East Central Solid Waste Commission
Commission’s Office – Mora, MN
APPROVED MINUTES
January 8, 2018
The regular meeting of the East Central Solid Waste Commission was held on January 8, 2018 at the Commission Office, Mora, MN. Director Troupe called the meeting to order at 9:00 a.m.
Members present at the meeting included: Chisago County Commissioner Richard Greene, Kanabec County Commissioner Dennis McNally, Pine County Commissioner Steve Hallan, Isanti County Commissioner Dave Oslund and Mille Lacs County Commissioner Phil Peterson.
Advisory member present – Executive Director Janelle Troupe.
Others also present at the meeting included: Bruce Rehwaldt of Foth Companies, Gene Kramer of Arthur Township, Gerrald Nohner of ECSWC and Barbara Wilder, Recording Secretary.
PLEDGE OF ALLEGIANCE
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 Greene to the Chairman position, second by Commissioner McNally, all in favor of Commissioner Greene to the Chairman position, nomination approved.
Chairman Greene called for nominations for Vice-Chairman.
Commissioner McNally nominated Commissioner Peterson for the Vice-Chairman position, second by Commissioner Hallan, all in favor of Commissioner Peterson for the Vice-Chairman, nomination approved.
Chairman Greene called for nominations for Treasurer.
Commissioner McNally nominated Commissioner Hallan to the Treasurer position, second by Commissioner Oslund, all in favor of Commissioner Hallan for the Treasurer, nomination approved.
Chairman Greene called for Confirmation of Official Newspaper – Kanabec Times. Commissioner McNally moved to approve The Kanabec Times as the Official Newspaper, second by Commissioner Hallan, all in favor, motion carried (5-0).
Chairman Greene called for Confirmation of Meeting Dates – 2nd Monday of Each Month. Commissioner Oslund moved to approve Meeting Dates – 2nd Monday of Each Month, second by Commissioner Peterson, all in favor, motion carried (5-0).
Chairman Greene called for Confirmation of Official Depository of funds – First Citizens National Bank. Commissioner Hallan moved to approve the Official Depository of funds – First Citizens National Bank, second by Commissioner McNally, all in favor, motion carried (5-0).
BOARD PACKET MAILING TO NON-BOARD MEMBERS
Director Troupe reported that the Board Packet is currently mailed to all Board members as well as some Non-Board members.
The Board suggests that if possible, the Board Packet is received by email for Non-Board members with the exception if an email is unavailable.
Commissioner Hallan moved to approve the mailing of the Board Packet to the Board members only and emailing all others with the exception if an email is unavailable, second by Commissioner Oslund, all in favor, motion carried (5-0).
AGENDA APPROVAL
Director Troupe added: Purchasing policy.
Commissioner Hallan moved to approve the amended Agenda, second by Commissioner McNally, all in favor, motion carried (5-0).
MEETING MINUTES FOR BOARD MEETING DECEMBER 11, 2017
Commissioner Peterson moved to approve the Meeting Minutes December 11, 2017 second by Commissioner Oslund, all in favor, motion carried (5-0).
Commissioner McNally requested that under the paragraph Arthur Township, that it should be added: with the exception of one set of wells, the wells will be paid for by the Engineering company.
CLAIMS
Commissioner McNally moved to approve the Claims List, Paid Claims List, and the Additional Claims List, second by Commissioner Oslund, all in favor of paying the Claims List ($1,042,758.22), Paid Claims List ($79,220.47), and the Additional Claims List ($4,486.84), all in favor, motion carried (5-0).
Commissioner McNally requested clarification on the Geo-Synthetics, LLC bill for repairs to the liner under the rain sheet in the landfill, who damaged the liner?
Director Troupe responded that it was an ECSWC employee who damaged it.
PUBLIC COMMENT
Mr. Gene Kramer asked if the Board Packet would be on the ECSWC website and also if the Commission had AED’s yet because the training needs to be kept up to date.
Director Troupe responded that the entire Board Packet would be emailed and the AED’s are in the budget but not purchased yet.
NOVEMBER 30, 2017 FINANCIAL STATEMENT
Director Troupe reported for the month ended November 30, 2017 ECSWC realized a net income on an accrual basis of $97,123.66. On a cash flow basis for November there is a decrease in cash of $272,946.80. Year–to-date shows an accrual net income of $347,645.39 and an increase in cash of $250,718.41. Un-obligated cash less upcoming cash outlays at the end of the month was $3,953,235.29.
Director Troupe reported that flare and the blowers are not in the 2018 budget because they were in the 2017 budget.
Reserve accounts for landfill expansion, hauler rebate, operating contingency, and host facility fund total $2,284,160.12.
The funds are invested as follows:
The money market checking account at First Citizens National Bank earns .35%, the CDs earn 1.53%. Tonnage has increased 681 tons over 2016.
Commissioner Oslund moved to approve the November 2017 Financial Statement, second by Commissioner Hallan, all in favor, motion carried (5-0).
RDO COMPACTOR GPS SYSTEM
Director Troupe reported that GPS system for the compactor was in the budget. A quote of $43,226 was received. This is for the Fleet Shield Services and the Carlson Command.
The Fleet Shield Services Remote is unlimited remote support via phone or internet. They are able to remotely access the landfill system for training operators, answering questions and troubleshooting
The Carlson Command is and online platform managing the site and allowing access the data from the machine.
In addition, the Rover is a hand held GPS device. The purchase price is $15,205.50.
Director Troupe requested approval to purchase the GPS system with the Fleet Shield Service and the Rover and delete the Carlson Command.
Commissioner Hallan moved to approve the purchase of the GPS system with the Fleet Shield and the Rover, second by Commissioner Peterson, all in favor, motion carried (5-0).
Commissioner McNally requested clarification if there is any warranty on these items.
Director Troupe responded that there was not a warranty provided except for the manufacture warranty and she will check to see what that is.
EXECUTIVE DIRECTOR REPORT
Mora Scale
Director Troupe reported that it has been too cold for the scale to get completed. The concrete company plans to be back this week to finish.
Equipment
Director Troupe reported that the new loader in Cambridge was down for a day. Cat came out and did repairs since it is still under warranty. The Hinckley loader will be the next one to be replaced – a refurbished one should be considered.
Security
Director Troupe reported that she spoke with Pine County IT Manager Ryan Findell. He said that Pine uses game cameras for security at sites where they do not have full internet available.
Revised Purchasing Policy
Director Troupe reported that the Revised Purchasing Policy has been updated according to State Statues.
Commissioner McNally moved to approve the Revised Purchasing Policy, second by Commissioner Oslund, all in favor, motion carried (5-0).
Solid Waste Delivery Agreement
Director Troupe reported that a copy of the Solid Waste Delivery Agreement was given to all the Commissioners to bring to their Boards and to see if there should be any changes. The new agreement will be implemented this year.
PUBLIC COMMENT
Mr. Gene Kramer asked if CenturyLink could provide internet service to the Commission.
Director Troupe responded that she would look into internet service from CenturyLink.
Mr. Bruce Rehwaldt reported that managing liquids for the gas wells is difficult to do when the weather is so cold.
FEBRUARY MEETING DATE
The February Meeting is scheduled for Monday, February 12, 2018 at 9:00 a.m. at the Commission offices.
ADJOURNMENT
Chairman Greene asked for a motion to adjourn. Commissioner Oslund moved to adjourn the meeting at 9:36 a.m., second by Commissioner Peterson, all in favor, motion carried (5-0).
Respectfully submitted,
Barbara Wilder, Recording Secretary