East Central Solid Waste Commission
Commission’s Office, Mora, MN
January 9, 2023
The regular meeting of the East Central Solid Waste Commission was held on January 9, 2023 at East Central Solid Waste Commission Main Office, Mora, MN. Executive Director Troupe called the meeting to order at 9:00 am.
Members present at the meeting included: Chisago County Commissioner Richard Greene, 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: Assistant Director John Kellas, ECSWC, Cami Van Abel and Bruce Rehwaldt, Foth, Lisa Thibodeau, Chisago County, Tracy Emerson, ECSWC.
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 Hallan nominated Commissioner Greene to the Chairman position, all in favor of Commissioner Greene to the Chairman position, nomination approved.
Chairman Greene called for nominations for Vice-Chairman
Commissioner Hallan nominated Commissioner Peterson for the Vice-Chairman position, all in favor of Commissioner Peterson for the Vice-Chairman, nomination approved.
Chairman Greene called for nominations for Treasurer.
Commissioner Peterson nominated Commissioner Hallan to the Treasurer position, all in favor of Commissioner Hallan for the Treasurer, nomination approved.
Chairman Greene called for Confirmation of Official Newspaper – Kanabec Times. Commissioner Hallan moved to approve the Kanabec Times as the Official newspaper, second by Commissioner Peterson, all in favor, motion carried (4-0)
Chairman Greene called for Confirmation of Meeting dates, 2nd Monday of each month and Confirmation of Official Depository of funds – First Citizens National Bank. Commissioner Holland moved to approve the meeting dates and Official Depository of funds, second by Commissioner Hallan, all in favor, motion carried (4-0).
Director Troupe asked for the board packets just be emailed with hard copies at the meeting. No more mailing of board packets. – Board approved.
Commissioner Hallan moved to approve the Agenda, second by Commissioner Holland, all if favor, motion carried (4-0).
MEETING MINUTES FOR BOARD MEETING December 12, 2022
Commissioner Peterson moved to approve the Meeting Minutes December 12, 2022 second by Commissioner Hallan, all in favor, motion carried (4-0).
Commissioner Hallan moved to approve the Claims List, Paid Claims List, the Additional Claims List, second by Commissioner Peterson all in favor of paying the Claims List 47 items ($256,189.55), the additional claims 12 items ($44,541.73), the Paid Claims List 10 items ($28,429.88), Payroll 14 items ($100,019.87), all in favor, motion carried (4-0)
NOVEMBER 2022 FINANCIAL STATEMENT
For month ended November 30, 2022 the ECSWC realized a net income on an accrual basis of $135,312. On a cash flow basis for the month of November there is an increase in cash of $114,426. Un-obligated cash less upcoming cash outlays at the end of the month was $5,421.944
Reserve accounts for landfill expansion, hauler rebate, operating contingency and hot facility fund total $5,094,299.
Commissioner Holland moved to approve the November 30, 2022 Financial Statements second by Commissioner Hallan all in favor, motion carried (4-0).
2022 AUDIT PROPOSAL
August 2022, ECSWC was contacted by Dianne Syverson from the Office of State Auditor’s Office. She requested that we find an auditing firm to complete our 2021 audit because of staff shortages. Back in 2016, ECSWC requested release and it was denied.
Director Troupe will send a letter with request for release from the Office of State Auditor. We have found a firm, Clifton Larson Allen LLP (CPA), that is willing to complete our audits. This is probably not a savings be we may feel more confident in our Audit.
Commissioner Hallan moved to approve the letter of request to be released and to use Clifton Larson Allen LLP as our new auditing firm, second by Commissioner Holland all in favor, motion carried (4-0).
Evergreen Recycling informed us of a price increase on mattresses on December 31. We currently charge $16 to customers and we haul the mattresses to Evergreen in Rush City. The previous cost at Evergreen was $14 giving us $2 for hauling and handling the mattress. The new cost to ECSWC starting January 1 is $16 at Evergreen. The goal is that mattresses that are landfilled cost more to dispose of than those recycled.
|Mattresses||2022 ECSWC Rate||2023 ECSWC Rate|
Commissioner Holland moved to approve the increase of recycled mattresses, second by Commissioner Peterson all in favor, motion carried (4-0)
John Kellas, Assistant Director, will be requesting approval to purchase radios and radio contract for employees. This item was added to the budget for further discussion.
Roll Off Truck and Service Truck
John Kellas, Assistant Director, will provide some options and request approval to negotiate with vendors.
Commissioner Hallan moved to approve the capital purchases up to the budgeted amount and that amount will need to include any transportation costs and the check to be written without waiting for the board meeting for the approval second by Commissioner Holland all in favor, motion carried (4-0).
EXECUTIVE DIRECTOR’S REPORT
The Office of the State Auditor finished in December 2022. The end result was an increased change in the net position of $264,795. If you would like a copy of the Audit, I can email it to you.
We are working on all the reports that are needed to do a landfill expansion in 2024. We will need County approvals on Goal Volume Tables. If we are going ahead with the idea of not having a demolition landfill, that change needs to be made in the draft goal volume tables. Foth staff and I will provide a brief overview of this project to assist us with decision making.
Bruce from Foth stated the Environmental Permitting will hopefully be done by March of this year. We are only allowed so much air space, so phase 7 will be completed like phase 6, in sections. If the demolition landfill is closed, it will increase our Certificate of Need and we will need to add that to the permit application. There are very few unlined demolition landfills left.
Commissioner Hallan asked if we can use the top of the landfill for Land App, Bruce from Foth stated that no we cannot do that due to the pitch and the top is not flat.
Chairman Greene asked if the flare will cover the expansion, Bruce from Foth stated that yes it would.
Lisa Thibodeau asked Director Troupe, what are we doing with the Goal Volume Tables if changes are being made with closing the Demolition Landfill. Director Troupe stated they would be changed and need to be redone for the permitting process.
Since a great percentage of demo comes from the transfer stations and go into the landfill and not the demolition landfill, the board has decided to close the demolition landfill sometime after 12/31/2023.
FEBRUARY MEETING DATE
The February Meeting is scheduled for Monday February 13, 2023 at 9:00 am at the ECSWC main office in Mora.
Chairman Greene asked for a motion to adjourn. Commissioner Hallan moved to adjourn the meeting at 10:15 am second by Commissioner Peterson all in favor, motion carried (4-0).