East Central Solid Waste Commission
Commission’s Office, Mora, MN
APPROVED MINUTES
November 11, 2024
The regular meeting of the East Central Solid Waste Commission was held on November 11, 2024, at East Central Solid Waste Commission Main Office, Mora, MN. Chairman Greene called the meeting to order at 9:00 am.
Members present at the meeting included: Chisago County Commissioner Richard Greene, Isanti County Commissioner Bill Berg, Kanabec County Commissioner Alison Holland, Mille Lacs County Commissioner Phil Peterson, and Pine County Commissioner Steve Hallan.
Advisory Member Present – Executive Director Janelle Troupe.
Others present at the meeting included: Cami Van Able, Foth, Gene Kramer, Arthur Township, John Kellas, ECSWC, Tracy Emerson, ECSWC.
PLEDGE OF ALLEGIANCE
All present said the Pledge of Allegiance
AGENDA APPROVAL
Additions to the Agenda: Rose Trucking additional funds, Kanabec County Host Agreement, and three claims that need to be paid before the next meeting. Jons Door $8,775.65, Mixture Web $199.00 and Superior Jetting $4,900.
Commissioner Hallan moved to approve the agenda with the additions second by Commissioner Berg, all in favor, motion carried (5-0).
MEETING MINUTES FOR BOARD MEETING October 14th, 2024
Commissioner Holland stated she was not at the October meeting to approve the claims. Director Troupe stated it would be fixed.
Commissioner Peterson moved to approve the Meeting Minutes October 14, 2024, with the correction, second by Commissioner Berg all in favor, motion carried (5-0).
CLAIMS
Commissioner Hallan moved to approve the Claims List, Paid Claims List, Additional Claims, with the additions to be shown on the paid claims at the next meeting second by Commissioner Holland, all in favor of paying the Claims List 57 items ($994,381.85), the Paid Claims List 5 items ($25,598.74), Additional Claims List 9 items ($61,578.05), Payroll 18 items ($209,589.45), Hauler Rebate Q3 2024 ($119,871.74), all in favor, motion carried (5-0).
OLD BUSINESS
2025 Budget Discussion
The 2025 Budget is based on 115,000 tons of MSW being delivered to ECSWC sites. The Accrual Budget shows an income of 9,160,200 and expenses of 8,733,968. Accrual Net Income is 426,232. The Cash Net Income shows 2,050,474 before additional reserves of 350,000 and 791,000 in Capital Items leaving us with additional cash of 909,474 over 2024.
PFAS management is expected to be an additional cost that will need to be dealt with in 2025.
Commissioner Berg moved to approve the 2025 Budget, second by Commissioner Hallan, all in favor, motion carried (5-0).
Accrued Sick Time
The current Personnel Policy reads, “Employees, upon termination, that have accumulated 100 days (800 hours) of sick time will be compensated at his/her regular rate of pay” Dated 3/8/2004. This policy provides no payment of accrued sick leave if the employee has 799 hours of accrued sick leave.
The request is to provide payment to employees with less than 800 hours of accrued sick leave upon termination of employment.
Suggestions: Must have at least 3 years of service and 100 hours of accumulated sick leave. 3 years of service equals 50% payment of sick leave, 6 years of service equals 75% payment of sick leave. 800 hours equals 100% payment of sick leave. We could have it all based on sick leave hours – (100-400 hours) = 50%; (401-799 hours) = 75%.
Payment could be in cash pay-out or into HCSP. We could do a combination of the two: $10,000 cash and the remainder in HCSP. Maybe those getting less than $1,000 will get it as cash but those with more should go into HCSP. The important thing is to have a clear policy if we are going to use an HCSP. There will also be reasons to opt out of HCSP, so for those employees, it will then need to be a cash payment.
Board decision to table until next meeting.
PUBLIC COMMENT
Gene Kramer of Arthur Township stated Maine, New Hampshire, Michigan and Wisconsin say you can hunt deer and turkey but advise not to eat due to PFAS.
SEPTEMBER 2024 FINANCIAL STATEMENT
For the month ended September 2024, the ECSWC realized a net income on an accrual basis of $305,403. On a cash flow basis for the month of September there is an increase in cash of $230,792. Un-obligated cash less upcoming cash outlays at the end of the month was $2,840,695.
Reserve accounts for landfill expansion, hauler rebate, operating contingency and host facility fund total $9,708,280.
Commissioner Hallan moved to approve the September 2024 Financial Statements second by Commissioner Holland, all in favor, motion carried (5-0).
Rain Sheet Proposal
Only a portion of the footprint of the landfill is planned to be used in the upcoming 2 years. If we leave it all open in one piece, all the water that enters will need to be treated as leachate. A rain sheet allows for separation of a portion and any water that enters that area will be treated as storm water. This same procedure was used with the last cell.
Estimated will be provided but we anticipate the cost to be over $100,000.
Assistant Director Kellas stated we will need in the future.
Commissioner Hallan moved for Rain Sheet without going back to the Board second by Commissioner Holland, all in favor, motion carried (5-0)
EXECUTIVE DIRECTOR REPORT
Sustainable Building Grant
We were awarded a grant in the amount of $180,000 for a building in Cambridge for reuse and deconstruction. The documents have not been sent from MPCA so we can’t start working on the project yet. Building ideas will be brought back to the Board prior to getting plans or quotes. Staff will meet with the grant committee on November 22.
Director Troupe stated she would like a board member at the discussion to discuss where the building is going.
Isanti – Chisago Landfill Commission
Isanti and Chisago Counties are going to appoint members to the ICLC. They will need to decide if they are going to turn the property that the transfer station is located on over to ECSWC. I need the ICLC work completed prior to MPCA permit approval. Previous permits the MPCA thought ECSWC was the landowner.
Board members have been assigned to the ICLC.
Amazon Credit Card
We purchase a lot of items from Amazon. If we had an Amazon American Express credit card, we would get 5% cash back. We would order one card and keep it in a locked cabinet. I am requesting the Board’s approval.
Commissioner Berg moved to getting the Amazon business credit card second by Commissioner Peterson, all in favor, motion carried (5-0).
PFAS Grant and Off-Road Equipment Diesel Grant
Plans are to apply for both grants. The off-road grant would be submitted to possibly get funds for the Capacity Yard Jockey for Cambridge Transfer. The water samples taken from the reverse osmosis drinking water installed at the two neighbors indicate no detection of PFAS. Those results were sent to the property owners and shared with MPCA.
Rose Trucking
We have used up the initial approval amount, can we get approval for additional fund for Rose Trucking to haul leachate for us.
Commissioner Holland moved to approve an additional $15,000 for Rose Trucking second by Commissioner Berg, all in favor, motion carried (5-0)
Kanabec County Host Fee
Amendment needs changes made to include the minus 12% Kanabec County garbage from tonnage.
Landfill Development
John Kellas will provide an update on Phase 7A landfill progress. John will present Change Orders for approval.
Assistant Director Kellas stated the soil testing at 26% which is within range, the liner company says No its still too wet, Belair is looking for new liner company. The vault issue has been fixed.
Commissioner Hallan asked how long it takes to do the liner, Assistant Director Kellas responded around 5-7 days.
Assistant Director Kellas is asking for approval for the following change orders:
- $62,000-$63,000 – dig into old landfill to clean out leachate
- $9,800 – system to talk to one side to another
- $17,000 – shaped the sump, it was not large enough, had to excavate to make larger
- $17,110 – soil correction
Total change orders $112,532.58
Not recommending the additional cost for clay testing and clay restoration of $101,000.
Commissioner Hallan moved to approve the change orders totaling $112,532.58 second by Commissioner Berg, all in favor, motion carried (5-0)
NEXT MEETING DATE
The Next Meeting is scheduled for Monday December 2, 2024, at 9:00 am at the ECSWC main office in Mora.
ADJOURNMENT
Chairman Greene asked for a motion to adjourn. Commissioner Holland moved to adjourn the meeting at 11:00 am second by Commissioner Peterson all in favor, motion carried (5-0).
Respectfully Submitted,
Tracy Emerson, Recording Secretary