East Central Solid Waste Commission
Commission’s Office – Mora, MN
APPROVED MINUTES
September 11, 2017
The regular meeting of the East Central Solid Waste Commission was held on September 11, 2017 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, Lisa Thibodeau of Chisago County, Dick Roesler of Arthur Township and Barbara Wilder, Recording Secretary.
PLEDGE OF ALLEGIANCE
All present said the Pledge of Allegiance.
AGENDA APPROVAL
Director Troupe added: Concrete floor in Hinckley, revised Purchasing Policy, fence around pond and Cambridge Transfer station fire.
Commissioner Hallan moved to approve the amended Agenda, second by Commissioner Peterson, all in favor, motion carried (5-0).
MEETING MINUTES FOR BOARD MEETING AUGUST 14, 2017
Commissioner Peterson moved to approve the Meeting Minutes August 14, 2017, second by Commissioner Oslund, all in favor, motion carried (5-0).
CLAIMS
Director Troupe added: Belford Electric $10,119.70 and Rebe Construction $3,850.00.
Commissioner McNally requested clarification on Bjorklund Companies for the crushed concrete and rip rap and Hjort Excavating for the topsoil.
Director Troupe responded that the rip rap was used on the landfill for the top part of the closure project and the crushed concrete was used on the road.
Mr. Bruce Rehwaldt responded that the dirt pile by the generator cannot be used for top soil because the State has guidelines on the soil that can be used.
Commissioner Greene requested clarification on the Patnode Trucking claim.
Director Troupe responded that their repairs bill is $894.00 per week per their contract and it is on the profit and loss as repairs.
Commissioner Hallan moved to approve the Claims List, Paid Claims List, the Additional Claims List and the additional bills for Belford Electric and Rebe Construction, second by Commissioner McNally, all in favor of paying the Claims List ($205,859.34), Paid Claims List ($95,727.67), the Additional Claims List ($36,236.18), Belford Electric $10,119.70 and Rebe Construction $3,850.00, all in favor, motion carried (5-0).
Commissioner McNally asked if there was another tire recycler instead of First State Tire.
Director Troupe responded that she contacted Liberty in Savage but it would have been too expensive.
CAMBRIDGE TRANSFER STATION YARD WASTE
Director Troupe reported that there was a fire in the Cambridge Transfer Station building this morning. The fire department was called and the fire was extinguished. The fire department would like the building inspected before it is used again because they are concerned about the integrity of the trusses.
Director Troupe reported that at the last Board Meeting it was decided that a Yard Waste Site and a cardboard recycling container for Cambridge would be worked on.
Staff is working on clearing an area for Yard Waste and Director Troupe will submit a Permit by Rule for the site after getting the required signatures. She is still looking into the cardboard recycling container.
PUBLIC COMMENT
None at this time.
JULY FINANCIAL STATEMENT
Director Troupe reported for the month ended July 31, 2017 ECSWC realized a net income on an accrual basis of $30,619.06. On a cash flow basis for July there is a decrease in cash of $75,937.90. Year to date shows an accrual net income of $209,765.41 and an increase in cash of $34,538.19. Un-obligated cash less upcoming cash outlays at the end of the month was $3,580,739.61.
Reserve accounts for landfill expansion, hauler rebate, operating contingency, and host facility fund total $2,440,331.58.
The funds are invested as follows:
The money market checking account at First Citizens National Bank earns .35%, and the CDs earn 1.53%. Tonnage has increased 2,513.11 tons over 2016 or 3.8%.
Commissioner McNally moved to approve the July 2017 Financial Statement, second by Commissioner Hallan, all in favor, motion carried (5-0).
Commissioner McNally requested clarification as to why there was a decrease in cash the previous two months.
Director Troupe responded that it was for the closure and pond.
LANDFILL FLARE/BLOWERS
Director Troupe reported that the landfill is in need of a replacement candlestick flare and blowers for the gas system. The budget for 2017 includes $200,000 for a landfill flare including blowers.
Bruce Rehwaldt provided information on the three quotes he received and recommended LFG Tech in the amount of $56,925.00 for the Candlestick Flare. He did not recommend getting blowers.
Commissioner Hallan moved to approve the purchase of the Candlestick Flare in the amount of $56,925.00, second by Commissioner Peterson, opposed by Commissioner McNally, motion carried (4-1)
EXECUTIVE DIRECTOR REPORT
ECSWC 2016 Audit
Director Troupe reported that staff from the Office of the State Auditor was on-site on August 29,2017. It is estimated that the Audit will be completed mid-October.
Purchasing Policy
Director Troupe reported that the Purchasing Policy has not been updated since the year 2000. She is requesting that it be updated.
Commissioner Hallan suggested tabling this until next meeting so that all the Commissioners can contact their counties regarding their Purchasing Policies.
Director Troupe requested permission to purchase a new air compressor for the landfill. The Boards consensus was for her to purchase.
Closure Project
Director Troupe reported that there are two change orders for this project. One is an increase based on additional haul length that was discussed last month; Change Order 1 increased the Contract by $20,091.75. Change Order 2 is a decrease in the amount of $24,900, removing the seeding requirement and erosion mat installation. This seeding was completed by staff. She is requesting formal approval for these change orders.
Bruce Rehwaldt reported that there is going to be another change order for approximately $4,000 less for the work on the base grade.
Commissioner McNally moved to approve all three Change Orders, second by Commissioner Hallan, all in favor, motion carried (5-0)
Commisioner McNally requested clarification on the erosion mat.
Bruce Rehwaldt responded that it is mesh interwoven with straw.
Scale for Mora
Director Troupe reported that at the April meeting it was approved for spending up to $90,000 on a new scale. Three quotes were received: $79,000 from Weighrite, Kennedy Scales $83,000, Fairbanks $72,778. The bid for the above ground scale was $83,000.
Director Troupe is asking permission to work with Fairbanks on a scale. Fairbanks also provided another quote in the amount of $49,565.00 for doing lesser work because they felt that the full package was not needed.
Consensus from the Board is for Director Troupe to work with Fairbanks on the scale.
Concrete floor repair in Hinckley
Director Troupe reported that a new concrete floor in Hinckley is needed. This is a non-budgeted item. She is suggesting that half of the floor be replaced which is 33’ x 52’ and is requesting permission to go out for quotes and to hire the lowest bid. The floor is 10”-12” thick and has to have a 5000 psi. minimum.
Commissioner Hallan moved to give Director Troupe permission to go out for quotes and make a decision along with Chairman Greene on which one to pick, second by Commissioner Oslund, all in favor, motion carried (5-0).
Fence
Director Troupe reported that a fence is needed around the pond. She received 2 quotes: one from Town & Country for $29,995 and one from Century for $37,332. This would not be the final price due too additional items needed. She did contact Deautslander and another local fence contractor and they responded that they were not interested.
Director Troupe is requesting permission to approve the quote of Town and Country Fence in the amount of up to $40,000.
Commissioner Oslund moved to approve Town and County Fence in the amount of up to $40,000, second by Commissioner Hallan, all in favor, motion carried (5-0).
PUBLIC COMMENT
Commissioner McNally asked why there were three compactors on the hill at the landfill this morning.
Commissioner Hallan responded that one was the Bomag, one was the little CAT and the third was the larger CAT.
Mr. Dick Roesler suggested getting a market price on the Bonds that are behind the deposits at least four times a year from different entities.
Bruce Rehwaldt reported that he will provide Director Troupe with the specifications for the concrete floor in Hinckley.
OCTOBER MEETING DATE
The October Meeting is scheduled for Monday, October 9, 2017 at 9:00 a.m. at the Commission offices.
ADJOURNMENT
Chairman Greene asked for a motion to adjourn. Commissioner Peterson moved to adjourn the meeting at 10:03 a.m., second by Commissioner Hallan, all in favor, motion carried (5-0).
Respectfully submitted,
Barbara Wilder, Recording Secretary