larson called the meeting to order at 9:00 a.m.
Members present at the meeting included: Isanti County Commissioner George Larson, Chisago County Commissioner Bob Gustafson, Kanabec County Commissioner Les Nielsen, and Pine County Commissioner Roger Nelson.
Advisory members present included Executive Director Gene Kramer and Fiscal Officer Janelle Troupe.
Others also present at the meeting included: Fred Doran, R.W. Beck; Michele McPherson, Mille Lacs County Zoning; Susan Jarosch, R.W. Beck; Jay Corn, Kanabec Times; Eric Supan, Sweeney Brothers, Arne Lerfald, Ziegler Cat; and Wes Carlson, ECSWC.
All present said the Pledge of Allegiance.
Commissioner Gustafson moved to approve the Agenda, second by Commissioner Nielson, all in favor, motion carried (4-0).
Commissioner Gustafson moved to approve the Meeting Minutes for September 10, 2007, second by Commissioner Nelson, all in favor, motion carried (4-0).
There was no public comment at this time.
CLAIMS
Commissioner Gustafson moved to approve the Claims List, Paid Claims List, and Additional Claims List; second by Commissioner Nelson, all in favor of paying the Claims List ($133,766.09), Paid Claims List ($50,936.89), and Additional Claims List ($9,675.28), all in favor, motion carried (4-0).
LANDFILL GAS TO ELECTRICITY PROJECT – SMMPA
Director Kramer reported that he received word from Mr. Dave Geschwind, COO and the CEO of Southern Minnesota Municipal Power Agency (SMMPA) that he presented the proposed agreement to the SMMPA board and that the remaining issues yet to be resolved are the carbon credits and the generator outlet transmission costs. Mr. Geschwind continues to indicate his confidence that these issues will be resolved and he expects final approval at their October meeting.
After further discussion Commissioner Nelson resolved to send a letter to SMMPA indicating that the East Central Solid Waste Commission Board is willing to work with SMMPA regarding the carbon credits to expedite the Landfill Gas to Electricity project, second by Commissioner Nielsen, all in favor, Resolution approved (4-0).
Wood Chip of Princeton - Director Kramer indicated in the Board Packet that Sylva Corp/Wood Chip of Princeton representatives have toured the processing facility and that their business credentials seem to be adequate.
BURN BARREL REDUCTION PROGRAM
Director Kramer reported that Lisa Thibodeau has asked that the East Central Solid Waste Commission Board consider extending the Burn Barrel Program thru the year 2008.
Commissioner Nielsen moved to extend the Burn Barrel Program thru 2008, second by Commissioner Nelson, all in favor, motion carried (4-0).
GET THE WASTE
C&D Facility - Director Kramer reported that the official permit is out for Public Comment and the 30-day comment period goes thru October 24, 2007.
Also Director Kramer has met with Bjorklund/Johnson regarding moving the material as part of the mining process and, verbally, they have agreed.
FLOW CONTROL
Director Kramer reported that a rough draft of the Designation Plan is complete. He also indicated that Commission Counsel recommends that the Designation Plan be prepared in statutory framework. Director Kramer’s plan is to reorganize the Designation Plan and add an Executive Summary.
CHICAGO CLIMATE EXCHANGE VERIFICATION
Director Kramer reported that a third quarter of data has been added to the Commissions submittal to the Chicago Climate Exchange. However, the flow meter used in testing is outside the standards for the Chicago Climate Exchange. The meter needs to be recalibrated. This will slow down the process.
LANDFILL EXPANSION
Fred Doran explained the cost for wetland mitigation to the board members. Mr. Doran reported that there is 5 acres of wetland that will need to be replaced at a cost of $132,000 to $347,000, depending on which wetland bank is used.
EQUIPMENT BROKER REPORT
Director Kramer reported that no update has been received from Mr. Arens. However, with Ken Arens agreement, the equipment has been listed on the website Craig’s List.
AUGUST 31, 2007 FINANCIAL STATEMENT
Director Kramer reported for the month ended August 31, 2007, the ECSWC realized a net income on an accrual basis of $95,342.25. On a cash flow basis there is an increase in cash of $7,873.96. Un-obligated cash at the end of the month was $1,334,257.51. Year to date accrual income is $440,132.39 and cash has increased $141,925.75.
Reserve accounts for landfill expansion; capital improvements, landfill equipment repairs, hauler rebate, and operating contingency total $1,385,645.85. Funds are invested as follows:
Kanabec Bank – CD for $500,000.00, interest rate 5.45% maturing July 2, 2009.
Bremer Bank – CD for $260,294.52, interest rate 5.15% maturing January 22, 2008.
The money market checking account at Kanabec Bank earns 4.60%. The Financial Assurance Fund at U.S. Bank earns 4.89%.
Year to date waste delivery for 2007 is 57,739.8 tons (+1300 tons over last year).
Commissioner Nielsen moved to approve the August 31, 2007 Financial Statement, second by Commissioner Gustafson, all in favor, motion carried (4-0).
EXECUTIVE DIRECTOR/OPERATIONS REPORT
Administration
Executive Director Job Description – Director Kramer requested the board members share any changes to his job description with him within the next week.
Union Negotiations – No meeting dates have been set.
MPCA - Director Kramer said a meeting is scheduled for October 10, 2007 on the final draft on permitting of leachate recirculation.
Electronics – Director Kramer has a meeting scheduled with E4 Partners, which is a consulting firm representing a group of electronics manufacturers, to see if ECSWC’s three locations will fit into their plans for recycling of electronics.
COMPACTOR BID OPENING
Three bids were received for a new Landfill Compactor. Bids were received from Al Jon, Sweeney and Ziegler Cat.
Commissioner Gustafson moved to purchase the Sweeney Bomag for $424,000, second by Commissioner Nielsen for discussion, all in favor, motion carried (4-0).
2008 BUDGET
Discussion began on the 2008 Budget.
Commissioner Nelson moved to raise the Board members per diem to $75.00 per meeting beginning January 2008, second by Commissioner Gustafson, Commissioner Nielsen voted no, motion carried (3-1).
CLOSED SESSION
Commissioner Nielsen asked for a close session to further discuss the Executive Directors job write-up.
Commissioner Nielsen moved to go to close session to discuss employment issues at 12:25 p.m., second by Commissioner Nelson, all in favor, motion carried (4-0).
Returned to open session at 12:40 p.m.
Chairman Larson indicated a couple changes to the Executive Director’s Job Description and the board members decided not to send the job write-up out for evaluation. Also, Chairman Larson stated the Executive Director’s salary for 2008 will be set at the next Commission Meeting in close session.
NOVEMBER MEETING DATE
The November Board Meeting is scheduled for November 12, 2007 at 9:00 a.m. at the Commission offices.
ADJOURNMENT
Commissioner Gustafson moved to adjourn at 12:43 p.m., second by Commissioner Nelson, all in favor, motion carried (4-0).
Respectfully submitted,
Laurie Johnson
Recording Secretary
East Central Solid Waste Commission
Commission’s Office – Mora, MN
MINUTES
September 10, 2007
The regular meeting of the East Central Solid Waste Commission was held on September 10, 2007 at the Commission Office, Mora, MN. Chairman George Larson called the meeting to order at 9:02 a.m.
Members present at the meeting included: Isanti County Commissioner George Larson, Chisago County Commissioner Bob Gustafson, Kanabec County Commissioner Les Nielsen, and Pine County Commissioner Roger Nelson and Mille Lacs County Alternate Commissioner David Tellinghuisen.
Advisory members present included Executive Director Gene Kramer and Fiscal Officer Janelle Troupe.
Others also present at the meeting included: Fred Doran, R.W. Beck; Michele McPherson, Mille Lacs County Zoning; Susan Jarosch, R.W. Beck; Larry Doose, Wood Chip of Princeton; Gary Cerkvenik, SEH & Wood Chip of Princeton, Bob Clarin, Wood Chip of Princeton; Gary Noren, Chisago County; and Kanabec County Commissioner Jerry Nelson.
All present said the Pledge of Allegiance.
Director Kramer requested adding to item 7.2 Executive Directors Report a discussion on Electronics Recycling.
Commissioner Gustafson moved to approve the Agenda with the addition, second by Commissioner Nelson, all in favor, motion carried (5-0).
Commissioner Gustafson moved to approve the Meeting Minutes for August 13, 2007, second by Commissioner Nielsen, all in favor, motion carried (5-0).
Mr. Gary Noren from Chisago County Solid Waste Department announced that Chisago County has started Pharmaceutical Recycling. Chisago County residents may drop off unwanted/unused medications in a depository located next to the Sheriff’s Office at the Government Center in Center City. The collected pharmaceuticals will be properly destroyed at an approved incinerator.
CLAIMS
Commissioner Gustafson moved to approve the Claims List, Paid Claims List, and Additional Claims List; second by Commissioner Nielsen for discussion, all in favor of paying the Claims List ($163,781.49), Paid Claims List ($79,867.06), and Additional Claims List ($18,504.81), all in favor, motion carried (5-0).
LANDFILL GAS TO ELECTRICITY PROJECT – SMMPA
Director Kramer reported that he received an e-mail from Dave Geschwind of SMMPA stating that there are two significant issues they need to discuss with their board before an agreement can be reached with ECSWC. One item is carbon credits. The second issue is an internal technical matter as to the best way to interconnect the project to the Mora distribution system.
Director Kramer also shared an e-mail he received from Commission Counsel David Oberstar regarding a wood fuel-drying project. Mr. Oberstar’s letter suggested one issue the Commission should consider is how it fits into the Legislative Declaration of Purpose found in MN Statute 115A.02. The policy statute sets the six waste management practices in order of preference.
Wood Chip of Princeton
Representatives from Wood Chip of Princeton, Mr. Larry Doose, President, Mr. Bob Clarin, and Mr. Gary Cerkvenik attended the Commission meeting to express interest in leasing the Processing Building and purchasing gas for their wood-drying project. Wood Chip of Princeton is interested in leasing the Processing Building, reducing construction debris in the landfill, compensating the Commission for the gas and being a five county-wide wood collector.
After the Wood Chip Representatives explained their process to the Commission members, Commissioner Nielsen moved to proceed with an analysis of this project as to how much gas is available from the landfill and the construction costs; and to look at Wood Chip of Princeton’s proposal, second by Commissioner Gustafson.
After further discussion, Commissioner Nielsen amended his motion to include letters of credentials from Wood Chip of Princeton’s bank and a Financial Statement, and the engineering costs to the Commission are not to exceed $1,000.00; Commissioner Gustafson agreed with the amendment to the motion, all in favor, motion carried (5-0).
BURN BARREL REDUCTION PROGRAM
Director Kramer shared copies of the new “Turn in Your Burn Barrel” brochure, which includes a list of all licensed garbage service providers participating in the Turn in Your Burn Barrel Program.
GET THE WASTE
Director Kramer reported that he received a copy of the C&D permit modification from the MPCA. At this time it looks like the C&D landfill will be ready mid October.
FLOW CONTROL
Director Kramer reported that the process has begun to update the Designation Plan. Director Kramer also suggests the Designation Plan and Solid Waste Management Plan wording should agree and then the updated Designation Plan could be submitted to the MPCA. Chairman Larson stated the Commission should continue with this process while the flow control issue is debated in the legislature.
For the October meeting, Chairman Larson would like the revised Designation Plan ready to go to the counties and would like a summary of how much waste the Commission is losing and the value of that waste.
CHICAGO CLIMATE EXCHANGE VERIFICATION
Director Kramer reported that the required documentation of carbon credits for the fourth quarter 2005 and the second quarter of 2007 has been submitted for inclusion in the review process which should be complete in the next few weeks. When the review is complete, the Commission will enact a trade of carbon credits.
LANDFILL EXPANSION
Fred Doran contributed that the expansion process regarding wetlands is progressing.
EQUIPMENT BROKER REPORT
Director Kramer reported that no update has been received from Mr. Arens. There was discussion on allowing Mr. Arens to sell the equipment separately instead of all together. Also Wood Chip of Princeton may be interested in some of the equipment.
DEER CARCASS
Commissioner Gustafson asked to re-address the deer carcass issue. The haulers in his area are concerned. Commissioner Gustafson stated that the MPCA, DNR and the Department of Health say to landfill deer carcasses.
Commissioner Nelson moved to allow deer carcasses in the landfill, second by Commissioner Tellinghuisen for discussion, Commissioner Nielsen voted nay, motion carried (4-1).
JULY 31, 2007 FINANCIAL STATEMENT
Director Kramer asked for an addition to the Financial Statement. Per the 2007 Profit/Loss Budget actual, Director Kramer asked to transfer $1,400.00 from Budget item 6143 – Training to Budget Item 6171 – Service Contract.
Commissioner Tellinghuisen moved to transfer $1,400.00 from Budget item 6143 – Training to Budget Item 6171 – Service Contract, second by Commissioner Gustafson, all in favor, motion carried (5-0).
Director Kramer reported for the month ended July 31, 2007, the ECSWC realized a net income on an accrual basis of $112,452.66. On a cash flow basis there is an increase in cash of $447,613.11. Un-obligated cash at the end of the month was $1,266,192.10. Year to date accrual income is $354,430.82 and cash has increased $134,038.79.
Reserve accounts for landfill expansion; capital improvements, landfill equipment repairs, hauler rebate, and operating contingency total $1,445,837.30. Funds are invested as follows:
Kanabec Bank – CD for $500,000.00, interest rate 5.45% maturing July 2, 2009.
Pine City St. Bank – CD for $263,819.65, interest rate 4.33% maturing September 23, 2007.
Bremer Bank – CD for $260,294.52, interest rate 5.15% maturing January 22, 2008.
The money market checking account at Kanabec Bank earns 4.80%. The Financial Assurance Fund at U.S. Bank earns 4.94%.
Year to date waste delivery for 2007 is 51,187.07 tons (+1168.27 tons over last year).
Commissioner Gustafson moved to approve the July 31, 2007 Financial Statement, second by Commissioner Nelson, all in favor, motion carried (5-0).
EXECUTIVE DIRECTOR/OPERATIONS REPORT
Administration
Arbitration: Director Kramer reported that the arbitration date scheduled for August 21, 2007 was cancelled and that the union withdrew the grievance and paid the cancellation fee to the arbitrator.
MPCA: Director Kramer attended a MPCA meeting in Baxter Minnesota on the proposed new rules regarding Pre-Demolition Inspections. The new rule would require a building owner to conduct a Pre-Demolition inspection of any building to be demolished. This list indicates what special and/or hazardous wastes must be removed before demolition. Also the owner is required to notify the MPCA two working days prior to beginning demolition to allow for State inspection. In the case of a building under federal rules, the notification time period is extended another ten days.
Mattress Recycling: Director Kramer shared a report from the MPCA showing the five county area recycling nearly 3000 mattresses.
Facility Operations
Landfill: Director Kramer reported on the new odor control product from New Waste Concepts. Director Kramer recommends that other odor control products should be studied in an effort to improve odor control and costs.
Hinckley Transfer Station: Director Kramer reported that K&H Construction completed the downspout adjustment so all the precipitation from the roof of the building is routed away from the building, improving drainage and preventing any further deterioration.
Electronics Recycling: Director Kramer reported that he received a call from Materials Processing Corporation and an e-mail from Asset Recovery Corporation regarding how the new Minnesota Electronic Recycling law is going to have a significant impact on how Covered Electronic Devices (CED) are collected and recycled. Director Kramer continued that Asset Recovery Corporation is in discussions with most Original Equipment Manufacturers to subsidize the collection and recycling of CEDs under the new MN state Law guidelines and as a collector, ECSWC may need to adjust our current system.
OCTOBER MEETING DATE
The October Board Meeting is scheduled for October 8, 2007 at 9:00 a.m. at the Commission offices.
ADJOURNMENT
Commissioner Gustafson moved to adjourn at 11:30 a.m., second by Commissioner Nelson, all in favor, motion carried (5-0).
Respectfully submitted,
Laurie Johnson
Recording Secretary
East Central Solid Waste Commission
Commission’s Office – Mora, MN
MINUTES
August 13, 2007
The regular meeting of the East Central Solid Waste Commission was held on August 13, 2007 at the Commission Office, Mora, MN. Chairman George Larson called the meeting to order at 9:04 a.m.
Members present at the meeting included: Isanti County Commissioner George Larson, Chisago County Commissioner Bob Gustafson, Kanabec County Commissioner Les Nielsen, and Pine County Commissioner Roger Nelson and Mille Lacs County Alternate Commissioner David Tellinghuisen.
Advisory members present included Executive Director Gene Kramer and Fiscal Officer Janelle Troupe.
Others also present at the meeting included: Fred Doran, R.W. Beck; Michele McPherson, Mille Lacs County Zoning; Robert Jagusch, Mora Utilities; and Doug Carnival, McGrann Shea Carnival.
All present said the Pledge of Allegiance.
Director Kramer requested adding “Best Buy Grant” to Item 7.2 Executive Directors Report.
Commissioner Gustafson requesting adding “Deer Carcasses”, Old Business – Item 6.
Commissioner Gustafson moved to approve the Agenda with the additions, second by Commissioner Tellinghuisen, all in favor, motion carried (4-0).
Commissioner Gustafson moved to approve the Meeting Minutes for July 9, 2007, second by Commissioner Nielsen, all in favor, motion carried (4-0).
There was no Public Comment at this time.
CLAIMS
Ms. Troupe reported a decrease in the Claims list due to an item removal.
Commissioner Gustafson moved to approve the corrected Claims List, Paid Claims List, Additional Claims List, Second Quarter Hauler Rebates and the Household Hazardous Waste Program; second by Commissioner Tellinghuisen, all in favor of paying the Claims List ($172,977.38), Paid Claims List ($54,701.01), Additional Claims List ($5,376.78), Second Quarter Hauler Rebates ($173,212.11) and HHW Program ($33,610.00) all in favor, motion carried (4-0).
Commissioner Nelson arrived.
LANDFILL GAS TO ELECTRICITY PROJECT – SMMPA
Director Kramer reported that a meeting was held with SMMPA and the City of Mora Representatives. Director Kramer introduced Mr. Bob Jagusch from Mora Utilities who briefed the board members on the meeting. Mr. Jagusch reported an agreement was close and that two issues needed to be resolved. Those issues are 1) the air permit and 2) the carbon credits.
Director Kramer distributed a copy of the Minnesota Pollution Control Agency’s Draft Policy Statements for their 2008 report to the legislature. Director Kramer pointed out that the statement includes subjects that the Commission is involved in: 1) landfill Gas, 2) Energy to Greenhouse Gas, and 3) Waste to Energy.
BURN BARREL REDUCTION PROGRAM
Director Kramer reported that Lisa Thibideau participated with the tabletop displays at the County Fairs in Chisago, Kanabec and Pine Counties. Also, Director Kramer shared a copy of the information brochure with the board members, which has recently been completed and sent on to the printer for layout and printing. Director Kramer will give another radio interview on August 23, 2007.
Director Kramer has asked the Commission to consider offering the Burn Barrel Buy-back Program internally for the next five years, which is the duration of the hauler contracts.
GET THE WASTE
There was a lengthy discussion regarding approval of Garrison Disposal delivering Aitkin County waste to the landfill.
Director Kramer reported he and Ms. Troupe met with the Kanabec County Board in July regarding accepting Aitkin County waste from Garrison Disposal.
Commissioner Nielsen indicated Kanabec County Commissioners say – No.
Commissioner Nelson moved to accept Aitkin County Waste delivered by Garrison Disposal, second by Commissioner Tellinghuisen, Commissioner Nielsen voted no, motion carried (4-1).
LANDFILL EXPANSION
Due to the high cost of removing the overburden for the planned C&D Facility at this time, Director Kramer explained to the Commissioners an interim plan that can serve short term while the original site is developed. Also Mr. Fred Doran has submitted the permit modification to the MPCA with the alternative location. The plan is to have the interim site opened and operational fall of 2007.
FLOW CONTROL
Chairman Larson has been asked to serve on a committee of the Association of Minnesota Counties (AMC) relative to the recent Supreme Court decision regarding flow control. This committee has been asked to recommend legislation that would allow counties that are in the waste disposal business to implement flow control processes allowed by this recent ruling.
CHICAGO CLIMATE EXCHANGE VERIFICATION
Director Kramer reported that the required documentation of carbon credits for the fourth quarter 2005 and the second quarter of 2007 would be submitted for inclusion in the review process.
LANDFILL EXPANSION
Fred Doran contributed that the expansion process pertaining to wetlands is on going.
EQUIPMENT BROKER REPORT
Director Kramer reported that Prairieland Solid Waste Management inspected the equipment in July. Their primary interest was in a slow-speed shredder that is no longer available, but if their business increases significantly they had some interest in the sorting line.
DEER CARCASS
Commissioner Gustafson would like to re-address the deer carcass issue. The haulers in his area are concerned. Commissioner Gustafson stated that the MPCA, DNR and the Department of Health say to landfill deer carcasses.
Commissioner Nielsen would like to table the issue until next meeting to do further research.
All agreed to table the issue until September 2007 meeting.
JUNE 30, 2007 FINANCIAL STATEMENT
Director Kramer reported for the month ended June 30, 2007, the ECSWC realized a net income on an accrual basis of $106,680.73. On a cash flow basis there is an increase in cash of $23,285.81. Un-obligated cash at the end of the month was $927,533.89. Year to date accrual income is $241,978.16 and cash has decreased $313,574.32.
Reserve accounts for landfill expansion; capital improvements, landfill equipment repairs, hauler rebate, and operating contingency total $1,336,882.40. Decrease is due to less set-aside in hauler rebate fund, which in turn increases un-obligated cash in paragraph above.
Funds are invested as follows:
Kanabec Bank – CD for $500,000.00, interest rate 5.45% maturing July 2, 2009.
Pine City St. Bank – CD for $263,819.65, interest rate 4.33% maturing September 23, 2007.
Bremer Bank – CD for $260,294.52, interest rate 5.15% maturing January 22, 2008.
The money market checking account at Kanabec Bank earns 4.80%. The Financial Assurance Fund at U.S. Bank earns 4.88%.
Year to date waste delivery for 2007 – 43,602.83 tons (+900 tons over last year).
Commissioner Gustafson moved to approve the June 30, 2007 Financial Statement, second by Commissioner Nielson, all in favor, motion carried (5-0).
EXECUTIVE DIRECTOR/OPERATIONS REPORT
Administration
Arbitration: Director Kramer reported that the arbitration date is scheduled for August 21, 2007 and the business agent for the local has asked for a meeting on August 14, 2007. The Commission remains opposed to bargaining over this issue and maintains its position.
Union Negotiations: Director Kramer reported that because of the arbitration issue, negotiations have not started in regards to a new contract for 2008. Commissioner Gustafson has agreed to represent the board in negotiations.
Electronics: Director Kramer reported that SW Recycling has been the Commissions appliance and electronics recycler since early 2007. Under a new law, SW Recycling has registered with the State of Minnesota as a recycler of electronics. This law also requires manufactures to pay a portion of the costs for the recycling of their products.
Director Kramer added that the Commission has also registered with the State of Minnesota as a collector of electronics in order to be in compliance with the new law.
This new law further means the state has levied a first year fee of $2,500 - $5,000 per manufacturing business that sells computer monitors and TV’s in the state. It is suggested that this fee will filter down to the recyclers with the collectors being eligible for a share from the recycler.
Facility Operations
Landfill: Director Kramer reported he is trying a new odor control product from New Waste Concepts that seems to be working. He will have a report for the next meeting.
Best Buy Grant
Director Kramer shared with the board members that Best Buy, Inc. put on a Consumer Electronics Recycling Grant Program last spring. Director Kramer applied and the Commission was awarded $500. Director Kramer would like to use the $500 on the printing of new pamphlets.
OTHER BUSINESS
Chairman Larson complimented Ms. Troupe on her Profit & Loss Budget vs. Actual through June 30, 2007 Write-up.
Wood Chips from Item 6.1: Director Kramer reported that representatives from Sylva Corporation toured the hangar facility to explore the possibility of drying wood chips for use as bio-fuel.
PUBLIC COMMENT
Mr. Doug Carnival of McGrann, Shea, Carnival asked for verification that it was decided not to pursue adoption or change of designation ordinances by September 15th. Chairman Larson responded that the Designation Process indicated under Agenda Item 6.4 will be deferred and that Director Kramer will prepare a paragraph on what the Commission’s objective is.
CLOSED SESSION
Commissioner Gustafson moved to go to close session at 11:37 a.m., second by Commissioner Nelson, all in favor, motion carried (5-0).
Janelle Troupe was asked to check on getting a Comp Worth Study completed by Fox and Lawson. Also find out costs associated with sending in the job descriptions for re-evaluation first for all employees and secondly, for non-union employees.
Called back in session 12:15 p.m.
COMMISSION COUNSEL
There was a brief discussion regarding Commission Counsels handling of the Supreme Court ruling.
SEPTEMBER MEETING DATE
The September Board Meeting is scheduled for September 10, 2007 at 9:00 a.m. at the Commission offices.
ADJOURNMENT
Commissioner Nelson moved to adjourn at 12:30 p.m., second by Commissioner Nielsen, all in favor, motion carried (5-0).
Respectfully submitted,
Laurie Johnson
Recording Secretary
East Central Solid Waste Commission
Commission’s Office – Mora, MN
MINUTES
July 9, 2007
The regular meeting of the East Central Solid Waste Commission was held on July 9, 2007 at the Commission Office, Mora, MN. Chairman George Larson called the meeting to order at 9:02 a.m.
Members present at the meeting included: Isanti County Commissioner George Larson, Chisago County Commissioner Bob Gustafson, Kanabec County Commissioner Les Nielsen, and Pine County Commissioner Roger Nelson and Mille Lacs County Alternate Commissioner David Tellinghuisen.
Advisory members present included Executive Director Gene Kramer and Fiscal Officer Janelle Troupe.
Others also present at the meeting included: Fred Doran, R.W. Beck; Mike Oster, Knife Lake Sanitation; Ryan O’bara, SKB; Michele McPherson, Mille Lacs County Zoning; Dave Halverson, Arthur Township; and Doug Carnival, McGrann Shea Carnival.
All present said the Pledge of Allegiance.
Director Kramer requested:
Delete Item 6.4 Transfer Station Contract
Addition to: Item 6.1 SMMPA Project
Item 7.1 Discuss update for the Audit Standards
Item 7.2 Executive Directors Report
Add Resolution 7-01
Update to Arbitration
Item 7.4 Flow Control – MN Stat 115A.02
Commissioner Gustafson moved to approve the Agenda with the additions and deletion, second by Commissioner Tellinghuisen, all in favor, motion carried (4-0).
Commissioner Gustafson moved to approve the Meeting Minutes for June 11, 2007, second by Commissioner Nielsen, all in favor, motion carried (4-0).
Dave Halverson, Arthur Township resident, requested information on the recent landfill fire.
Director Kramer responded that it was a surface fire presumably started by a scavenger’s cigarette. The fire department was called and the fire extinguished within an hour.
CLAIMS
Ms. Troupe reported a decrease in the Claims list due to an item removal.
Commissioner Tellinghuisen moved to approve the corrected Claims List, Paid Claims List, and the Additional Claims List, second by Commissioner Gustafson, all in favor of paying the Claims List ($187,779.27), Paid Claims List ($37,702.53), and the Additional Claims List ($2,869.35), all in favor, motion carried (4-0).
Commissioner Nelson arrived.
LANDFILL GAS TO ELECTRICITY PROJECT – SMMPA
Director Kramer explained that because the SMMPA project seems to be moving slowly maybe the Commission should be looking at alternative projects. Director Kramer reported one issue of discussion with SMMPA is carbon credits and renewal able energy credits. Director Kramer has asked SMMPA for monthly updates.
BURN BARREL REDUCTION PROGRAM
Director Kramer reported that Lisa Thibideau is working with County Solid Waste Administrators to identify which schools in the five counties would be interested in the CLIMB Program. Also Director Kramer and Ms. Thibideau will be interviewed on KBEK Radio the morning of July 27, 2007 regarding CLIMB.
GET THE WASTE
Director Kramer reported that the trees and stumps removal in the C&D disposal facility is complete and that he will be meeting later in the week with Bjorklund/Johnson to organize the excavation project. Also the target date for the opening of the C&D Disposal facility is September 30, 2007.
CHICAGO CLIMATE EXCHANGE (CCX) MEMBERSHIP
Director Kramer reported that Christina M. Magerkurth, P.E., First Environment did her inspection on June 28, 2007 and explained the documentation required of the carbon credits. Director Kramer also explained that ECSWC will not get credit for all the methane of the past because the CCX requires calibration of the meter every three months and because ECSWC calibrated the meter once a year, ECSWC will get credit for three months before and three months after calibration.
LANDFILL EXPANSION
Fred Doran of R.W. Beck updated the Commission on the landfill expansion. Mr. Doran also stated that he is preparing the permit modification for the C&D cell for submittal to the Minnesota Pollution Control Agency (MPCA).
MAY 31, 2007 FINANCIAL STATEMENT
Director Kramer reported for the month ended May 31, 2007, the ECSWC realized a net income on an accrual basis of $80,448.55. On a cash flow basis there is an increase in cash of $9,450.88. Un-obligated cash at the end of the month was $876,589.l4. Year to date accrual income is $137,842.78 and cash has decreased $336,860.13.
Reserve accounts for landfill expansion; capital improvements, landfill equipment repairs, hauler rebate, and operating contingency total $1,348,659.46.
Funds are invested as follows:
Kanabec Bank – CD for $500,000.00, interest rate 5.45% maturing July 2, 2009.
Pine City St. Bank – CD for $263,819.65, interest rate 4.33% maturing September 23, 2007.
Bremer Bank – CD for $260,294.52, interest rate 5.15% maturing January 22, 2008.
The money market checking account at Kanabec Bank earns 4.79%. The Financial Assurance Fund at U.S. Bank earns 4.88%.
Commissioner Nelson moved to approve the May 31, 2007 Financial Statement, second by Commissioner Gustafson, all in favor, motion carried (5-0).
Ms. Janelle Troupe shared a comment from the Office of the State Auditor regarding Statement on Auditing Standards (SAS) No. 112. Ms. Troupe explained that the Standard covers the comments from the State Auditors office that were once verbal comments will now be written comments.
EXECUTIVE DIRECTOR/OPERATIONS REPORT
Administration
Director Kramer reported that there is a meeting at the Minnesota Pollution Control Agency regarding how the new state law on recycling of video display devices will work. Director Kramer also explained how the Electronic Recycling Program at the Commissions three locations is working.
Facility Operations
Director Kramer reported that the final cover removal on phases 1 and 2 of the landfill is nearly completed thanks mainly to the landfill equipment operators accomplishing the work in-house with some support from the utility specialist. Director Kramer added that the plan is to have it filled by freeze-up and covered back up.
Arbitration
Director Kramer reported that the arbitration date is scheduled for August 21, 2007.
Resolution 07-01
Director Kramer requested adoption of Resolution 07-01: Resolution Recognizing the Service to the Commission of Mr. Harland P. Nelson
WHEREAS, the East Central Solid Waste Commission wishes to recognize the significant value of the dedicated service provided by its long-time employees, and
WHEREAS, fifteen continuous years of faithful service constitutes a milestone in the history of the East Central Solid Waste Commission.
NOW THEREFORE be it resolved that the Board of the East Central Solid Waste Commission hereby extends its appreciation to Mr. Harland P. Nelson for his more than fifteen (15) years of faithful and continuous service to the Commission, and
THEREFORE that the Commission does extend to Mr. Nelson very best wishes for a long and happy retirement.
Adopted this 9th day of July 2007, by the East Central Solid Waste Commission.
Commissioner Tellinghuisen moved to adopt Resolution 07-01, second by Commission Nielsen, all in favor, Resolution adopted (5-0).
SALE OF EQUIPMENT
Director Kramer reported no recent activity.
Director Kramer added that OTI would like to make another presentation to the board.
FLOW CONTROL
Director Kramer shared MN Stat. 115A.02 (Legislative Declaration of Policy; Purposes) with board members which states the waste management goals of the state. There was further discussion on how ECSWC fits in the hierarchy. Several ideas were discussed that could better the Commissions position.
OTHER BUSINESS
Commissioner Nielsen questioned the procedure if the landfill had a large fire.
Director Kramer responded that there are several measures that would deter a large fire: 1) the density of the waste in the landfill helps prevent fire; 2) Recirculating leachate keeps waste wetter; 3) Personnel are careful in measuring oxygen in the landfill gas which is related to how much air is available to support a fire; and 4) as part of the leachate pond installation there is a pipe, that once it is plumbed, will be available to the fire department.
PUBLIC COMMENT
Mr. Doug Carnival of McGrann, Shea, Carnival gave his comments regarding the Commissions position on flow control.
AUGUST MEETING DATE
The August Board Meeting is scheduled for August 13, 2007 at 9:00 a.m. at the Commission offices.
ADJOURNMENT
Chairman Larson adjourned the meeting at 11:16 a.m.
Respectfully submitted,
Laurie Johnson
Recording Secretary
East Central Solid Waste Commission
Commission’s Office – Mora, MN
MINUTES
June 11, 2007
The regular meeting of the East Central Solid Waste Commission was held on June 11, 2007 at the Commission Office, Mora, MN. Chairman George Larson called the meeting to order at 9:03 a.m.
Members present at the meeting included: Isanti County Commissioner George Larson, Chisago County Commissioner Bob Gustafson, Kanabec County Commissioner Les Nielsen, and Pine County Commissioner Roger Nelson.
Advisory members present included Executive Director Gene Kramer and Fiscal Officer Janelle Troupe.
Others also present at the meeting included: Fred Doran, R.W. Beck; Mike Oster, Knife Lake Sanitation; Mark Stoltman, Randy’s Sanitation; Mark Schiltsen, Somerset, WI; Tim Anderson, Isanti County; and Doug Carnival, McGrann Shea Carnival.
All present said the Pledge of Allegiance.
APPROVAL OF AGENDA
Director Kramer requested two additions:
Item 6.2 Burn Barrel – Request board approval of the revised contract and the Chairman and Executive Director to sign revised contract.
Item 7.2 Executive Directors Report – Add Toonies
Commissioner Gustafson moved to approve the Agenda with the two additions, second by Commissioner Nelson, all in favor, motion carried (4-0).
Commissioner Nielsen moved to approve the Meeting Minutes for May 14, 2007, second by Commissioner Gustafson, all in favor, motion carried (4-0).
There was no Public Comment.
CLAIMS
Ms. Troupe reported a decrease of one payment. The fourth item on the Claims listing – Payment to AmeriPride Linen – St. Cloud was decreased $18.29, $100.29 to $82.00.
Commissioner Gustafson moved to approve the Claims List, Paid Claims List, and the Additional Claims List, second by Commissioner Nielsen, all in favor of paying the Claims List ($138,352.31), Paid Claims List ($31,168.02), and the Additional Claims List ($30,186.19), all in favor, motion carried (4-0).
Ms. Troupe requested that the payment for the Master Card be added to the list of payments the Executive Director is authorized to sign to prevent late payment fees.
Commissioner Nielsen moved to add the Master Card payment to the list of payments the Executive Director is authorized to sign to prevent late fees and that an itemized list of such items is added to the Claims List as a separate item, second by Commissioner Nelson, all in favor, motion carried (4-0).
LANDFILL GAS TO ELECTRICITY PROJECT – SMMPA
Director Kramer explained the on-going discussions regarding the draft Landfill Gas Purchase Agreement with SMMPA. Director Kramer continued that language regarding renewable energy credits (Green credits) is SMMPA’s concern and ECSWC is concerned with the language regarding the carbon credits.
BURN BARREL REDUCTION PROGRAM
Director Kramer reminded the board members of last month’s approval of in-kind participation in the CLIMB Program. Since then the grant award has been increased by $9,000 with no additional cash outlay by the Commission. Director Kramer requested board approval for the Chairman and Executive Director to sign the new contract with the $9,000 increase.
Commissioner Gustafson moved to put the item on the table, second by Commissioner Nielsen, after further discussion, all in favor of approving the Chairman and Executive Director to sign the new contract to participate in the CLIMB program; motion carried (4-0).
GET THE WASTE
Director Kramer reported on the status of the tree and stump removal part of the Construction and Demolition disposal facility project.
TRANSFER STATION BID
Director Kramer reported that the new 3-year contract (with two one-year extensions) awarded to Stockman Transfer at last months board meeting has not been finalized yet. Stockman is responsible for damage to the south retaining wall at the Hinckley Transfer station and Director Kramer is recommending that finalization of the award be held until the retaining wall is repaired.
CHICAGO CLIMATE EXCHANGE (CCX) MEMBERSHIP
Director Kramer reported that Christina M. Magerkurth, P.E., First Environment will be the verifier in preparing the required documentation of carbon credits to CCX. Ms. Magerhurth plans to be on-site June 22nd or June 28th to complete the verification process.
LANDFILL EXPANSION
Fred Doran of R.W. Beck updated the Commission on the landfill expansion. Mr. Doran also explained an issue regarding wetlands that needs to be addressed.
APRIL 30, 2007 FINANCIAL STATEMENT
Director Kramer reported for the month ended April 30, 2007, the ECSWC realized a net income on an accrual basis of $59,662.98. On a cash flow basis there is an increase in cash of $49,578.33. Un-obligated cash at the end of the month was $973,283.99.
Reserve accounts for landfill expansion; capital improvements, landfill equipment repairs, bond payments, hauler rebate, and operating contingency total $1,150,518.11.
Funds are invested as follows:
Bremer Bank – CD for $542,904.41, interest rate 5.35% maturing June 23, 2007.
Pine City St. Bank – CD for $263,819.65, interest rate 4.33% maturing September 23, 2007.
Bremer Bank – CD for $260,294.52, interest rate 5.15% maturing January 22, 2008.
The money market checking account at Kanabec Bank earns 4.79%. The Financial Assurance Fund at U.S. Bank earns 4.93%.
Commissioner Nielsen moved to approve the April 30, 2007 Financial Statement, second by Commissioner Nelson, all in favor, motion carried (4-0).
EXECUTIVE DIRECTOR/OPERATIONS REPORT
Landfill Development
Landfill Compactor: Because the availability of the used compactor continues to change, Director Kramer reported that Sweeney Brothers will re-evaluate the proposal made to the Commission regarding the used 772RB Landfill Compactor in August and recommended that the Commission may want to reconsider their options at that time also.
Facility Operations
Battery Recycling: Director Kramer reported that the details of this program need to be worked out because of the need to keep the batteries from getting wet.
Toonies: Director Kramer stated that the Commission has again been asked to participate in the Toonies Program at the State Fair. After some discussion it is the consensus of the board to not invest in the Toonies Program this year but to work with/donate to member counties locally such as through schools and county fairs, etc.
SALE OF EQUIPMENT
Director Kramer reported that Mr. Ken Arens brought two interested parties to inspect the equipment that is for sale. One party is from Minnesota and one from Iowa. The Minnesota party plans to visit again.
At 10:00 a.m. Chairman Larson called for a break. The meeting resumed at 10:30 a.m.
FLOW CONTROL
Commission Counsel David Oberstar appeared before the board to discuss the recent U.S. Supreme Court decision affecting flow control. Mr. Oberstar started out giving a rundown of the case before the Supreme Court and the decision of the court.
Mr. Oberstar’s opinion is that the existing ordinance of some member counties should not be enforced at this time. Also Mr. Oberstar recommends working with state and other counties officials to figure out what might happen in the legislature next year. Mr. Oberstar sees this as a big issue and what state and county officials recommend to the legislature will influence what comes out of the legislature.
Mr. Oberstar indicated he would like to talk to the Attorney General and the MPCA regarding the recent court decision.
Director Kramer contributed he would like to send a letter to all licensed haulers not on contract with the Commission stating that the Commission is moving forward with the designation process and invite the non contract haulers to sign a contract with the Commission.
Commissioner Gustafson moved to authorize Director Kramer to send a letter to all licensed haulers in the 5 member counties and the Solid Waste Administrators of the five counties, second by Commissioner Nielsen, all in favor, motion carried (4-0).
PUBLIC COMMENT
Mr. Doug Carnival of McGrann, Shea, Carnival gave his comments regarding the Commissions position on flow control.
JULY MEETING DATE
The July Board Meeting is scheduled for July 9, 2007 at 9:00 a.m. at the Commission offices.
ADJOURNMENT
Commissioner Nielsen moved to adjourn at 11:17 a.m., second by Commissioner Gustafson, all in favor, motion carried (4-0).
Respectfully submitted,
Laurie Johnson
Recording Secretary
East Central Solid Waste Commission
Commission’s Office – Mora, MN
MINUTES
May 14, 2007
The regular meeting of the East Central Solid Waste Commission was held on May 14, 2007 at the Commission Office, Mora, MN. Chairman George Larson called the meeting to order at 9:07 a.m.
Members present at the meeting included: Isanti County Commissioner George Larson, Chisago County Commissioner Bob Gustafson, Kanabec County Commissioner Les Nielsen, Mille Lacs County Alternate Commissioner Dave Tellinghuisen, and Pine County Commissioner Roger Nelson (Commissioner Nelson arrived at 9:15 a.m.).
Advisory members present included Executive Director Gene Kramer and Fiscal Officer Janelle Troupe.
Others also present at the meeting included: Fred Doran, R.W. Beck; Susan Jarosch, R.W. Beck; Michele McPherson, Mille Lacs County Zoning; Gary Noren, Chisago County; Mike Oster, Knife Lake Sanitation; James & Roxanne Gerads, Jim’s Mille Lacs Disposal; Mark Stoltman, Randy’s Sanitation; Julie Ketchum, Waste Management; and Doug Carnival, McGrann Shea Carnival.
PLEDGE OF ALLEGIANCE
All present said the Pledge of Allegiance.
Director Kramer requested two additions to his Executive Directors Report: 1) Recycling contract with SW Recycling; and 2) Update to the arbitration issue. To the last item, 7.3 Contract Agreement with Mr. Ken Arens, Director Kramer indicated that the Board needs to establish a minimum bid for the equipment in the compost facility before opening a bid received for the equipment.
Commissioner Gustafson moved to approve the Agenda with the two additions and the addition to Item 7.3, second by Commissioner Nielsen, all in favor, motion carried (4-0).
Commissioner Gustafson moved to approve the Meeting Minutes for April 9, 2007, second by Commissioner Nielsen, all in favor, motion carried (4-0).
There was no Public Comment.
CLAIMS
Commissioner Nielsen moved to approve the Claims List, Paid Claims List, Hauler Rebate for 1st Quarter 2007 and the Additional Claims List, second by Commissioner Gustafson, all in favor of paying the Claims List ($127,099.15), Paid Claims List ($69,060.77), 1st Quarter Hauler Rebate for 2007 ($135,947.79) and the Additional Claims List ($9,799.94), all in favor, motion carried (4-0).
Commissioner Nelson arrived.
LANDFILL GAS TO ELECTRICITY PROJECT – SMMPA
Director Kramer reported that the Commissions Counsel has revised the draft Landfill Gas Purchase Agreement received from SMMPA. Director Kramer explained that one significant issue in the agreement is Green Credits. Director Kramer continued that there are two federal Green Credit Programs: 1) Section 29 – A tax credit against capital outlay for renewable energy and 2) Section 45 – Credit payment per kilowatt of energy generated.
Director Kramer also explained the negotiations regarding Carbon Credits.
URN BARREL REDUCTION PROGRAM
Director Kramer reported on the several phone calls he has received regarding the Burn Barrel Reduction Program. Most were requesting information regarding participating haulers.
Also Director Kramer asked Mr. Gary Noren of Chisago County to share his experience with the CLIMB Program. Mr. Noren said he had an opportunity to see CLIMB’s Burn Barrel Play, which was presented to 2nd and 4th graders. Mr. Noren reported that the play was well received by the students.
Director Kramer requested approval for the Commission to participate in the CLIMB Program, not with matching additional dollars but with in-kind efforts.
Commissioner Gustafson moved to approve Commission participation in-kind, second by Commissioner Nielsen, all in favor, motion carried (5-0).
GET THE WASTE
Construction & Demolition (C&D) Landfill: Director Kramer reported that Mr. Fred Doran of R.W. Beck prepared a preliminary cost estimate for construction and permitting of a C&D Disposal site in the phase 10 footprint. Mr. Doran discussed his cost estimate with the Board members and explained the timetable for the construction and permitting.
Commissioner Nelson moved to approve development of a Construction and Demolition landfill which includes tree clearing, second by Commissioner Nielsen, all in favor, motion carried (5-0).
Modification of Designation Ordinances: Director Kramer shared a memo from Commission Counsel David Oberstar regarding the recent US Supreme Court decision, which dramatically changes the control of solid waste. After the discussion, which included talk on the status of the original Designation Ordinances, Director Kramer recommended that the direction from the board should be that he should ask Commission Counsel to get some language to him immediately that would help in determining if the existing ordinances stand or if the recently adopted ordinances by Isanti, Kanabec and Pine Counties need to be modified and to determine the status of Chisago and Mille Lacs Counties.
This item was tabled till the end of the meeting for retrieval of the original ordinances.
Hauler Contract with Hartl Enterprises DBA Ron’s Roll off: Commissioner Gustafson moved to approve Chairman and Executive Director to sign hauler contracts with Hartl Enterprises DBA Ron’s Roll off for 2007 and 2008, second by Commissioner Nielsen, all in favor, motion carried (5-0).
TRANSFER STATION BID
Director Kramer reported Stockman’s final bid is $18,000/month for operating the Transfer Stations and $7.50/ton transport price. Director Kramer recommended the board accept the bid.
Commissioner Gustafson moved to put the recommendation on the table, Commissioner Nielsen second for discussion.
After the discussion Commissioner Nelson moved to accept the 5 year bid as 3 years locked in with two (2) one (1) year options, second by Commissioner Gustafson, all in favor, motion carried (5-0).
CHICAGO CLIMATE EXCHANGE (CCX) MEMBERSHIP
Director Kramer reported that Christina M. Magerkurth, P.E., First Environment will be the verifier in preparing the required documentation of carbon credits to CCX.
LANDFILL EXPANSION
Fred Doran of R.W. Beck provided his current estimate and sequencing plan for Phase 6 construction. The numbers came in slightly less than the March estimate.
MARCH 31, 2007 FINANCIAL STATEMENT
Director Kramer reported for the month ended March 31, 2007, the ECSWC realized a net loss on an accrual basis of $1,850.61. On a cash flow basis there is an increase in cash of $37,203.31. Un-obligated cash at the end of the month was $923,705.66.
Reserve accounts for landfill expansion; capital improvements, landfill equipment repairs, hauler rebate, operating contingency, and bond payments total $1,150,518.11.
Funds are invested as follows:
Bremer Bank – CD for $542,904.41, interest rate 5.35% maturing June 23, 2007.
Pine City St. Bank – CD for $263,819.65, interest rate 4.33% maturing September 23, 2007.
Bremer Bank – CD for $260,294.52, interest rate 5.15% maturing January 22, 2008.
The money market checking account at Kanabec Bank earns 5.05%. The Financial Assurance Fund at U.S. Bank earns 4.93%.
Commissioner Gustafson moved to approve the March 31, 2007 Financial Statement, second by Commissioner Nielsen, all in favor, motion carried (5-0).
EXECUTIVE DIRECTOR/OPERATIONS REPORT
Administration
State Auditor: Director Kramer requested approval for the Chairman and Executive Director to sign the audit agreement with the State Auditor.
Commissioner Tellinghuisen moved to approve the Chairman and the Executive Director sign the audit agreement with the State Auditor, second by Commissioner Gustafson, all in favor, motion carried (5-0).
Retirement: Director Kramer reported that Mr. Harland Nelson, weighmaster, has submitted his letter of resignation. Mr. Nelson plans to retire effective August 1, 2007.
Credit Card: Director Kramer requested approval for a credit card for Commission purchase of fuel for on-road operations. The credit card will allow for a 6% per gallon rebate for all fuel purchased.
Commissioner Nielson moved to approve application for a credit card for Commission purchases, second by Commissioner Nelson, all in favor, motion carried (5-0).
Personnel Policy: Director Kramer requested approval for a change/addition to the personnel policy regarding the death of an employee. The policy states that in the event of an employee’s death, any pay due the employee will be paid to their heirs/estate. This includes wages, overtime, vacation pay, sick pay only if applicable, and severance pay.
Commissioner Gustafson moved for discussion to approve the policy, second by Commissioner Nielsen, Commissioner Nelson voted nay, motion carried (4-1).
Landfill Development
Landfill Compactor: Director Kramer reported that the availability of the used machine has been pushed out several months. Director Kramer suggested possibly replacing the 671RB with a new compactor in early 2008.
Facility Operations
Battery Recycling: Director Kramer requested approval of an agreement with G&G Battery Recycling for a battery recycling program at all Commission locations which would pay the Commission $.04/pound at time of pickup.
Commissioner Tellinghuisen moved to approve agreement with G&G Battery Recycling, second by Commissioner Nelson, all in favor, motion carried (5-0).
Agenda Additions
SW Recycling Agreement: Director Kramer requested approval for the Chairman and Executive Director to sign a recycling agreement with SW Recycling.
Commissioner Nielsen moved to approve signing agreement with SW Recycling, second by Commissioner Gustafson, all in favor, motion carried (5-0).
Arbitration: Director Kramer explained the grievance issue set for arbitration. The original arbitration date was set for May 10, 2007. The union has asked for a continuance.
SALE OF EQUIPMENT
Director Kramer related to the board members that the equipment in the Processing and Composting buildings has been advertised for sale and that one interested party inspected the equipment. Also Director Kramer reminded the Board that Mr. Ken Arens has asked to broker the equipment for the Commission.
Before a contract can be signed with Mr. Arens, the Commissioners must set a minimum value of the equipment to be sold.
One bid was received for the equipment from Rydberg & Sons, Inc. from Pine City, Minnesota for $5,100.00. Commissioner Gustafson moved to reject the bid, second by Commissioner Tellinghuisen, all in favor, motion carried (5-0).
Commissioner Gustafson moved to accept contract agreement with Mr. Ken Arens, second by Commissioner Nelson, all in favor, motion carried (5-0).
The following was added to the third paragraph of the Contract Agreement with Mr. Arens: “provided the set market value is met or exceeded”.
Commissioner Nelson moved to set a minimum value of the equipment to be sold at $350,000, second by Commissioner Gustafson, all in favor, motion carried (5-0).
Tabled Item – Designation Ordinances
Ms. Janelle Troupe read that the original Designation Ordinance states that the waste is to go to the Material Recovery building or to the sanitary landfill or one of two transfer stations.
Chairman Larson would like Commission Counsel to come with a firm recommendation by the June Commission Meeting.
PUBLIC COMMENT
No Public Comment.
JUNE MEETING DATE
The June Board Meeting is scheduled for June 11, 2007 at 9:00 a.m. at the Commission offices.
ADJOURNMENT
Commissioner Gustafson moved to adjourn at 11:30 a.m., second by Commissioner Tellinghuisen, all in favor, motion carried (5-0).
Respectfully submitted,
Laurie Johnson
Recording Secretary
East Central Solid Waste Commission
Commission’s Office – Mora, MN
MINUTES
April 9, 2007
The regular meeting of the East Central Solid Waste Commission was held on April 9, 2007 at the Commission Office, Mora, MN. Chairman George Larson called the meeting to order at 9:05 a.m.
Members present at the meeting included: Isanti County Commissioner George Larson, Chisago County Commissioner Bob Gustafson, Kanabec County Commissioner Les Nielsen, Mille Lacs County Commissioner Phil Peterson, and Pine County Commissioner Roger Nelson.
Advisory members present included Executive Director Gene Kramer and Fiscal Officer Janelle Troupe.
Others also present at the meeting included: Fred Doran, R.W. Beck; Michele McPherson, Mille Lacs County Zoning; and Ken Arens.
All present said the Pledge of Allegiance.
Director Kramer requested two additions to his Executive Directors Report: 1) Sale of Equipment in Compost/Processing Buildings; and 2) Update on BMSI.
Commissioner Nelson moved to approve the Agenda with the two additions, second by Commissioner Gustafson, all in favor, motion carried (5-0).
Commissioner Peterson moved to approve the Meeting Minutes for March 12, 2007, second by Commissioner Gustafson, all in favor, motion carried (5-0).
There was no Public Comment.
CLAIMS
Commissioner Nelson moved to approve the Claims List, Paid Claims List and the Additional Claims List, second by Commissioner Nielsen, all in favor of paying the Claims List ($227,664.41), Paid Claims List ($46,739.53), and the Additional Claims List ($28,347.62), motion carried (5-0).
LANDFILL GAS TO ELECTRICITY PROJECT – SMMPA
Director Kramer reported that SMMPA has agreed to pay the City of Mora a wheeling fee to cover some of the upgrades required by Mora to receive power generated at the landfill.
Also Director Kramer reported that he met with Senator Lourey and Representative Faust regarding the project and both are very supportive and wish to be kept informed of the projects progress.
BURN BARREL REDUCTION PROGRAM
Director Kramer reported that Lisa Thibideau has sent a letter to all haulers regarding the Burn Barrel Reduction Program and that two haulers have agreed to participate.
The program will run through the end of August.
GET THE WASTE
Construction & Demolition (C&D) Landfill: Commissioner Nielsen moved to authorize Director Kramer to do a cost analysis for a C&D Landfill, second by Commissioner Gustafson, all in favor, motion carried (5-0).
Waste Marketing Initiative: Chairman Larson requested Commissioner Nielsen take the proposal of accepting MSW from outside the 5 county area to the Kanabec County Board.
TRANSFER STATION BID
There was a discussion of the various options for transferring MSW between transfer stations. Chairman Larson requested Director Kramer talk to Stockman Transfer about some of these options and have the information for the May 14, 2007 meeting.
CHICAGO CLIMATE EXCHANGE (CCX) MEMBERSHIP
Director Kramer reported that the Chicago Climate Exchange has approved the Commission’s application for membership. As a member the annual membership fee is $5,000 plus there is a fee associated with credit sales and trades. Also, a fee for a verifier is required prior to any trades.
Commissioner Nielsen moved to expend $13,000 for the membership fee and the verifier, and to sell the initial credits at a reasonable price to recoup the $13,000 in a timely manner, second by Commissioner Gustafson, all in favor, motion carried (5-0).
Commissioner Nielsen amended his motion to $15,000, all in favor, amended motion carried (5-0).
LANDFILL EXPANSION
Fred Doran of R.W. Beck shared his most recent cost numbers on Phase 6 development. Mr. Doran reported that he would have actual costs by the May meeting.
FEBRUARY 28, 2007 FINANCIAL STATEMENT
Director Kramer reported for the month ended February 28, 2007, the ECSWC realized a net loss on an accrual basis of $17,568.34. On a cash flow basis there is a decrease in cash of $242,053.28. Additional items paid were the Bomag repairs, Bjorklund/Johnson retainage, and hauler rebate. Unobligated cash at the end of the month was $919,773.21.
Reserve accounts for landfill expansion; capital improvements, landfill equipment repairs, hauler rebate, operating contingency, and bond payments total $1,225,124.75.
Funds are invested as follows:
Bremer Bank – CD for $542,904.41, interest rate 5.35% maturing June 23, 2007.
Pine City St. Bank – CD for $263,819.65, interest rate 4.33% maturing September 23, 2007.
Bremer Bank – CD for $260,294.52, interest rate 5.15% maturing January 22, 2008.
The money market checking account at Kanabec Bank earns 5.14%. The Financial Assurance Fund at U.S. Bank earns 4.85%.
Commissioner Gustafson moved to approve the February 28, 2007 Financial Statement, second by Commissioner Nelson, all in favor, motion carried (5-0).
EXECUTIVE DIRECTOR/OPERATIONS REPORT
Landfill Development
Landfill Compactor: Director Kramer reported that Sweeney Brothers offer a 100% warranty on the powertrain of the used Bomag for six (6) months and a 50/50 warranty for three (3) months after that. Also the used machine will not be available until the third week of May 2007.
Commissioner Gustafson moved by buy the used Bomag with the offered warranty, second by Commissioner Nelson, all in favor, motion carried (5-0).
SALE OF EQUIPMENT
Ken Arens, an equipment broker, appeared before the board to request an agreement with the board for him to go ahead and sell the unused equipment in the processing buildings. Mr. Arens would like to try to sell the Buehler Mill first.
Fiscal Officer Troupe explained the procedures the Board must follow to sell the equipment.
Commissioner Nielsen moved to run the required ads in the local papers for three (3) weeks, second by Commissioner Gustafson, all in favor, motion carried (5-0).
Director Kramer has been asked to prepare an agreement with Mr. Arens to be available at the May Board Meeting.
Due to a prior motion to sell the unused equipment, after the three-week advertisement, it is the consensus of the board for Mr. Arens to proceed on selling the mill.
BMSI
Director Kramer reported that Mr. Andy Lee and Mr. Phil Lord have interested parties with funding money and an understanding of Mr. Lee’s process. These people are interested in doing the demonstration in their own facility but are interested in a full-scale commercial operation using the Commission Facilities. Director Kramer was asked if the Commission would be interested in a lease arrangement where the Commission is the landlord that provides the waste for them to work with. This lease agreement would include royalty arrangements on energy produced. This party may also be interested in buying the building.
SALE OF EQUIPMENT (continued)
In further discussion regarding the sale of equipment, it is the consensus of the board for Director Kramer and Fiscal Officer Troupe to work with Mr. Arens to determine the market value of the equipment and for Director Kramer to prepare a contract with Mr. Arens that includes a commission of 8-10%.
LANDFILL OPERATIONS REVIEW
Fred Doran of R.W. Beck presented a technical report that he gave at the Solid Waste Association of North America (SWANA) Conference last fall that describes the leachate recirculation and the landfill gas systems installed at the landfill.
2007-2009 FINANCIAL FORECAST
There was a brief discussion on the latest Financial Forecast. Chairman Larson stated that a more accurate forecast would be determined when the final analysis of the landfill construction was available.
MAY MEETING DATE
The May Board Meeting is scheduled for May 14, 2007 at 9:00 a.m. at the Commission offices.
ADJOURNMENT
Commissioner Gustafson moved to adjourn at 12:21 p.m., second by Commissioner Peterson, all in favor, motion carried (5-0).
Respectfully submitted,
Laurie Johnson
Recording Secretary
East Central Solid Waste Commission
Commission’s Office – Mora, MN
MINUTES
March 12, 2007
The regular meeting of the East Central Solid Waste Commission was held on March 12, 2007 at the Commission Office, Mora, MN. Chairman George Larson called the meeting to order at 9:07 a.m.
Members present at the meeting included: Isanti County Commissioner George Larson, Chisago County Commissioner Bob Gustafson, Alternate for Kanabec County Commissioner Kim Smith, Mille Lacs County Commissioner Phil Peterson, and Pine County Commissioner Roger Nelson.
Advisory members present included Executive Director Gene Kramer and Fiscal Officer Janelle Troupe.
Others also present at the meeting included: Fred Doran, R.W. Beck; Dick Roesler, Arthur Township; and Michele McPherson, Mille Lacs County Zoning.
All present said the Pledge of Allegiance.
Commissioner Gustafson moved to approve the Agenda, second by Commissioner Peterson, all in favor, motion carried (5-0).
Commissioner Gustafson moved to approve the Meeting Minutes for February 12, 2007, second by Commissioner Nelson, all in favor, motion carried (5-0).
There was no Public Comment.
CLAIMS
Commissioner Gustafson moved to approve the Claims List, Paid Claims List and the Additional Claims List, second by Commissioner Peterson, all in favor of paying the Claims List ($321,881.53), Paid Claims List ($48,786.87), and the Additional Claims List ($1,317.93), motion carried (5-0).
LANDFILL GAS TO ELECTRICITY PROJECT – SMMPA
Director Kramer explained that the Southern Minnesota Municipal Power Agency (SMMPA) is rethinking this project. Director Kramer recommended that the Commission host a meeting to discuss ways to move the project forward that include local and state government representatives. Another recommendation was for the Commission to tap the energy for it’s own use to provide heat and electricity for the Commissions facilities.
It’s the consensus of the board to authorize Director Kramer to contact Senator Tony Lourey regarding this situation.
BURN BARREL REDUCTION PROGRAM
Director Kramer shared 2004 SCORE data regarding on-site disposal per capita and an estimate of tons of waste burned or buried in each county of the state.
Director Kramer also reported East Central Sanitations (ECS) participation in the Burn Barrel Reduction Program. ECS is offering their customers 6 months service at half price if the customer gives up their burn barrel and signs up for a 2-year service contract.
Director Kramer continued that a letter would be sent to all haulers in the area regarding the Burn Barrel Reduction Program.
GET THE WASTE
There was discussion on locating a C&D Disposal site on top of the closed landfill. This would require a permit modification for the MPCA to permit a C&D disposal site.
Chairman Larson would like to see a cost estimate of this project. Also Chairman Larson would like an investigation into locating a C&D Disposal site in the far west corner of the landfill.
CHICAGO CLIMATE EXCHANGE (CCX) MEMBERSHIP
Director Kramer reported that the Chicago Climate Exchange has not completed the review of the Commissions application but the review should be complete within 30 days.
LANDFILL EXPANSION
Fred Doran of R.W. Beck shared his analysis on Phase 6 development, which included a time frame for construction and cost analysis. Mr. Doran reported that he would have actual costs by the May meeting.
JANUARY 31, 2007 FINANCIAL STATEMENT
Director Kramer reported for the month ended January 31, 2007, the ECSWC realized a net income on an accrual basis of $17,150.20. On a cash flow basis there is a decrease in cash of $191,039.37. Additional items paid were the annual insurance premium and Bjorklund/Johnson contract obligations. Unobligated cash at the end of the month was $883,742.
Reserve accounts for landfill expansion; capital improvements, landfill equipment repairs, hauler rebate, aggregate mining, and bond payments total $1,487,265.05.
Funds are invested as follows:
Bremer Bank – CD for $542,904.41, interest rate 5.35% maturing June 23, 2007.
Pine City St. Bank – CD for $263,819.65, interest rate 4.33% maturing September 23, 2007.
Bremer Bank – CD for $260,294.52, interest rate 5.15% maturing January 22, 2008.
The money market checking account at Kanabec Bank earns 5.14%. The Financial Assurance Fund at U.S. Bank earns 4.85%.
Commissioner Gustafson moved to approve the January 31, 2007 Financial Statement, second by Commissioner Nelson, all in favor, motion carried (5-0).
EXECUTIVE DIRECTOR/OPERATIONS REPORT
Administration
Union Grievance #3427: Director Kramer reported that arbitration is scheduled for May 10, 2007 if the Union agrees to that date.
Landfill Development
Landfill Compactor: Director Kramer shared information on a Bomag BC772RB Landfill Compactor that is available through Sweeney Brothers. Due to the significant downtime and repair costs associated with the 2001 671RB Bomag Director Kramer requested that the Commission consider purchasing the newer Bomag. Because of other matters to discuss, the decision on the Bomag purchase was tabled till the end of the meeting.
Facility Operations
Hinckley Transfer Station: Director Kramer reported that the Minnesota Pollution Control Agency Permitting Engineer has agreed that the re-permitting of the Hinckley Transfer Station can be delayed until January 2008.
ORGANIC TECHNOLOGIES, INC. (0TI)
Director Kramer was asked by OTI to sign a Confidentiality Agreement, which the Commission Okayed.
Mr. Greg Austin and Mr. Troy Miranowski of OTI attended the meeting to discuss their version of the lease agreement for Commission facilities.
Commissioner Gustafson moved, subject to approval by Commission Counsel, to amend rent schedule in Lease Agreement for OTI to pay 50% of the insurance costs of the Commission the first year, 100% of insurance cost to the Commission per year in years 2 (two) through 10 (ten); and, if the Commission is able to provide heat and energy to the facility through the landfill gas system, that OTI would pay market rates to the Commission for heat and electricity provided by the Commission, second by Commissioner Peterson, all in favor, motion carried (5-0).
The amended Lease Agreement is to be sent to the board members before March 25, 2007 for approval.
TRANSFER STATION BID
Director Kramer gave the Board members a report on his meeting with Stockman Transfer owner regarding their bid for operating the transfer stations.
Commissioner Peterson moved to accept Stockman’s bid for Transfer Station operation, second by Commissioner Nelson.
Because more information is requested, such as how much would it cost the Commission to operate the Hinckley Transfer station, Commissioner Gustafson moved to table this motion for more information, second by Chairman Larson, motion carried 3-2.
2007-2009 FINANCIAL FORECAST
In response to Chairman Larson’s request for an overview of potential future revenue sources, Director Kramer explained an analysis he did which showed how much MSW is available in the area and where/what transfer stations are available to area haulers. Director Kramer continued that there is not enough waste to compete for unless the commission expands the area it will accept waste from. Director Kramer reminded the board members that a prior resolution requires agreement from all five counties to accept waste from outside the area.
As a first step, Chairman Larson suggested getting permission from Kanabec County to expand out of the five-county area.
LANDFILL COMPACTOR
Commissioner Nelson moved to trade-in the older Bomag for the 2002 772RB Bomag, get an extended warranty for one year and indicate an interest in trading for a new machine the second year; second by Commissioner Gustafson, all in favor, motion carried (5-0).
APRIL MEETING DATE
The April Board Meeting is scheduled for April 9, 2007 at 9:00 a.m. at the Commission offices.
ADJOURNMENT
Commissioner Gustafson moved to adjourn at 1:06 p.m., second by Commissioner Nelson, all in favor, motion carried (5-0).
Respectfully submitted,
Laurie Johnson
Recording Secretary
East Central Solid Waste Commission
Commission’s Office – Mora, MN
MINUTES
February 12, 2007
The regular meeting of the East Central Solid Waste Commission was held on February 12, 2007 at the Commission Office, Mora, MN. Executive Director Gene Kramer called the meeting to order at 9:05 a.m.
Members present at the meeting included: Isanti County Commissioner George Larson, Chisago County Commissioner Bob Gustafson, Kanabec County Commissioner Les Nielsen, Mille Lacs County Commissioner Phil Peterson, and Pine County Commissioner Roger Nelson.
Advisory members present included Executive Director Gene Kramer and Fiscal Officer Janelle Troupe.
Others also present at the meeting included: Fred Doran, R.W. Beck; Dick Roesler, Arthur Township; Michele McPherson, Mille Lacs County Zoning; Susan Jarosch, R.W. Beck; Todd Machin, SMMPA; Dave Geschwind, SMMPA; Gary Noren, Chisago County Environmental; Lisa Thibodeau, Chisago County; Mesa Kincaid, Kincaid; Greg Austin, OTI, Inc.; Troy Miranowski, OTI, Inc.
All present said the Pledge of Allegiance.
APPROVAL OF AGEND
Director Kramer requested two additions:
1. Keith Visser – Purchase of Fill
2. Discussion on Hauler Rebate
Commissioner Gustafson moved to approve the Agenda with the additions, second by Commissioner Nielsen, all in favor, motion carried (5-0).
MEETING MINUTES FOR January 8, 2006 and January 29 BOARD MEETING
Commissioner Gustafson moved to approve the Meeting Minutes for January 8, 2007 and January 29, 2007, second by Commissioner Nelson, all in favor, motion carried (5-0).
There was no Public Comment.
CLAIMS
Commissioner Gustafson moved to approve the Claims Listing, Paid Claims List, Hauler Rebate and the Additional Claims List, second by Commissioner Nielsen, all in favor of paying the Claims Listing ($226,514.42), Paid Claims List ($55,165.83), Hauler Rebate ($142,536.76) and the Additional Claims List ($2,106.14), motion carried (5-0).
LANDFILL GAS PROJECT – SMMPA
Southern Minnesota Municipal Power Agency (SMMPA) representatives Todd Machin and Dave Geschwind gave a presentation explaining SMMPA’s background and the potential landfill gas to electricity project. They explained that they were headquartered in Rochester Minnesota. SMMPA is currently in 18 cities with generation in 15 out of the 18. Currently SMMPA does not have any landfill gas generation so they are looking forward to an economic resource that is renewable.
Mr. Geschwind explained that once they get SMMPA Board approval – they will want to start negotiations with ECSWC. The cost of the project to SMMPA is approximately $2 million. Mr. Machin estimated that it would take about 6 weeks to get a permit from the MPCA. SMMPA would be able to start making power around December or January. Mr. Machin stated that SMMPA needs the gas and it will be ECSWC’s responsibility to deliver the gas.
Director Kramer explained that he will have Attorney Oberstar’s office draft an agreement and that there is still discussion with SMMPA about acceptable gas. The profits from the gas will go back into maintaining the system. The benefit to the Commission will be that we are doing something with the gas.
BURN BARREL PROJECT
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