Jefferson-Belmont Regional Solid Waste Authority

PRESENT: John Abdalla, Edward Argentine, Thomas Bottorf, Darrin Corrigan, Ginny Favede, Barbara Godwin, James King, Anthony Kolanski, Mark McVey, Bruce Misselwitz, William Weekley

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, April 27, 2009.

MINUTES: A motion to approve the March 2009 regular monthly meeting minutes was made by Mr. King and seconded by Mr. Argentine. VOTE: All said I, Motion passed unanimously.

Mr. Bottorf stated he would talk to Mr. Lanaghan about getting the minutes sent to board members within a week of the meeting to enable them to review them while the meeting is still fresh in their memories.

Mr. Bottorf reported from email he received from Mr. Lanaghan, that Landfill tipping fees for January and February are off about $31,000 compared to 2008, which is 15% and what they had projected. No March Report yet but according to Apex their number are up over 15% compared to 2008. The January & February transfer station revenues are up about $1,600, or 20% above where they were a year ago. The total tonnage for recycling for the first Quarter of 2009 was 1.4 million pounds, of which 1.1 million was paper, and 300,000 pounds were plastic, both showing a significant increase over 2008.

Mr. Abdalla expressed concern regarding news reports about the tonnage falling off across the Country, Mr. Bottorf state that Apex is weathering the storm pretty good.

Mr. Bottorf discussed the membership letter from Progress Alliance that had been discussed at a previous meeting, offering the Authority Board Membership at $2,000 a year pledge for four years. He said he would scan and email all members a copy of the letter for them to review, then discuss if it’s worth while and what it the benefits would be, at the next meeting.

Mr. Hays reported revenues for $121,413, with expenditures of $142,119.53 and net operating loss of $20,706 with an unencumbered cash balance of $920,899. He stated a year ago the balance was 913,811. He asked for review of expenditures and any questions. Mr. Abdalla asked what the Advertising costs included. Mr. Hays reported it was through EM-Media. Mr. Bottorf stated the matter would be discussed under New Business.

A motion to accept the fiscal officer’s report and approve Expenditures for March 2009 was made by Mrs. Godwin and seconded by Mr. Corrigan. VOTE: All said I, Motion passed unanimously.

McVey reported they met to discuss the pay of the temporary position, and that the Committee recommended to the board that a full-time temp employee get $10 per hour, and not to work exceeding as the Procedure Manual states in Section 302 B, not to exceed six (6) months.

There would be no benefits included. The Committee recommended not hiring anyone at this time. Mr. Bottorf reported also that Mr. Lanaghan had planned on discussing it at the May meeting.

Mr. Abdalla made motion to approve the Committee’s recommendation to pay the Temporary Full Time employee position $10 per hour, and not to work more than the Procedure Manual states in Section 302 B, although not hiring for the position at this time. The Board briefly discussed the summer student help pay rate, and minimum the wage rate. Mr. King seconded the motion. VOTE: 10 Yea’s, with Mr. Kolanski abstaining. Motion passed.

Mr. Misselwitz reported that the landfill was given a permit to install a temporary flare to start burning off the gases, which is two years in advance. Mr. Argentine asked about the complaints received. Mr. Misselwitz stated due to the lawsuit all he could say is that they still do receive them.

Mr. Bottorf reported that some of the recyclables from Belmont are being taken to Kimble in Cambridge, and the rest is going to Neville Island in Pittsburgh and is now costing $30 per ton for them to accept it. Two trial trips were made to Portage, and Mr. Lanaghan had two meetings with Mr. Kimble before he left.

Mr. Bottorf stated the plan is to do the Director’s evaluation on May 18, 2009 after the regular board meeting at the Wintersville Office. He stated that he has been looking at a couple of sites to hold the Belmont meetings since the Belmont Office is so cramped. The board briefly discussed how the offices might combine sometime in the future near where the two counties meet. The Wintersville Office location was discussed in regards to the rumor of the building being sold to the Christian School. Mr. Bottorf said they would first see if it’s sold.

Board members discussed the spending on advertising. Mr. Bottorf reported that the Executive Committee had wanted to cut back on the amount of advertising and that the subject would be covered at the next (April) Board Meeting. He stated that Mr. Lanaghan was directed before he left to cut back on all the advertising that they weren’t under contract for. The board discussed the contract with EM-Media costing $150 per month. Mr. Bottorf suggested it may be less expensive to restrict the spending rather then cut due to the contracts wording.

Mr. Mascio explained that he reviewed the contract from EM-Media and had added some language, one of which was to add “that any advertising would be subject to the approval of either the Executive Director and/or the Executive Committee prior to that advertising being purchased.” He went on to say that it is his understanding that they have entered into an agreement with WTOV9 in the amount of $20,000, the contract for which he never saw.

Mr. Hays said he talked to EM-Media and that the Authority was under contract for $20,000 for the remainder of the year, as well as the production cost of a “music jingle” for $3,000. The board continued to discuss options with legal council.

Mr. Hays reported he has been holding payment on the March bill in the amount of $2,500 until the Boards decision. It covers the contract portion with WTOV9, $150 for the jingle production, and part for the wtov.com contract.

Mr. Bottorf read from a copy of an email dated 4/17 from Mr. Lanaghan to the Executive Committee, which stated that “he told EM-Media that the Board wants to pull the advertising except for what we are contractually obligated to do. As for WTOV Going Green Sponsoring, we have committed to $1,280 per Month, we owe roughly $2,500 for the jingle which is going to be paid over the next 5 months, and a $150 retainer. The advertising cost for April and May will be $ 1,930, we will not be doing any additional advertising, and he was able to get WTOV to do PSA’s for the E-Cycling events, the PSA’s are free.”

Mr. Bottorf expressed his concern for sending the wrong signal if they cancelled their sponsorship with the WTOV Going Green, he recommended doing what Mr. Mascio talked about, which is pulling all advertising except what they are contractually obligated to. Mr. McVey stated he didn’t have an issue with the contract just the entering into it without Board approval. Mr. Mascio explained that the contract was set up in January with the intent that the Executive Committee would give approval and the Executive Director would sign the contract so that they wouldn’t have to round up Board members to get signatures.

Mrs. Favede asked how much of the advertising has been encumbered beside the $20,000 contract with WTOV. Mr. Hays reported approximately 75% of the $40,000 is obligated. Mr. Mascio stated that if we wish to discontinue the consultant fees, we need to send a letter with consideration of the thirty (30) day notice of termination clause of the agreement. The board continued to discuss.

Mr. Abdalla made a motion to suspend all advertising other than what they are obligated to do by contract, and have Mr. Mascio send a letter to EM-Media with the thirty (30) day notice of termination of the monthly $150 consulting agreement. Mr. Argentine seconded the motion. Vote by roll call: All Yea’s. Motion passed.

Mr. Bottorf reported that the Household Hazardous Waste Collection is tentatively set for June 13, 2009 at the old Giant Eagle in Bridgeport in Belmont County. The Board will need to authorize the event, with the cost estimated by Heritage-WTI to be $35,000 - $40,000. Last years event in Jefferson County costing $34,000 and ways of advertising this year were discussed.

Mr. Argentine made a motion authorizing the Household Hazardous Waste Collection for June 13, 2009 by Heritage-WTI with an estimated cost of $40,000. Mrs. Favede seconded. Vote: Unanimous Yeah by roll call. Motion passed.

Mr. Bottorf presented information from Nursing Corp for drug testing the CDL drivers. Mr. Hays stated that Mr. Lanaghan called him and asked who the County Engineers Office uses. Board members discussed the other testing company Work Care and how they operate in regards to costs. The matter was tabled until Mr. Lanaghan returns at the next meeting. Mr. Corrigan stated that he would have someone from the Work Care Program provide their cost information for consideration as well. Mr. Bottorf added that the Nursing Corp Company also has locations in Belmont County.

Mr. Bottorf reported that they won’t be changing to the radio’s for the drivers, they will remain with the cell phone system due to the cost not being much cheaper.

Mr. McVey made a motion to go into Executive Session to discuss the Director Evaluation and other Personnel Issue. Mrs. Godwin seconded. Vote: Unanimous Yea by roll call. Motion carried.

Mr. Argentine made a motion to have Mr. Mascio hire an independent auditor to audit the 2008 and first quarter of 2009 recycling activity, also to hire a consultant to develop and redesign the recycling plan and policy. Mr. Weekly seconded. Vote: Unanimous Yea by roll call. Motion carried.