September 13, Board Meeting Minutes

East Central Solid Waste Commission

Cambridge Transfer Station, Cambridge MN

UNAPPROVED MINUTES

September 13, 2021

The regular meeting of the East Central Solid Waste Commission was held on September 13, 2021 at East Central Solid Waste Commission Cambridge Transfer Station, Cambridge, MN.  Chairman Greene called the meeting to order at 9:00am.

Members present at the meeting included: Chisago County Commissioner Richard Greene, Isanti County Commissioner Dave Oslund, Kanabec County Commissioner Dennis McNally, Mille Lacs County Commissioner Phil Peterson, and Pine County Commissioner Steve Hallan.

Advisory Member Present – Executive Director Janelle Troupe.

Others also present at the meeting included: Gene Kramer, Arthur Township, Cami Van Abel, Foth, Tracy Emerson from ECSWC.

Chairman Greene called the meeting to order at 9 AM.

PLEDGE OF ALLEGIANCE

All present said the Pledge of Allegiance

AGENDA APPROVAL

Commissioner Hallan approved the Agenda, second by Commissioner Oslund. All in favor, motion carried (5-0)

MEETING MINUTES FOR BOARD MEETING August 9, 2021

Commissioner Oslund moved to approve the Meeting Minutes August 9, 2021 second by Commissioner Peterson, all in favor, motion carried (5-0)

CLAIMS

Commissioner Hallan moved to approve the Claims List, Paid Claims List, the Additional Claims List, second by Commissioner McNally all in favor of paying the Claims List 54 items ($183,933.21), the Paid Claims List 7 items ($15,898.85), Payroll 12 items ($110,292.91), all in favor, motion carried (5-0)

JULY 2021 FINANCIAL STATEMENT

Director Troupe reported for the month ended July, 2021 ECSWC realized a net income on an accrual basis of $221,875.61. On a cash flow basis, for the month of July, there is an increase in cash of $372,456.43. Un-obligated cash less upcoming cash outlays at the end of the month was $3,232,353.96.

Reserve accounts for landfill expansion, hauler rebate, operating contingency, and host facility fund total $5,567,724.70

The funds in July are invested as follows:

The money market checking account at First Citizens National Bank earns .10%, the CDs through July 2022 at 2.25%.  The Magic Fund rate is .03% and Unity Bank current interest rate is .25%

2020        2021         Aug 17   Aug 18            Aug 19            Aug 20             Aug 21

74,919     76,312      9,642      10,655             10,199             10,439             10,457

Commissioner Hallan asked if there is a concern about the tonnage increase, Executive Director Troupe explained about the SRC issue with Metro garbage and how that is being handled now.

Commissioner McNally asked if SCR is all garbage or if it is a mixture of MSW and Demo, Executive Director Troupe explained how SRC separates the loads between recycling, MSW, and demo and that all MSW is being brought to the landfill.

Commissioner Hallan asked if the increase in MSW going to change the long term plans? Commissioner McNally asked why we are back on the mountain, Executive Director Troupe explained we are topping the mountain off to fill to full elevation.  We hope to have that completed by November.

Commissioner Oslund moved to approve the July 2021 Financial Statement, second by Commissioner Peterson, all in favor, motion carried (5-0)

CAMBRIDGE NEW BUILDING PLANNING

The Board will be looking at the site to better understand the location needs for a larger building to carry on operations more efficiently.

Bart McCoy came in to explain what he would like to see with a new building, explained what would be beneficial, what is needed to make the transfer station work more efficiently. Double the building size, catwalk around, no stairs inside the building.  We need to plan for the future, the building size, drive through bay with scale, are all things that will save time and money in the long run.

Cami Van Abel from Foth brought different designs of transfer stations for us to look at. Plan on $200/sq. ft. for cost, that does not include cost for leachate collection.  We are able to start designing, just need guidance for preferrances.

Commissioner Hallan asked if we need a total 9,000 sq. ft. of dumping floor? What would the old building be used for? Bart answered yes to the amount of space needed, and the old building would be used for privates and/or demo pit dumping.

Commissioner Hallan liked those ideas and suggested we set a target date for the new building to start.  Executive Director Troupe said she would like to start planning right away.

The existing building is going to be repaired.  Repairs of the roof, insulation, front doors and electrical.  Insurance company is waiting for detailed report from repair company before we get started.  We should be back to full operation by April 2022.

Commissioner Hallan moved to approve the Cambridge New Building Planning, second by Commissioner Oslund, all in favor, motion carried (5-0)

PERSONNEL POLICY UPDATE

East Central Solid Waste Commission has a Personnel Policy that was adopted in 2004.  In that Policy is page 31, H and I, Maximum accumulation for sick leave is 800 hours.   “Unused sick leave accumulated over 100 days (800 hours) may be converted to vacation leave at a rate of fifty percent (50%) of its value.”

We now have staff that has been here over ten years; we have many that are getting close to or over 800 hours of sick leave.  It is a good policy to convert sick time annually so we do not to accrue added liabilities.

Recommendation:  Convert hours from sick to vacation prior to the third quarter if over 850 hours.  If the employee gets sick prior to using the vacation, it will get converted back to sick leave, example 100 hours vacation would go back to 200 hours sick leave.

I advise that we don’t leave any employee with more than 850 hours sick and 240 hours vacation on the books at year’s end.  That does mean that employees need to use their vacation as it was intended.

Commissioner Peterson moved to approve the Personnel Policy Update, second by Commissioner Hallan, all in favor, motion carried (5-0)

EXECUTIVE DIRECTOR’S REPORT

New Concrete Floor for Cambridge Transfer Station

The contractor did not include the required hardener in his bid or provide a cost for this hardener so I cancelled the project.  Board agreed to get rebid in the Spring of 2022.

Wages for 2022

With the continued difficulty in finding staff, I am requesting that we provide a wage increase the same as this year’s cost of living increase.  I would like some discussion that includes what the counties are doing to assure the ability to get and retain employees.

Commissioner Hallan stated he believes our employees should be the best paid, not the least paid.

Commissioner Hallan moved to approve the Wages for 2022, second by Commissioner Oslund, all in favor, motion carried (5-0)

OCTOBER MEETING DATE

The October Meeting is scheduled for Monday October 11, 2021 at 9:00 am at the ECSWC Main Office.

ADJOURNMENT

Chairman Greene asked for a motion to adjourn.  Commissioner Oslund moved to adjourn the meeting at 10:15, second by Commissioner Hallan, all in favor, motion carried (5-0)

Respectfully submitted,

Tracy Emerson

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