Jefferson-Belmont Regional Solid Waste Authority

January 2010 Minutes
Minutes
Monday, February 22, 2010

JEFFERSON – BELMONT REGIONAL SOLID WASTE AUTHORTY

MINUTES FROM MEETING OF JANUARY 11, 2010

ROLL CALL:

PRESENT: John Abdalla, Edward Argentine, Terry Bell, Tom Bottorf, Ginny Favede, Tom Gentile, Barbara Godwin, James King, Anthony Kolanski, Bruce Misselwitz, Domenic Mucci, William Weekley

ABSENT: Chuck Dawson, Ryan Lee

OTHERS: Jack Cera, Dave Hays, John Mascio, Diane Julio, Rich Brandt 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 5:10 PM on, Monday, January 11, 2010.

MINUTES: A motion to approve the December 10, 2009 regular monthly meeting minutes was made by Mr. Mucci and seconded by Mrs. Favede. VOTE: All said Aye. Motion passed.

CORRESPONDENCE: Jack Cera

Mr. Cera stated all board members should have a copy of the Apex report and offered to answer any questions.

Mr. Cera reported he received a copy of the EPA response letter to German Township. The Township had sent a letter and a resolution to the Authority, EPA and Apex requesting a $0.08 per ton of the Apex CDD disposal fee. The EPA’s response to the letter explained that the landfill was not obligated to pay the fees directly to them and that the facility was not entirely located in their township limits, which would not entitle them to the entire $0.08 per ton host community fee. The EPA informed German Township to submit their documents to the Jefferson County Board of Health. The board briefly discussed the issue.

Mr. Cera informed the board they received Thank You letters from the Steubenville Urban Mission, Steubenville Salvation Army, and the Bridgeport Christian Friendship Council, for the Authority’s donations of paper recycling funds.

Mr. Cera informed the board that he received an email from the Herald Star Online regarding advertising in the Pride & Progress Addition, the deadline to purchase is coming up next week.

The contract was received from Shadyside Cartage for curbside recycling in Powhatan Point. A few changes were made to clarify where they could take the materials to ensure they would be recycled. Mr. Cera stated he and Tammy would be getting with the Mayor to try to encourage more participation in Powhatan.

Mrs. Favede made a motion to approve the renewal contract with Shadyside Cartage at the same rate, Mrs. Godwin seconded. VOTE: All said Aye. Motion passed.

Mr. Cera said he had a letter from the EPA announcing Disaster Debris training, he explained the reasons why he would like to have Tammy, Diane and possibly himself attend. He also offered to provide a copy to anyone who would like to attend.

FISCAL REPORT: Dave Hays

Mr. Hays reported revenues for $143,443, with expenditures of $118,848 and net income of $24,596. He stated year to date revenue for 2009 was $1,841,730, and that they had budgeted $1.6 million. Net income for the year was $173,662. He had sent out the December expenditures and paper recycling expenditures, and offered to answer any questions.

Mr. Argentine made a motion to approve the Fiscal Officer’s report, Mr. Kolanski seconded. VOTE: All said Aye. Motion passed.

Mr. Hays stated that at the end of December the budgeted appropriations for the Jefferson County paper recycling went over budget because more was collected and paid out, he sent an email to the Finance Committee for approval then made an adjustment increasing appropriations in that line item by $4.925.44 to be in compliance. He asked for a retroactive approve of that appropriation increase.

Mr. Mucci made a motion to approve the retroactive appropriation increase of $4,925.44 to the Paper Recycling Line Item, Mr. Bell seconded the motion. VOTE: All said Aye. Motion passed.

2010 Budget

Mr. Hays stated the temporary budget was approved in July and that he and Mr. Cera would meet to develop a budget for 2010 and they would then send a copy to the Finance Committee to review before asking for approval of the Permanent Appropriations at the February Meeting.

EXECUTIVE COMMITTEE REPORT: Thomas Bottorf

None.

FINANCE COMMITTEE REPORT: Barbara Godwin

None.

PERSONNEL COMMITTEE REPORT: William Weekley

None.

PLANNING COMMITTEE REPORT: Chuck Dawson

None.

COORDINATOR’S REPORT: Jack Cera

Mr. Cera received a bill for the Re-TRAC system that was being created and managed by the Emerge Company. He, Mr. Bottorf and Natalie each explained what they knew about the program that was approved by the board when Mr. Lanaghan was Director. Mr. Cera and Mr. Hays had agreed to hold off paying the company the $1,500 annual maintenance fee until more information is received from the company. The board discussed the system and the slow progress of creating it by the Emerge Company. Mr. Mascio said he would go through his files to see if he had any paperwork regarding the Company. Mr. Cera had emailed the Company and was waiting for more information from them. The matter was tabled until the next meeting.

Mr. Cera said he was contacted by Keith Kimble at the end of last month. They visited some of the community sites, as well as the cell in Wintersville, and discussed the recycling programs. He has a MRF and might be interested in taking over some of the community recycling. Mr. Bottorf explained it originally started as a discussion with him as a way to look at the barns in Belmont County to try to reduce the re-handling of the materials and the traveling, and that they use to handle Harrison County’s materials. Mr. Cera said he told Mr. Kimble that there would be no changes in the near future and any may depend on the options presented by the consultant if one is hired.

Mr. Cera then reported the numbers for the third quarter 2009; Jefferson County reported 748,043 pounds of paper while Belmont County reported 362,605 pounds of paper, for a total of 1,110,648 pounds. For co-mingled, Belmont County had 134,060 pounds, and 195,000 pounds in Jefferson County, for a total of 329,060 pounds.

LANDFILL ISSUES: Bruce Misselwitz

Mr. Misselwitz reported that Apex received its permit to expand their facility, but that his office had not yet received any official notification. He stated that his office wanted a policy in place that they investigate every noise or odor complaint and that the policy was put in place. He stated that Apex has not received contract for the increase in permitted tonnage. The rate of complaints received was briefly discussed by the board.

OLD BUSINESS:

2009 Business Plan Consultants

Mr. Cera reported he received seven (7) proposals from consultants and that they had been sent to members electronically, except for one that did not submit an electronic proposal. The seven were from Nestor, GBB Consultants, Resource Development Associates, SCS Engineers, JAZ Environmental, Waste Alternatives, and GT Environmental. Mr. Bottorf suggested having the Planning Committee and Coordinator go over the proposals and then make recommendations to the Board. Mr. Gentile recommended the Committee interview all seven of them, narrow it down to a few and then negotiate their rates. Board members agreed they should have a list of general parameters and a score sheet before hand, and that they would need to be aware of what they want from the consultants. Mr. Bottorf stated the objectives in hiring the consulting firm would be following what the plan states, to make the recycling more efficient. Mr. Cera stated it could also look at other items in the plan such as curbside and other long range planning items. Several members stated the consultants should also provide the costs for what they propose to provide the Authority. Mr. Bottorf said the estimated costs for the services should be around $20,000-$40,000. Mr. Cera explained that the programs are growing so quickly that it’s getting difficult to do what they need to do, and he is ready to move forward. Mrs. Favede stated the Planning Committee would meet in the next two weeks with Mr. Cera, create an outline of what the board would like to accomplish, present it to the board and then begin interviewing the consultants sometime next month.

Wintersville Cell – Electrical service

Mr. Hays said they ran into another problem getting electric to the cell. He explained at the last meeting that a company submitted a proposal for running the electric from an existing electrical box in a manhole out to the recycling cell. They have since found out that the box in the manhole is already maxed out as far as capacity, so they can’t do it that way. The best option according to different sources is to have the AEP run a new service from a utility pole, and he would like to get a quote for it. He is unsure of how the Commissioners would feel about it since this option would make it a more permanent site. Mr. Mascio stated they had discussed getting one but we don’t have an agreement with the commissioners yet. Mr. Gentile explained how the Power Company would probably run it at a reasonable cost. Mr. Abdalla and Mr. Gentile told Mr. Hays to call AEP and get the proposal.

NEW BUSINESS:

Grants

Mr. Bottorf introduced Rich Brandt from Valley Converting. Mr. Brandt announced that Valley Converting intended to apply for a third grant from ODNR. He said they previously received grants in 2005 for $163,000 and in 2007 for $188,000. They are matching grants. He asked the Board for a Resolution of Support and they would handle everything else. Mr. Mascio discussed the previous grants and the board’s previous concerns which lead to an agreement of understanding ensuring it would not cost the Authority any money. He suggested doing the same process. The Authority agreed to pass a Resolution, fill out the endorsement page and enter into an agreement with Valley Converting. The Authority would receive the funds from the ODNR and pass them through to Valley Converting just as the previous grants. Mr. Brandt stated that the deadline for the application is February 1, 2010 and would not be able to wait until the next meeting for the documents.

Mr. Bell made a motion that legal council works with Rich Brandt of Valley Converting to move forward with the grant application for ODNR, Mr. Gentile seconded. VOTE: All said Aye. Motion passed.

Mr. Cera stated he would like to begin the process for the Authority’s Grants that are issued. He stated he believed we were behind schedule from previous years. Mr. Bottorf referred the issue to the Planning Committee.

Mr. Cera discussed wanting to start scheduling the Collections, such as tire, HHW, Electronics and Community Cleanups. Mr. Bottorf stated they should take a look at the tire collections program due to the abuse of the program last year. He reminded the board that last year they had to hire overnight security for some of the sites to stop the dumping of tires in the middle of the night by businesses. The collections are limited to the public. He also discussed looking at other companies to handle the Electronics collection due to the high cost last year. Mrs. Favede agreed they need to begin scheduling.

Mr. Abdalla exited the meeting.

The cost of last year’s collections and how grants were given for the community cleanups were discussed by the board. Mrs. Julio explained how the cleanups worked in both counties.

Appointment of Legal Council

Mr. Argentine made a motion to retain Mr. John Mascio as legal council by the same terms for a one year contract, Mr. Bell seconded the motion. VOTE: All said Aye. Motion passed.

EPA Mini Grant

Mr. Cera stated that he and the staff are working to apply for an EPA Mini Grant for $5,000 to purchase model landfills. We would purchase four models, two for the teachers to borrow, and two for the staff to take to community activities.

Mr. Cera asked the board to think about trading in the Community Service Uplander Van for a more suitable vehicle such as a pickup truck. He discussed problems with towing the trailer and having to load materials into the van. The board briefly discussed and tabled this issue until the next meeting.

Next meeting was set for Monday, February 8, 2010 in Belmont County, with location to be determined.

Mr. Bottorf asked the board to go into Executive Session to discuss personnel matters.

Mr. Argentine made a motion to go into Executive Session, Mr. Mucci seconded. VOTE: All said Aye. Motion passed.

Mrs. Favede made a motion to come out of Executive Session, Mr. King seconded.

VOTE: All said Aye. Motion passed.

No action was taken as a result of the Executive Session.

ADJOURNMENT: With no further business to come before the board, Mr. Bell made a motion to adjourn the meeting, Mr. Weekley seconded. VOTE: All said Aye. Motion passed.

The meeting was adjourned at 6:55 pm.

ATTEST: _____________________________ ______________________________

Thomas Bottorf, Chairman Bruce Misselwitz, Secretary

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