July Authority Board Meeting Minutes
Authority Board meeting July 13,2009
Sunday, August 23, 2009
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JEFFERSON – BELMONT REGIONAL SOLID WASTE AUTHORTY
MINUTES FROM MEETING OF JULY 13, 2009
ROLL CALL:
PRESENT: John Abdalla, Edward Argentine, Tom Bottorf, Darrin Corrigan, Thomas Graham, James King, William Weekley, Bruce Williams
ABSENT: Chuck Dawson, Ginny Favede, Barbara Godwin, Anthony Kolanski, Bruce Misselwitz
OTHERS: Dave Hays, John Mascio, Tammy Shepherd, Diane Julio and Natalie Lysle
A quorum being present, Thomas Bottorf, Chairman, called to order the regular meeting of the Jefferson/Belmont Regional Solid Waste Authority at the Fernwood Complex, 125 Fernwood Road, Suite 301, Wintersville, Ohio at 5:00PM on, Monday, July 13, 2009.
MINUTES: A motion to approve the June 8, 2009 regular monthly meeting minutes was made by Mr. Abdalla and seconded by Mr. Corrigan. Vote: All said Aye, Motion passed unanimously.
CORRESPONDENCE: Tom Bottorf
Mr. Bottorf read a letter the Authority received from Mike McVey, Superintendent of the Steubenville City Schools Board of Education expressing their appreciation for the $1,000 Sam’s gift card.
Apex Tonnage Reports for May 2009:
Mr. Bottorf reported total in-district 4,900 tons, out-of-district 93,805 tons, totaling net income of $149,017.23, with 3,000 tons that came through the transfer station per amount of $6,067.32.
FISCAL REPORT: Dave Hays
June 2009 Operating Statements and Fund Cash Balance:
Mr. Hays reported revenues for June $165,411, with expenditures of $140,574 and net income of $24,836 with an unencumbered cash balance of $856,200.
A motion to accept the fiscal officer’s report and approve Expenditures for June 2009 was made by Mr. Williams and seconded by Mr. Graham. Vote: All said Aye, Motion passed unanimously.
EXECUTIVE COMMITTEE REPORT: Thomas Bottorf
No report.
FINANCE COMMITTEE REPORT: Bruce Misselwitz
No report.
PERSONNEL COMMITTEE REPORT:
No report.
PLANNING COMMITTEE REPORT: Chuck Dawson
No report.
DIRECTORS SEARCH COMMITTEE: Jim King
Mr. King reported that he had emailed and faxed the job posting to Committee members and Mr. Bottorf for review around June 11th, he and Mr. Weekley went over it and agree it’s ready to go once Mr. Abdalla and Mr. Corrigan review it.
INTERIM DIRECTORS REPORT: Tom Bottorf
Paper recycling- Trinity Medical Records:
Mr. Bottorf stated that at the last meeting there was a motion and approval by the board for the Authority to establish what the costs was for the Authority to pick up the Trinity Medical Records. He reviewed his time frame report with an approximate cost of $2,197.50, and a proposal to donate the balance amount of $1,428.21 to the Teramana Cancer Center.
Mr. Graham made a motion to donate the balance of $1,428.21 from the Trinity Medical Records to the Teramana Cancer Center, Mr. Argentine seconded. Roll call vote: Unanimous yea, motion carried.
Medical records – Trinity, Barnesville Hospital contract:
Mr. Mascio reported that he sent a letter on the board’s behalf to Mr. Brower stressing the Boards concerns for an unanticipated disclosure of someone’s private information from these records. Soon after he spoke to Mr. Brower and discussed the issues at which time Trinity was not willing to enter into a contract, mainly due to the no-harmless cause that Mr. Mascio insisted being in the contract. They did however agree on continuing to pick up cardboard/paper materials from Trinity which did not include medical records. Mr. Mascio stated afterwards he sent them a letter summarizing the agreement that the Authority will no longer haul medical records but will continue to haul non-medical papers and cardboard to Valley Converting, and that they would be treated as a business and not as a non-profit organization. Meaning that 75% of the amount paid by Valley could be donated to a designated school or charity and 25% would be retained by the Authority to fund the cost of the program. In the event that Trinity did not designate a charity the Authority would retain the full amount paid by Valley, but that 75% is going to Teramana Cancer Center. He stated he received a letter asking why they will be treated as a business if they are non-profit corporation; his response was that the board was aware of it, but had a lot of discussion on the issue and decided to treat them as a business.
Mr. Mascio stated he spoke to someone from Belmont Hospital and wants the Authority to continue doing what it has been doing and that they already have a contract with someone to pick up their medical records, he then received correspondence from Barnesville Hospital indicating they do not want the Authority to haul their medical records they have a contract with a hauler, but they were interested in drafting an agreement for the other paper products, which he provided to Mr. Bottorf and was then distributed to the board for review. Mr. Mascio would send the agreement to Barnesville for approval once the board gives him the go ahead.
Mr. Bottorf stated that the agreement of understanding basically states that the Authority will service Barnesville Hospital for their paper and cardboard, in the event the Authority runs into issues or if they decide to have someone else pick up the materials they would do so at their own expenses. It also states that the Authority would pick up the materials on a “best effort basis” as it does on all its other businesses.
Mr. Williams made a motion approve and send the agreement of understanding to the Barnesville Hospital, and use it as a standard model for which the Authority does business with hospitals. Seconded by Mr. Graham. Roll call vote: Unanimous yea, motion carried.
Mr. Bottorf explained that as of the 1st of July the hospitals would be treated just like the businesses with the 75% and 25% split to help cover costs, Mrs. Shepherd stated that letters were sent out explaining and giving them the charity designation option.
Mr. Bottorf briefly talked about the paper program during the Valley Converting shut down for the beginning of July, and reviewed the Cleanups held. He reported that Belmont County costs $29,500 in Community Cleanups, collecting 78,000 pounds of metals, 15,000 tires, and 2,980 pounds of trash collected. He reported that Jefferson County just finished up its cleanups and he would report on its figures at next months meeting.
Mr. Bottorf stated that extra security was successful in stopping overnight dumping and even turned some away at 3 a.m.
Cell phone policy Revision:
Mr. Bottorf stated that the last set of forms just came back from Belmont County today; he would take care of it tomorrow and would be looking for a new cell phone program.
Summer help:
Mr. Bottorf said they were working through some issues; one employee is from CAC, Glenn is currently on vacation, using community service workers from Eastern Ohio Correctional Center, and one employee is on light duty right now because he injured his knee at a tire collection. He had been off on Workers Comp but are currently using him at the office, and while Glenn is off, at the cell.
Electronic recycling:
Mr. Bottorf stated the Electronic recycling collections were scheduled for August 15th at the Ohio Valley Mall in Belmont County, and August 22nd at the Fort Steuben Mall in Jefferson County. He said there is minimal cost this year, compared to last year where it was almost free or for very little cost to the Authority. He asked for a motion by the board to endorse the events as scheduled.
Mr. Abdalla made a motion to approve the Electronic Collection Events for both Counties, Mr. Argentine seconded. Vote: All said Aye, Motion passed unanimously.
Spoilage:
Mr. Bottorf said spoilage was basically the non-recyclable materials that end up in the bins/hoppers. Mr. Bottorf stated that he and Tammy have been working with the transfer station and now have an agreement with them to take the non-recycling materials from Belmont to the transfer station and process it there instead of having to bring it up to the Wintersville location.
Recycling Update:
Mr. Bottorf reported that Greenstar/Neville Island is continuing to charge $30 per ton; they offered a $10 per ton option if the glass was out of the plastics, which would not be possible with the current system. The Wintersville materials will go to Greenstar, and Cambridge is charging $30 per ton for Belmont materials.
Mr. Bottorf said he had some proposed changes for the cell that he will review with Dave and Jim Branaghan for their approval. The changes would allow the use of a different container and a walk-in trailer which should reduce costs.
Mr. Bottorf discussed Nester Resources, a firm out of Pittsburgh that works with agencies and communities and put together recycling and collection bids. He said that Michelle Nester met with them two weeks ago and will put together a more efficient proposal for the Authority. The firm was recommended by Allied Waste.
Mr. Bottorf reported he was continuing communications with Apex and Portage, he said Portage is looking to expand their recycling and wants to keep the Authority in mind if they do the expansion. He has also talked with the present hauler about taking the materials up there, but will wait to see what the best options turn out to be.
Mr. Bottorf stated that Diane Julio and Tammy Shepherd are now invited to attend the meetings and was glad they were in attendance.
LANDFILL ISSUES: Bruce Misselwitz
No report but Mr. Bottorf did say that he attended a public meeting on Thursday on the expansion, and discussed how the citizens attending were very upset about smells from the landfill. Mr. Graham added that the Commissioners Office continues to get calls from landfill area residence wanting to keep them informed. The citizens are aware that the Commissioners really have no say in the expansion, and that the Board of Health and the EPA are the ones that have an influence. He reported the Commissioners have gone on record opposing the landfill expansion until the odor problems are reduced and in is opinion is there is no amount of money worth what those citizens have to endure. A brief discussion regarding the complaints received and hours spend by the Health Department in working with Apex.
Mr. Bottorf briefly discussed the possibility of using the boxes returning to New Jersey after Apex, to transport co-mingled materials.
OLD BUSINESS: Tom Bottorf
Mr. Bottorf said they are ordering stickers to place on the equipment to make the contact information more visible. The number will be the Authority‘s Central Office, and will set up a automated directory system where each County can call in to retrieve reports of problems/messages.
The trailer purchase from Northern Tools for the Community Service has been cancelled due to the long delay, was again pushed back until late August, and will now purchase one locally.
No action on Progress Alliance.
NEW BUSINESS: Tom Bottorf
Mr. Bottorf announced that Mark McVey was stepping down and would need to elect a new Vice Chairman; he stated the preference would be someone from Belmont. The board chose to defer the issue until the next meeting in order to wait for a larger quorum; the Personnel Committee vacancy would also be deferred.
Mr. Bottorf discussed the County Director’s wish to be active at the County Fairs again with a composting demonstration/display, and said it would be staffed by employee during the day and volunteers during the evenings. He asked for a $1,500 monetary allowance to use for promotional giveaways such as compost bins. The board discussed the amount needed for each County.
Mr. Abdalla made a motion for a monetary allowance, not exceeding $1,500 for each County Fair, to be approved. Seconded by Mr. Corrigan. Roll call vote: Unanimous yea, motion carried.
2010 Budget:
Mr. Hays reported on the Preliminary Budget required by Section 575.28 to be submitted to the Budget Commission by July 20, 2009. He stated the numbers were very preliminary and similar to the 2009 budget. He did not budget any increase in revenues for the expansion of the landfill since its unknown if it will be approved, and did budget for an extra employee, a driver. Mr. Williams asked about previously discussed enforcement officer was included and wanted the board to talk about it. The board discussed the position, its intent and crew options. Mr. Weekley spoke about his meeting with the Belmont County Sheriff and Mr. Lanaghan regarding the idea of paying a deputy 20 hours per week. Mr. Bottorf said the position does not need to be put in the budget since it falls under salaries. Mr. Weekley, Mr. King and Mr. Bottorf would try to meet with the Sheriff to discuss the issue before the next meeting. The position could be one for Belmont to mirror the current position held in Jefferson County by Mr. Daily. Mrs. Julio asked if they could assign court workers to Townships near their residence to complete their time and the board felt that since they were assigned to the Authority they should work directly for it. Mrs. Shepherd asked about supplies such as gloves, vest, etc for the workers, Mr. Bottorf stated those items would be provided as well as providing instruction on what items they can pick up and what they can’t. The matter would be discussed more in the future.
Mr. Bottorf stated the Preliminary Budget would have enough added for one more salary position.
Mr. Williams made the motion that Mr. Hays present the Preliminary Budget, adjusted for the additional position, a temporary appropriation. Mr. Abdalla seconded. Roll call vote: Unanimous yea, motion carried.
Mr. Bottorf stated the Personnel Committee will need to meet before next Board Meeting, after a discussion Mr. Weekley was appointed Interim Personnel Committee Member, Mr. Corrigan was appointed Committee Chair.
Next meeting scheduled for Monday, August 10, 2009 at 5 p.m. at the KBCB St. Clairsville Office. Mr. Mr. Williams will be on vacation and not in attendance.
Mr. Corrigan asked about mileage reimbursement procedures since some of the meeting are now in Belmont County, the board discussed forms used and the Annual basis, and preferred it be changed to semi-annual. Mr. Bottorf would get with Natalie to come up with a list of meetings attended by members before the next meeting.
Mr. Weekley made a motion to pay the mileage reimbursements to board members Semi-annually instead of annually. Mr. Corrigan seconded. Vote: All said Aye, Motion passed unanimously.
ADJOURNMENT: With no further business to come before the board, the meeting was adjourned at 6 pm.
ATTEST: _____________________________ ______________________________
Thomas Bottorf, Chairman Bruce Misselwitz, Secretary
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