June Board Mtg minutes
Authority board meeting - June 8,2009
Sunday, August 23, 2009
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JEFFERSON – BELMONT REGIONAL SOLID WASTE AUTHORTY
MINUTES FROM MEETING OF JUNE 8, 2009
ROLL CALL:
PRESENT: John Abdalla, Edward Argentine, Tom Bottorf, Darrin Corrigan, Chuck Dawson, Ginny Favede, Barbara Godwin, James King, Anthony Kolanski, Mark McVey, Bruce Misselwitz, Bruce Williams
ABSENT: Thomas Graham
OTHERS: Dave Hays, John Mascio, Thomas Gentile (sitting in for Dr. Graham), Tamara Shepherd and Dorene Unterzuber
A quorum being present, Thomas Bottorf, Chairman, called to order the regular meeting of the Jefferson/Belmont Regional Solid Waste Authority at the Municipal Building, 3197 Belmont St, Bellaire, Ohio at 5:00PM on, Monday, June 8, 2009.
MINUTES:
A motion to approve the May 18, 2009 regular monthly meeting minutes was made by Mrs. Godwin and seconded by Mr. Argentine. Vote: All said Aye, Motion passed unanimously.
CORRESPONDENCE: Tom Bottorf
Mr. Hays stated the April Apex Reports showed 93,574 tons collected with 89,089 tons coming from out of state. The Transfer Station collected 2,953.96 tons. Both were approximately a 10% increase from the corresponding month in 2008.
Mr. Bottorf said that the Board had received a thank you card from Belco Works for supporting the “Shred to Save” event. Belco Works shredded over 2,300 pounds of documents at the event.
FISCAL REPORT: Dave Hays
Mr. Hays reported revenues for May $156,177.00, with expenditures of $200,656.45 and net loss of $44,479.00. Mr. Hays explained that two large expenditures were made this month. One was to the Health Department, and the other was to repave the access road to the landfill. This was an expense that was approved two years ago.
Ginny Favede arrived at 5:05 p.m.
Mr. McVey had a question about the Spirit of ’76 Fire Department. Mrs. Shepherd explained that this was one of our non-profit organizations that collect large amounts of paper. Mr. McVey asked if we were going to expand the paper program and had issues regarding the fiscal soundness if we were. Mr. Bottorf asked that the Board cover this issue during his report.
A motion was made by Mr. Abdalla to approve the fiscal officer’s report for Expenditures for May 2009 and Mrs. Godwin seconded. Vote: All said Aye, Motion passed unanimously.
Mr. Hays also stated that he had received a draft copy of the 2007-2008 auditors’ report. It was a clean report with no citations or recommendations. There is an option to have a post-auditing conference or waiving it.
A motion was made to move the auditor’s report to the Finance Committee by Mr. Williams and was seconded by Mr. Abdalla. Vote: All said Aye, Motion passed unanimously.
EXECUTIVE COMMITTEE REPORT: Thomas Bottorf
The Executive Committee met on May 26, 2009. They met with Mr. Mascio where they were presented the Agreement of Severance, which was signed by the former Executive Director, Patrick Lanaghan. They have accepted his resignation and agreed on a resolution regarding the resignation.
The other item was Mr. Bottorf was named Interim Director for the SWA and will serve in this position until an Executive Director can be found.
Mr. Mascio discussed the resolution accepting Mr. Lanaghan’s resignation as Executive Director. He also had the original Agreement of Severance. Both documents were given to Mr. Hays to hold onto these documents. He had the resolution that was passed on May 26, 2009 naming Mr. Bottorf as the Interim Director for the Jefferson-Belmont Regional Solid Waste Authority. An Agreement of Understanding was attached and needed signed by Mr. Bottorf, Mr. Misselwitz, and Mr. McVey to sign.
A motion was made to adopt resolution 2009-2 by Mr. Williams and seconded by Mr. Abdalla. VOTE: Roll call: 13 Aye; 1 Abstain by Bottorf, motion passed.
FINANCE COMMITTEE REPORT: Bruce Misselwitz
No report.
PERSONNEL COMMITTEE REPORT: Mark McVey
No report.
PLANNING COMMITTEE REPORT: Chuck Dawson
Mr. Dawson had questions about the proposal to survey other authorities about how to be more efficient. Mr. Bottorf said they would discuss it later.
EXECUTIVE DIRECTORS REPORT: Tom Bottorf
Mr. Bottorf discussed the draft paper recycling proposal. We get $0.03 per pound from Valley Converting. The proposal stated that schools would get 100% of the weight and 100% of the money collected. Non-profits would receive credit for 100% of the weight and 75% reimbursement. Businesses would be credited 100% of the paper collected but would receive no money unless they designated in writing a school or non-profit. The designee would receive 75% of the monies collected. All agreements need to be in writing. Community locations would have no reimbursement, and all money would go back to the authority. The proposal also stated that no medical records would be taken unless properly destroyed by the facility.
There were questions about the collection of medical records and legal issues regarding transporting them. Mr. Bottorf stated that he had Mr. Mascio draw up a letter for the hospitals in Belmont and Jefferson Counties. In the letter, Mr. Mascio explained who the Authority was as well as stated the concerns about HIPPA and any liability there may be for a breach of confidentiality. The letter stated that if the hospital would like to enter into a contract with the Authority, we were willing to do that. All medical records must first be shredded. It also stated that the Authority would retain all money obtained from recycling the paper.
Mr. Mascio stated that the Authority should keep the monies obtained from the hospital recycling. Mrs. Sheppard explained that the two hospitals in Belmont County did not get paid for the paper recycled.
Mr. Corrigan left the meeting at 5:39 p.m.
A motion was made to approve the proposal for schools, non-profits and community drop-offs only by Mr. Dawson. It was seconded by Mr. Argentine.
Mr. McVey stated that we should hold-off approving non-profits as well. Members discussed waiting until next month to decide on what to do with businesses and non-profits. Commissioner Favede stated her concerns about waiting another month to approve this proposal and wanted to take some time to make change to the document. There was discussion about recruiting other non-profits and businesses. It was stated that no new non-profits or businesses would be added until we are more efficient. Any new pick ups would be wait-listed.
An amended motion was made to accept the proposal but add “qualified non-profits” by Mr. Williams and seconded by Mr. Misselwitz. VOTE: Roll call: 14 Aye; motion passed unanimously.
The next issue was tire dumping at Cross Creek Township. 300 truck tires with rims were left there at 3:30 p.m. 130 tires that were split rims could not be processed. Discussion was had to hire security to monitor the sites for dumping from 2:00 p.m. to 10:00 a.m. It was suggested that a deputy be hired instead so if illegal dumping occurs, the deputy can write a ticket at the site.
A motion was made by Mr. Williams to authorize using up to $5,000.00 to hire a deputy to monitor the collection site. It was seconded by Mr. Argentine. VOTE: Roll call: 14 Aye; motion passed unanimously.
The third item was the use of cell phones. Mr. Bottorf said that we currently have 14 phones through the Authority and three of those phones did not work. He asked if the Board would approve giving an allowance to employees of $20.00/month to off-set the cost of using personal phones. The policy manual will need to be updated. Mr. Mascio suggested all policies to be forwarded to Mike Syre.
A motion was made to allow employees to receive an allowance of $20.00/month to use personal cell phones for Authority purposes by Mrs. Godwin and seconded by Commissioner Gentile. VOTE: Roll call: 14 Aye; motion passed unanimously.
The last issue was the request for summer help. These workers would help unload trucks at the Wintersville cell. Mr. Bottorf went to the CAC, and they can provide two people on June 22, 2009. The other option is to go to the EOC. They can fill the request after the Jefferson County community clean-ups.
A motion was made by Mr. Abdalla to authorize the request for summer help as Mr. Bottorf presented it. It was seconded by Mr. Williams. VOTE: Roll call: 14 Aye; motion passed unanimously.
Board members asked that Diane Julio and Tammy Shepherd be at all Solid Waste Authority meetings to answer questions and to bring any needs.
LANDFILL ISSUES: Bruce Misselwitz
Mr. Misselwitz said that a draft permit was written to allow the expansion at Apex. They have hired a Cleveland law firm, McMahon and Degulles, to help with policies and procedures to make sure the documents are legal.
They have talked to the consultants, Environ, about an odor study and want to have a better odor controlling system if the expansion occurs. They have answered 100 complaints on odor in May. They have done 140 consultations, 7 formal inspections and 103 investigations.
Other work done includes 228 consultations and inspected 2 residual landfills. They will be hiring another sanitarian within 6 weeks to fulfill the agreement with EPA to have 2 sanitarians working under the solid waste program.
They have also created an open dumping site list to start investigation and possible clean ups or court action. So far they have received responses from 60% of the townships.
OLD BUSINESS: Tom Bottorf
Phone number stickers:
There have been some stickers placed on the equipment, but Mr. Bottorf asked that they be redesigned so the phone numbers are bigger and have better visibility.
Business plan:
Mr. Bottorf is interviewing and talking to people. It will take some time.
Insurance deductible:
Mr. Hays stated that the deductible is $2,500.00 per incident on comprehensive.
Mr. Bottorf said that the trailer that was purchased was back ordered to late June or early July. Mr. Hayes is looking into an account at Lowes for when these issues happen we can purchase locally. This trailer was to be used by John Daily at the EOC for clean ups.
NEW BUSINESS: Tom Bottorf
Mr. Bottorf asked Mr. Abdalla, Mr. Corrigan, Mr. King and Mr. Weekley to be on a search committee for the new Executive Director. They have been asked to search for and obtain resumes of a reasonable number of candidates, conduct phone screens and the initial interviews. The best 3 to 4 applicants will then be brought in for the full Board to meet and interview.
Next meeting will be on July 13, 2009 at 5:00 p.m. at the Wintersville office.
ADJOURNMENT: With no further business to come before the board, the meeting was adjourned at 6:30 p.m.
ATTEST: _____________________________ ______________________________
Thomas Bottorf, Chairman Bruce Misselwitz, Secretary
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