East Central Solid Waste Commission
Commission’s Office – Mora, MN
UNAPPROVED MINUTES
November 11, 2019
The regular meeting of the East Central Solid Waste Commission was held on November 11 2019 at the Commission Office, Mora, MN. Chairman Greene 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, V.J. Polkus and Mike Leathers from Ziegler.
PLEDGE OF ALLEGIANCE
All present said the Pledge of Allegiance.
AGENDA APPROVAL
Director Troupe added 2018 Audit Report to the Agenda.
Commissioner McNally added to 8.4 Budget Host Fee.
Commissioner Oslund moved to approve the amended Agenda, second by Commissioner Hallan, all in favor, motion carried (5-0).
MEETING MINUTES FOR BOARD MEETING OCTOBER 14, 2019
Commissioner McNally commented that the Host Fee discussion did not include language that Commission Peterson objected to the $1 per ton increase.
Commissioner Peterson moved to approve the amended Meeting Minutes of October 14, 2019 second by Commissioner Oslund, all in favor, motion carried (5-0).
CLAIMS
Commissioner Hallan moved to approve the Claims List, Paid Claims List, the Hauler Rebate and the Additional Claims List, second by Commissioner McNally all in favor of paying the Claims List 56 lines $318,675.71, the Paid Claims List 9 lines $49,386.01, the Hauler Rebate List of $143,771.50 and the Additional Claims List of 7 lines $11,219.79 plus Payroll account 14 lines $110,623.26 and VISA account 16 lines $2,691.24, all in favor, motion carried (5-0).
PUBLIC COMMENT
None at this time.
SEPTEMBER 2019 FINANCIAL STATEMENT
Director Troupe reported for the month ended September 30, 2019 ECSWC realized a net income on an accrual basis of $370,672.43. On a cash flow basis for the month of September there is an increase in cash of $367,845.26. Un-obligated cash less upcoming cash outlays at the end of the month was $3,937,992.45.
Reserve accounts for landfill expansion, hauler rebate, operating contingency, and host facility fund total $3,347,109.38.
The funds are invested as follows:
The money market checking account at First Citizens National Bank earns 2.0%, the CDs earn 2.0%. New CDs are 2.25%. The Magic Fund rate for August was 1.84% and Unity Bank interest rates for October were 2.0%. Magic Fund and Unity rates are less now.
Tonnage has increased over budgeted amounts for the year.
Commissioner Hallan commented about demolition debris coming to the transfer station is actually going into the MSW landfill.
Commissioner Hallan moved to approve the September 2019 Financial Statement, second by Commissioner Oslund, all in favor, motion carried (5-0).
2020 BUDGET ITEMS
Director Troupe reported that Commissioner McNally wished to discuss recycling building. There is an enclosure that is on the roof of the building that we need a crane to get off. There are other roof repairs needed that with appropriate staff, we should be able to get done next year. Commissioner McNally commented that cupola on top of the building did move. Gerrald Nohner stated that the cupola had canvass on when it moved but it hasn’t moved since the canvass ripped.
Director Troupe asked if there was any interest in paying the increase of health insurance for family in the amount of $85.50. Commissioner McNally did not want to treat single coverage and family different. Commissioner Peterson Motioned for the Board to pay the full addition to the Health Insurance for family, and Commissioner Hallan seconded the Motion, all in favor, Commissioner McNally against, Motion passes (4-1).
VJ Polkus and Mike Leathers from Ziegler explained the repairs that were completed on the compactor. CAT went through the rear and front axle and did put on a guard. Cleaning bar was updated going from 3 to 5 bolt. We did have one engine mishap that did fail and that was repaired. We will pick up the CAT compactor that was brought up as a rental and will be picking that up soon.
Commissioner McNally asked about the existing warranty on our CAT and does the time stop when it is in the shop extending the warranty.
Commissioner Peterson asked about lost air space caused by using a machine that is 40,000 pounds lighter than the machine we purchased. Mr. Polkus stated he brings in a machine to keep the landfill up and running.
Director Troupe reported that there were two loaders that staff has asked to get rebuilt instead of replaced. These amounts were not in the budget since she was looking for guidance prior to budgeting for a 1996 John Deere and 2007 Cat loader getting rebuilt. The Board requested that she get prices on a rebuild and new. Mike Leathers from Ziegler commented that typically smaller machines like our loaders do not get rebuilt but he can look at the loader and provide us with a list of repairs that are needed.
Director Troupe presented the rest of the Budget. Commissioner Hallan commented that we should do a budget adjustment if we see changes in the hauling and shifting of costs. Commissioner Hallan stated that he would like to see a new loader or a rebuilt loader in the budget.
Commissioner Peterson asked for staff to get a quote on new equipment from various equipment vendors for the loaders not just from CAT and he doesn’t feel we should run away from DEF.
The Budget was tabled to the December 12, 2019 Meeting.
EXECUTIVE DIRECTOR REPORT
Safety
We have ordered auto-tarpers for our trailers. This was the most cost-effective solution to fall prevention. I did get a quote for self-retracting lifelines for harnesses from Northland Safety. The cost would be $75,000 for what we asked for and Northland Safety and is about 14 weeks out. Auto-tarpers are the most cost-effective solution.
Regional Solid Waste Meeting
Tuesday, we will be hosting a meeting concerning various environmental topics in our five counties. Our Environmental Services staff along with a few from MPCA will be in attendance.
2018 Audit
Director Troupe informed the Board of two comments that were going to be in the 2018 Audit Report: We didn’t hire an actuary to determine post-employment costs, and the Patnode Contract did not include language about subcontractors getting paid within ten days. The cost of an actuary is $2,000 and we don’t believe we have a post-employment liability and Patnode Trucking does not have any subcontractors.
PUBLIC COMMENT
None at this time.
DECEMBER MEETING DATE
The December Meeting is scheduled for Thursday December 12, 2019 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 11:02 a.m., second by Commissioner Hallan, all in favor, motion carried (5-0).
Respectfully submitted,
Janelle Troupe, Executive Director