East Central Solid Waste Commission
Commission’s Office – Mora, MN
MINUTES
July 12, 2010
The regular meeting of the East Central Solid Waste Commission was held on July 12, 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: Arthur Township residents Dick Roesler and Dave Halverson, Fred Doran of R.W. Beck, Lisa Thibodeau from Chisago County, Steve Hass from Hass Construction and Mike Oster from Knife Lake Sanitation.
All present said the Pledge of Allegiance.
Commissioner Larson asked for any additions to the agenda. Director Troupe added SALT discussion 8.4.
Commissioner Green moved to approve the Agenda, second by Commissioner Peterson, all in favor, motion carried (5-0).
Commissioner Nielsen moved to approve the Meeting Minutes for June 14, 2010, second by Commissioner Montbriand, all in favor, motion carried (5-0).
CLAIMS
Commissioner Peterson moved to approve the Claims List, Paid Claims List and the Additional Claims List; second by Commissioner Montbriand, all in favor of paying the Claims List ($91,041.26) Paid Claims List ($218,656.04), the Additional Claims List ($140,783.92), the Hauler Rebates ($161,896.98), and the Household Hazardous Waste 2009 Regional Program Claims List (27,386.00), motion carried (5-0).
NEIGHBOR COMMUNICATION
Director Troupe reported that there were four odor complaints this past month. Most of these complaints have been reported on the weekends.
The intermediate cover was taken off exposing old garbage for placement of new garbage. The aerators have not been fully installed by SALT causing some additional odors.
The flare has been working properly so there have been no issues with odors caused by landfill gas.
PHASE 6A LANDFILL EXPANSION
Director Troupe reported that Mathiowetz supplied ECSWC with a Progress Schedule. They also have finished up the northern sedimentation basin and pumped over the water from the existing sed basin. They started on the cell subgrade cuts and are moving about 10-12k cy of soil a day since June 30th.
PUBLIC COMMENT
Arthur Township resident Dave Halverson asked how the garbage was covered daily. Director Troupe said that it was covered by Con-Cover on the weekends. Director Troupe also reported that it is difficult to cover the slope with dirt because of how steep it is.
JUNE 2010 FINANCIAL STATEMENT
Director Troupe reported for the month ended May 31, 2010 ECSWC realized a net income on an accrual basis of $58,923.77. On a cash flow basis for May there is decrease in cash of $161,325.00.Year to date shows accrual net income of $352,607.24 and cash decrease of $19,857.58. Un-obligated cash less upcoming cash outlays at the end of the month was $802,224.97.
Reserve accounts for landfill expansion, capital improvements, landfill equipment repairs; hauler rebate, host facility fund and operating contingency total $1,785,571.20.
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Funds are invested as follows:
The money market checking account at Kanabec Bank earns 1.01%. Kanabec Savings earns 1.2%.
Tonnage is up this year-to-date from last year by 2,186.25 tons or 6%.
Commissioner Greene moved to approve the May 2010 Financial Statement, second by Commissioner Peterson, all in favor, motion carried (5-0).
CUSTOMER REQUEST FOR SCALE FEE REDUCTION
Director Troupe reported that she has had some requests from non-licensed commercial haulers to remove the scale fee. After further discussion the board agreed not to remove the scale fee or reduce the fees for non-licensed commercial haulers.
Commissioner Nielsen moved not to approve reducing fees for non-licensed commercial haulers, second by Commissioner Montbriand, opposed by Commissioner Peterson. Motion carried (4-1).
EXECUTIVE DIRECTOR REPORT
WLSSD:
Director Troupe reported that the proposal for WLSSD was sent for accepting 25,000 tons. ECSWC’s proposal was not accepted and will not be doing any further evaluation due to the 25,000 cap. Western Lakes Superior Sanitary District will be giving ECSWC a bid tab.
Letter of Interest from Veolia:
Director Troupe reported that all the information was sent to Veolia over two weeks ago. Director Troupe contacted them to see if they needed any further information. Veolia did say that they had not started reviewing the information but did comment that they would like to set up a time to look at ECSWC’s facility sometime in the near future.
Air Permits:
Director Troupe reported that both SMMPA and
ECSWC have received Air Permits.
ADDED AGENDA ITEMS
SALT
Director Troupe reported that SALT has not completed their work. She requested that ECSWC impose penalties until the work is completed.
Commissioner Montbriand moved that SALT has until the end of the week to complete the work or a fee of $300.00 a day will be imposed, second by Commissioner Greene, all in favor, motion carried (5-0).
PUBLIC COMMENT
Arthur Township resident Dave Halverson asked where WLSSD and Veolia were from. Director Troupe responded that WLSSD is from Duluth. Fred Doran and others gave the background on Veolia. Mr. Halverson’s concern was accepting waste from outside the five county areas.
AUGUST MEETING DATE
The August board Meeting is scheduled for August 9, 2010 at 9:00 a.m. at the Commission offices.
ADJOURNMENT
Commissioner Greene moved to adjourn, second by Commissioner Nielsen, all in favor, motion carried (5-0). Chairman Larson adjourned the meeting at 10:18 a.m.
Respectfully submitted,
Barbara Wilder
Recording Secretary
East Central Solid Waste Commission
Commission’s Office – Mora, MN
MINUTES
June 14, 2010
The regular meeting of the East Central Solid Waste Commission was held on June 14, 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: Arthur Township residents Gary Saenger and Dick Roesler, Fred Doran of R.W. Beck, Travis Lakeberg from Isanti County and Lisa Thibodeau from Chisago County.
All present said the Pledge of Allegiance.
Commissioner Larson asked for any additions to the agenda. Commissioner Greene asked to add the letter of interest from Veolia and Director Troupe asked to add the SMMPA first amendment.
Commissioner Green 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 May 10, 2010, second by Commissioner Nielsen, all in favor, motion carried (5-0).
CLAIMS
Commissioner Peterson moved to approve the Claims List, Paid Claims List and the Additional Claims List; second by Commissioner Greene, all in favor of paying the Claims List ($134,437.06) Paid Claims List ($99,331.23), and the Additional Claims List ($33,694.84), motion carried (5-0).
NEIGHBOR COMMUNICATION
Director Troupe reported that there was one odor complaint this past month and it was reported in the morning.
The past week work has been done to find a break in a pipe. One break was found and repaired but staff continues to look for an additional slit in the pipe. Odors have not been noticed during regular hours but Director Troupe did note that having an area dug up could cause some odors especially in the morning or evening.
The work on the gas wells also has a potential for odors. ECSWC will work to minimize the odors by getting the excavated garbage back on the face of the landfill and covered.
PHASE 6A LANDFILL EXPANSION
Director Troupe reported that the EAW is complete, the air permit has been received and requested that he contract with Mathiowetz be signed by Chairman Larson. The contract has been revised removing ALT 3 resulting in the price of $1,167,611.16.
Commissioner Greene moved to approve Chairman Larson to sign the contract from Mathiowetz, second by Commissioner Montbriand, all in favor, motion carried (5-0).
PUBLIC COMMENT
Arthur Township resident Gary Saenger commented that there was some odor approximately 2 weeks ago on the weekend. He did say that the wind was directly from the north and the flare was running.
Arthur Township resident Dick Roesler asked the commission if there was a possibility of the Arthur Township recycling center either moving into or purchasing a building from ECSWC.
Chairman Larson stated that Arthur Township would need to provide ECSWC with a formal request
APRIL 2010 FINANCIAL STATEMENT
Director Troupe reported for the month ended April 30, 2010 ECSWC realized a net income on an accrual basis of $153,427.92. On a cash flow basis for April there is an increase in cash of $121,274.98.Year to date shows accrual net income of $293,683 and cash increase of $141,467. Un-obligated cash less upcoming cash outlays at the end of the month was $727,956.27.
Reserve accounts for landfill expansion, capital improvements, landfill equipment repairs; hauler rebate, host facility fund and operating contingency total $1,912,775.20.
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Funds are invested as follows:
The money market checking account at Kanabec Bank earns 1.01%. Kanabec Savings earns 1.2%.
Tonnage is up this year-to-date from last year by 970.59 tons or 3%. Memorial Day being May 31 would be a reason for low May 2010 tonnage.
Commissioner Nielsen moved to approve the April 2010 Financial Statement, second by Commissioner Montbriand, all in favor, motion carried (5-0).
WLSSD RFP
Director Troupe reported that Western Lake Superior Sanitary District has asked ECSWC to submit a proposal to provide them with solid waste disposal services. A modified counter proposal to limit the tons they would be bringing in to 25 thousand, to omit the liability, that they will be charged the current hauler rate and that ECSWC will not be open on Memorial day, July 4th or Labor day will be sent to WLSSD.
Commissioner Peterson moved to submit the counter proposal to WLSSD, second by Commissioner Greene. All in favor; Chairman Larson, Commissioner Greene, Commissioner Peterson, opposed; Commissioner Nielsen and Commissioner Montbriand. Motion carried (3-2).
EXECUTIVE DIRECTOR REPORT
SALT
Director Troupe reported that Allan Ramsey from SALT informed ECSWC that they are planning to install aerators sometime this week along with completing any other required work. Final payment to them will be made once all the work is completed and R.W. Beck has their review.
Stormwater Pollution P revention Plan
Director Troupe reported that ECSWC submitted the application permit on time and that a stormwater pollution prevention plan for the landfill was completed. It was found that the transfer stations had no exposure so there was no need to complete the plan for them.
TEP
Director Troupe reported that the DNR wrote a letter to the MPCA asking the TEP committee to review ECSWC’s wetland plans. The outcome of the TEP Meeting concluded with the decision standing as it was. The decision was then sent to the MPCA.
Kanabec County – Financial Assurance
Director Troupe reported that ECSWC’s Financial Assurance is on Kanabec County’s Board Agenda for June 16. Resolution No. 1-2010 has been passed on to Kanabec county for any recommended changes. This is the proposed resolution that the commission would pass to assure Kanabec County that their funds will be returned if used.
Commissioner Montbriand moved to pass the resolution, second by Commissioner Greene, all in favor, motion carried (5-0).
ADDED AGENDA ITEMS
Veolia
Director Troupe reported that Veolia Waste as submitted a letter of interest in discussing purchasing all three facilities of ECSWC. They have asked for information regarding financial, equipment, land, etc. Director Troupe asked the board if this is something she should pursue.
Commissioner Peterson moved to send Veolia the information, second by Commissioner Greene. All in favor; Commissioner Peterson, Commissioner Greene, Chairman Larson; Opposed; Commissioner Montbriand and Commissioner Nielsen. Motion carried (3-2).
SMMPA
Director Troupe asked the board to approve her to sign the contract with SMMPA.
Commissioner Greene moved to approve Director Troupe to sign the contract with SMMPA, second by Commissioner Montbriand, all in favor, motion carried (5-0).
PUBLIC COMMENT
Arthur Township resident Dick Roseler inquired about information on the Elk River Landfill.
Isanti County resident Travis Lakeberg, who is a small business owner of the company Stop Clutter, asked if there was any way ECSWC could wave the scale fee of $15.00 on all future loads. He hauls MSW for local residents and had hauled over 50 tons to the Cambridge Transfer station in 2009.
Chairman Larson said this will be discussed at the July 12th board meeting.
JULY MEETING DATE
The July board Meeting is scheduled for July 12, 2010 at 9:00 a.m. at the Commission offices.
ADJOURNMENT
Commissioner Greene moved to adjourn, second by Commissioner Nielsen, all in favor, motion carried (5-0). Chairman Larson adjourned the meeting at 11:00 a.m.
Respectfully submitted,
Barbara Wilder
Recording Secretary
Commission’s Office – Mora, MN
MINUTES
May 10, 2010
The regular meeting of the East Central Solid Waste Commission was held on May 10, 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: Susan Alderink who is the Zoning Administrator for Arthur Township, Gary Saenger and Dick Roesler of Arthur Township, and Fred Doran of R.W. Beck.
All present said the Pledge of Allegiance.
Commissioner Larson asked for any additions to the agenda. Commissioner Montbriand added Hauler Rebate, Director Troupe added First Quarter Hauler Rebate Payment.
Commissioner Greene moved to approve the Agenda, second by Commissioner Peterson, all in favor, motion carried (5-0).
Commissioner Peterson moved to approve the Meeting Minutes for April 12, 2010, second by Commissioner Nielsen, all in favor, motion carried (5-0).
CLAIMS
Commissioner Nielsen moved to approve the Claims List, Paid Claims List and the Additional Claims List; second by Commissioner Montbriand, all in favor of paying the Claims List ($92,713.55) Paid Claims List ($107,555.34), and the Additional Claims List ($122,902.26), motion carried (5-0).
Director Troupe added first quarter of 2010 hauler rebates in the amount of $216,292.44.
Commissioner Montbriand moved to approve the First quarter hauler rebate ($216,292.44), second by Commissioner Greene, all in favor, motion carried (5-0).
Commissioner Montbriand asked if the rebate could be issued every other month instead of every three months. It was agreed upon that the checks would be issued every other month unless a hauler was not current, then the hauler would receive their check in four months.
Commissioner Montbriand moved to approve the hauler rebate checks every other month, second by Commissioner Peterson, all in favor, motion carried (5-0).
NEIGHBOR COMMUNICATION
Director Troupe reported that there have been no odor complaints in the past month. There were a few comments received by the MPCA after the public meeting for the permits. All those comments need to be answered prior to the EAW being approved and the landfill and air permits being issued. Director Troupe has not received anything from the MPCA at this time. The comments were still being reviewed for answers.
PHASE 6A LANDFILL EXPANSION
Director Troupe reported that at the March meeting the Phase 6A Contract was awarded to Mathiowetz Construction. At the April meeting, approval for signing the Contract for base bid + Alt 3 was given. Since the permits have not been issued yet – the contract has not been approved. The cost for the cell itself is $1,104,194.16.
Additive Alternative 2 for $63,417 was for the GCCS Header Expansion. This work has to be completed but instead of the contractor ordering the materials, Director Troupe looked at ordering the pipe and welding the seams on the pipe to save costs on both labor and sales tax. The digging of the trenches and placement of the pipe will still need to be completed by Mathiowetz. Director Troupe checked on material costs and because the savings were very minimal it was suggested that Mathiowetz complete the work for the bid price of $63,417. Director Troupe will still try to recoup the sales tax from the Minnesota Department of Revenue.
Alt 3 – Gas Wells
Director Troupe reported that there were 2 in the original bid and one more asked for at the April meeting up to $12,000. Director Troupe has asked for another one to be replaced because it was found that the gas wells are no longer working. In total, the additional cost would be $21,619.34 for the 2 additional as wells to replace GW-11 & GW-9, and to extend the drilling depth of the originally proposed GW-17 & GW-18.
Director Troupe requested approval for Alt 2, $63.417 and for Alt 3, $32,319.34.
Commissioner Nielsen moved to approve $63,417 for Alt 2 and $32,319.34 for Alt 3, second by Commissioner Peterson, all in favor, motion carried (5-0).
PUBLIC COMMENT
Arthur Township resident Dick Roesler asked if there were any properties for sale and asked if Director Troupe could contact him.
MARCH 2010 FINANCIAL STATEMENT
Director Troupe reported for the month ended March 31, 2010 ECSWC realized a net loss on an accrual basis of $6,843.63. On a cash flow basis for March there is an increase in cash of $97,108.16. Un-obligated cash less upcoming cash outlays at the end of the month was $696,610.15.
Reserve accounts for landfill expansion, capital improvements, landfill equipment repairs; hauler rebate, host facility fund and operating contingency total $1,822,846.34.
The money is all invested the Kanabec Bank. The checking account is earning 1.01% and 1.5% in savings.
Tonnage is up this year-to-date from last year by 1,224.30 tons or 6%.
Commissioner Montbriand moved to approve the March 2010 Financial Statement, second by Commissioner Greene, all in favor, motion carried (5-0).
EXECUTIVE DIRECTOR REPORT
Salt
Salt has completed the closure project and all the work they can on the pond prior to receiving the permit.
2011 Budget
Director Troupe is working on the 2011 Budget. To be consistent with the CPI for hauler rates, there would be a deduction of .47 or –9%. Director Troupe would like the haulers to be notified of the decrease. Director Troupe would also like to use 77,000 tons of MSW delivered for estimating income and expenses.
A staff meeting will be held in June to discuss equipment repairs and needs.
PUBLIC COMMENT
None at this time.
JUNE MEETING DATE
The June board Meeting is scheduled for June 14, 2010 at 9:00 a.m. at the Commission offices.
ADJOURNMENT
Commissioner Greene moved to adjourn, second by Commissioner Nielsen, all in favor, motion carried (5-0). Chairman Larson adjourned the meeting at 9:39 a.m.
Respectfully submitted,
Barbara Wilder
Recording Secretary
East Central Solid Waste Commission
Commission’s Office – Mora, MN
MINUTES
March 8, 2010
The regular meeting of the East Central Solid Waste Commission was held on March 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, Cami VanAbel of R.W. Beck, Lucas Stock of Landwehr Construction, Mike Oster of Knife Lake Sanitation, Gary Saenger of Arthur Township, Steve Hass of Hass Construction, Dick Roesler of Arthur Township, Ann Curnow from HDR.
All present said the Pledge of Allegiance.
Commissioner Larson asked for any additions to the agenda. Director Troupe added item 8.3 Financial Assurance.
Commissioner Peterson moved to approve the Agenda, second by Commissioner Montbriand, all in favor, motion carried (5-0).
Commissioner Greene moved to approve the Meeting Minutes for February 8, 2010, second by Commissioner Nielsen, all in favor, motion carried (5-0).
CLAIMS
Commissioner Larson had a couple of questions regarding the Claims List. He inquired into HDR Engineering and Director Troupe informed him that is our air permitting and about Metropolitan Council which is our Leachate strength testing charge which is done twice a year. The last question Commissioner Larson had was about the damage to the white pickup. Director Troupe informed him that an employee of ECSWC had backed into a parked car, which in turn caused the damage. Commissioner Montbriand moved to approve the Claims List, second by Commissioner Peterson, all in favor of paying the Claims List ($136,652.32), motion carried (5-0).
Commissioner Nielsen moved to approve the Paid Claims List and the Additional Claims List; second by Commissioner Greene, all in favor of paying the Paid Claims List ($78,345.51), and the Additional Claims List ($37,162.22), motion carried (5-0).
NEIGHBOR COMMUNICATION
Director Troupe reported that an informational meeting was held at Arthur Township on February 24th. Those presenting were Todd Machin from SMMPA and Director Troupe. The meeting was held during the Arthur Township board meeting and those present included the Arthur Township board members along with several neighbors of the landfill. At that meeting Director Troupe and Mr. Machin fielded questions from the neighbors.
Director Troupe noted that the PCA was originally planning on attending ECSWC’s neighbor meeting today but they decided to hold a formal public meeting, which they will schedule sometime during April. The PCA will send letters to ECSWC, the neighbors and to Arthur Township notifying them of the meeting.
Director Troupe introduced Ann Curnow from HDR who will be attending the neighbor meeting. Ann has done all of ECSWC’s air permitting and is very knowledgeable in that area and will be very helpful in answering questions during that meeting.
Director Troupe reported that today is the anticipated day that the PCA is sending the public notice to Kanabec Publications. Then, it would be in the paper on March 18th and the public notice would end on April 19th and we could start construction April 20th.
CARBON CREDITS
Director Troupe reported that ECSWC is in the final stages of the verification of carbon credits of the last half of 2009. Director Troupe has not received any confirmation if they are going to be able to meet the March 15th deadline. Director Troupe has submitted all of the required information for verification.
Director Troupe requested permission to hire HDR to do a second AERA if needed. Commissioner Nielsen moved to approve Director Troupe to hire HDR if needed, second by Commissioner Montbriand, all in favor, motion carried (5-0).
PHASE 6A LANDFILL EXPANSION
Director Troupe reported that ECSWC received 13 bids for the Phase 6a Landfill Expansion on Thursday March 4th. The winning bidder is Mathiowetz Construction Company. The lump sum base bid that they provided was $1,104,194.16. Alternative Bid item #1 is for a said basin in the amount of $56,494.30. Alternative Bid item #2 is for the expansion of the gas collection system in the amount of $63,417.00. Alternative Bid item #3 is for adding two gas wells in the amount of $10,700.00.
Director Troupe is requesting approval for notice of award for the contract with Mathiowetz Construction in the amount of the lump sum and Alternative bid item #3. Alternative bid item #2 will be discussed in the future.
Comissioner Nielsen moved to approve the base bid and Alternative bid item #3 from Mathiowetz Construction Company, second by Commissioner Peterson, all in favor, motion carried (5-0).
DESIGNATION
Director Troupe reported that last year of January 2009 it was decided by the MPCA that the Designation Process would be put on hold until the EAW and all the permitting was complete for the landfill expansion, flare and SMMPA project.
Presentations have been provided to all 5 counties concerning designation. The MPCA is asking for the updated Designation Plan and the Budget detailing how the additional funds realized by designation will be spent. It is expected that there will be significant increases in recycling.
Director Troupe would like each county make a decision as to whether or not they will designate all of their MSW to ECSWC. This does not include demolition. If all 5 counties are not on board it will significantly change the budget for designation that was approved in early 2009 by this board. There will also be significant changes that will need to be made to the Designation Plan.
Commissioner Nielsen moved to withdraw the process of Designation, second by Commissioner Greene, all in favor, motion carried (5-0).
PUBLIC COMMENT
Lucas Stock of Landwehr Construction asked about acquiring some of the fill for a project, whether it is private or public. Director Troupe informed Lucas to contact her in the future if he has a need.
JANUARY 2010 FINANCIAL STATEMENT
Director Troupe reported for the month ended January 31, 2010 ECSWC realized a net income on an accrual basis of $193,269.89. On a cash flow basis for January there is an increase in cash of $211,831.17 Un-obligated cash less upcoming cash outlays at the end of the month was $782,680.34. ECSWC did not spend any additional funds on SALT in January.
Reserve accounts for landfill expansion, capital improvements, landfill equipment repairs; hauler rebate, host facility fund and operating contingency total $1,928,414.88.
The money is currently all in the Kanabec saving account earning 1.5%. The checking account is earning 1.01%.
Tonnage is down this year-to-date from last year by 178.58 tons.
Commissioner Greene moved to approve the January 2010 Financial Statement, second by Commissioner Nielsen, all in favor, motion carried (5-0).
EXECUTIVE DIRECTOR REPORT
Director Troupe asked for a motion to rehire Laurie Johnson, who retired in January of 2010, to work the first day of every month and no more than 20 hours per month to do the Transact Program balancing the scale reports on a permanent basis earning the same pay rate as she was making when she retired.
Commissioner Peterson moved to approve rehiring Laurie for one day a month at the same pay rate, second by Commissioner Montbriand, all in favor, motion carried (5-0).
Director Troupe asked for a motion to rehire part-time employee Mary Ringler for an on- call basis at the same pay rate as when she ended her employment with us last fall.
Commissioner Montbriand moved to approve rehiring Mary for an on-call basis at the same pay rate, second by Commissioner Greene, all in favor, motion carried (5-0).
Director Troupe asked for a motion to approve part-time temporary help at the pay rate of $10.00 per an hour for up to 6 months.
Commissioner Nielsen moved to approve hiring a part-time temporary help at the pay rate of $10.00 an hour, second by Commissioner Peterson, all in favor, motion carried (5-0).
FASIT and H.F. No. 3060
House Environment and Natural Resources Committee held an informational hearing on the draft FASIT on February 18th. Fred Doran testified at the hearing along with several other stakeholders. There were suggestions from the Committee that the siting rules only pertain to new landfills and not existing landfills. MPCA staff voiced their opposition to this idea but appeared to be removing some of the setback requirements.
Representative Tim Faust provided the following information: “I spoke with Rep. Hornstein, who is the chief author, about HF 3060. First, this bill does not have a senate file, so even if it were to move in the House, there is not companion and it would not move to a calendar for final debate on the floor. Second, and most important is that Rep. Hornstein is not pressing for a hearing on the bill.
FINANCIAL ASSURANCE
Director Troupe reported that during permitting in 2004, the contingency action fund was reduced by almost 1 million dollars. The MPCA wants that money put back into CA during this permit cycle as they reported that was promised by former Director Kramer.
Kanabec County has offered to possibly pass a resolution station that they would cover the contingency action costs. In return, this commission would need to pass a resolution stating if the surcharge money were used, it would be returned to Kanabec County.
This would give this Commission some time to get money into the CA fund. The resolution should also show a schedule over 5 or 10 years for deposit by the Commission into the fund.
Chairman Larson thanked Kanabec County and Director Troupe will continue to work on this.
PUBLIC COMMENT
Arthur Township resident Dick Roesler commented that Director Troupe did a very nice job with Arthur Township in presenting what is happening with SMMPA and the landfill.
No other public comment at this time.
APRIL MEETING DATE
The April board Meeting is scheduled for April 12, 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 11:00 a.m.
Respectfully submitted,
Barbara Wilder
Recording Secretary
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 1˝” 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 Machin of SMMPA and Toni Volkmeier from the MPCA. Mr. Machin 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