East Central Solid Waste Commission
Commission’s Office, Mora, MN
July 10, 2023
The regular meeting of the East Central Solid Waste Commission was held on July 10, 2023 at East Central Solid Waste Commission Main Office, Mora, MN. Chairman Greene called the meeting to order at 9:00 am.
Members present at the meeting included: Chisago County Commissioner Richard Greene, Isanti County Commissioner Mike Warring, Kanabec County Commissioner Alison Holland, Mille Lacs County Commissioner David Oslin and Pine County Commissioner Steve Hallan.
Advisory Member Present – Executive Director Janelle Troupe.
Others present at the meeting included: Assistant Director John Kellas, ECSWC, Bruce Rehwaldt, Foth, Cami Van Able, Foth, Clint Schumacher, SMMPA, Mark Mitchell via phone, SMMPA, Tracy Emerson, ECSWC.
PLEDGE OF ALLEGIANCE
All present said the Pledge of Allegiance
Addition to the Agenda – Additional claims came in this morning that will need to be approved to pay before the next meeting, Absolute Portable Restrooms, Vault Health, RMS, and the new Dozer to RDO
Commissioner Holland moved to approve the agenda and the addition to the agenda second by Commissioner Hallan, all in favor, motion carried (5-0).
MEETING MINUTES FOR BOARD MEETING June 12, 2023
Commissioner Hallan moved to approve the Meeting Minutes June 12, 2023 second by Commissioner Holland, all in favor, motion carried (5-0).
Commissioner Hallan moved to approve the Claims List, Paid Claims List, the Additional Claims List, additional approved to pay before the meeting second by Commissioner Warring all in favor of paying the Claims List 50 items ($223,835.81), the additional claims 12 items ($26,650.93), the Paid Claims List 6 items ($21,058.52), Payroll 18 items ($193,818.03), additional approved 4 items ($440,527.63) all in favor, motion carried (5-0).
Representatives from Southern Minnesota Municipal Power Agency will be attending to discuss the future of the Landfill Gas Purchase Agreement. This Agreement is to be in effect until January 31, 2027 and can be extended. The Engine Plant is not currently running so all landfill gas destruction is being handled by the ECSWC flare.
SMMPA has requested that the Board assure their commitment to assure delivery of adequate landfill gas to operate the Engine prior to them taking on some very costly repairs to the Engine.
ECSWC has requested that SMMPA also provide commitment to this Agreement. If the Engine Plant is unavailable to generate electricity for a period of 18 consecutive months when there is adequate landfill gas, this Agreement may be terminated.
With this Agreement, ECSWC could provide SMMPA landfill gas at full capacity for half of the month but then SMMPA has to shut down causing payment to ECSWC to be zero. The Commission received two payments in 2022 from SMMPA for a total of $2,562.
Clint Schumacher, in person, and Mark Mitchell via telephone from SMMPA are here to discuss the commitments on both sides. In December 2022 there was a major malfunction which shut the engine down. After evaluation, it was discovered the transformer and the engine both need to be replaced at a total cost of $350,000. SMMPA analysis shows profit coming in the long run with the improvements and would like to continue with the contract.
Commissioner Hallan stated we have a plan that Bruce Rehwaldt from Foth can explain better, but we are committed to this, just wanted to make sure SMMPA is committed.
Mark Mitchell stated SMMPA wants to continue to operate. SMMPA will commit to the repairs as long as everyone is in agreement.
Bruce from Foth stated the timing is perfect, we will be evaluating the gas lines throughout the landfill, doing upgrades to what needs to be done, when both parties are completed, it should be ready to go.
Director Troupe asked if this is something we need an RFP for? Bruce, it hasn’t been decided yet, we need to evaluate what needs to be done, it will be done in the Fall or Spring of next year.
Commissioner Holland asked if this is the correct way to do this? Bruce, Yes with our upgrades and theirs, it will be.
Commissioner Hallan asked, once the evaluation and everything is ready, how long will it take for the upgrades to be completed? Bruce and Assistant Director Kellas both agreed on 60 days.
Commissioner Hallan moved to approve Director Troupe to sign and send the commitment letter to SMMPA second by Commissioner Holland, all in favor, motion carried (5-0).
MAY 2023 FINANCIAL STATEMENT
For month ended May 31, 2023 the ECSWC realized a net income on an accrual basis of $301,235. On a cash flow basis for the month of May there is a decrease in cash of $256,236. Un-obligated cash less upcoming cash outlays at the end of the month was $3,765,343.
Reserve accounts for landfill expansion, hauler rebate, operating contingency and host facility fund total $7,080,748.
Commissioner Hallan moved to approve the May 31, 2023 Financial Statements second by Commissioner Oslin, all in favor, motion carried (5-0).
Industrial Solid Waste Management Plan
The ISWMP was last approved and submitted to the MPCA in 2012
Director Troupe reported there have been some minor updates completed and inclusion of Petroleum Contaminated Soil Procedures along with updated MPCA documents that are attached to this Plan.
We plan to distribute the ISWMP to all contracted haulers along with their copy of the signed Waste Delivery Agreement. Commissioner Holland commented the page numbers are off, Director Troupe stated they will be fixed prior to mailing.
Director Troupe is requesting approval of the Industrial Solid Waste Management Plan for Chairman’s signature.
Commissioner Holland moved to approve the Chairman’s signature on the ISWMP second by Commissioner Hallan, all in favor, motion carried (5-0).
Commissioner Oslin moved to approve going to Closed Session second by Commissioner Hallan, all in favor, motion carried (5-0).
Commissioner Oslin moved to approve opening the Closed Session second by Commissioner Holland, all in favor, motion carried (5-0).
After review and comparison of benefits by Executive Director Troupe, the board has agreed to adding one week vacation time to any full-time employee that has been here for longer than 1 year. If the employee has not been here for 1 year or more, the accrual rate of vacation will be adjusted.
Phased PERA Retirement
PERA allows for Phased Retirement
Employees with 20 years of continual service that have chosen to the PERA Phased Retirement are eligible to keep their health insurance with continued Employer Contributions as it was prior to entering into Phased Retirement. Employee is required to keep work hours at the maximum allowed during PERA Phased Retirement of 50%. Possible eligibility would be age 62 to 65. Employees, under this agreement, must go off ECSWC health insurance when eligible for Medicare.
Commissioner Holland moved to approve the 1 week added vacation for all employee’s, the policy change to add health insurance for PERA phased retirement, second by Commissioner Warring, all in favor, motion carried (5-0).
Commissioner Hallan moved to close the Closed session second by Commissioner Holland, all in favor, motion carried (5-0).
AUGUST MEETING DATE
The August Meeting is scheduled for Monday August 14, 2023 at 9:00 am at the ECSWC main office in Mora.
Chairman Greene asked for a motion to adjourn. Commissioner Oslin moved to adjourn the meeting at 10:00 am second by Commissioner Hallan all in favor, motion carried (5-0).