DRAFT MINUTES (updated 5/16/2011)
WASTE MANAGEMENT COMMITTEE
ANNUAL MEETING SCHEDULE 2011-2012
THE WASTE MANAGEMENT COMMITTEE MEETS EVERY THIRD TUESDAY AT 9:00 AM AT PEAINE TOWNSHIP HALL.
OCTOBER 18
NOVEMBER 15
DECEMBER 20
JANUARY 17
FEBRUARY 21
MARCH 20
APRIL 17
MAY 15
WASTE MANAGEMENT COMMITTEE
MINUTES, JANUARY 17, 2012
Present: Jim Birdsall, Paul Welke, Angel Welke, Tim McDonough, Jack Gallagher, J. Wierenga, Ed Troutman
Absent: None
Other attendees: Amy Burris
Meeting called to order at Peaine Township Hall at 9:00 am.
There were no minutes for November or December of 2011 due to lack of quorum.
Motion by T. McDonough with second by E. Troutman to accept the October minutes. Unanimous consent.
Angel Welke reported that there appears to be something near $12000 in overdue accounts receivable and that we may also owe a number of patrons an amount which could be near $3000 to return overcharges to their account. We have substantial problems with the software and its implementation that needs immediate action.
Regarding the need for new management A. Welke suggested that we consider the possibility of privatizing the operation. The only other option is to move forward with hiring new management. She suggested that we also consider outsourcing or accounting needs. After some vigorous discussion the consensus was to attempt to hire a new Station Manager, continue for the time being with Darryl Butler handling the equipment maintenance, and look for outside help with the bookkeeping issues.
Motion by E. Troutman to seek Townships permission to post for new Manager, Part time accounting help, and seek some legal advice regarding some personnel and staffing issues. Second by Jack Gallagher. Unanimous consent.
Motion by E. Troutman with second by T. McDonough to authorize Angel Welke and Jean Wierenga to consult with township attorneys about these issues as well as the job descriptions. Unanimous consent.
Motion by Angel Welke with second by J.Gallagher to accept the proposed job description which includes the modifications by Ed Troutman.
More discussion regarding the accounting software which is not working properly and the need to find someone who can get the system up and running.
Motion by Jean Wierenga with second by Ed Troutman to move forward with job postings as soon as they are approved by the townships. Unanimous consent.
Jack Gallagher will send RFPs for trash burial and mainland transport with the hope that we will have responses by next meeting which is February 21, 2012
Motion to adjourn at 10.20 by Ed Troutman, with second by Jack Gallagher. Unanimous consent.
Jim Birdsall, Secretary
Waste Management Committee
Minutes, October 20, 2011
Present: Jim Birdsall, Jack Gallagher, Ed Troutman, Angel Welke, Paul Welke, Jean Wierenga, Tim McDonough
Public: None in attendance
Meeting called to order at 9:00 am by Angel Welke.
Motion by J. Wierenga with second from Ed Troutman to approve the September minutes. Unanimous consent.
General discussion of what to do with the management of the Transfer Station on an interim basis due to the untimely death of Doug Bugai. At this time, operations appear to be going along normally and the activity is substantially decreased since we are now well past the tourist season and will be going to winter hours on November 1. Board consensus to have Angel and Jean meet with Tim and Amy regarding their thoughts on the subject and their interest level in handling the interim management. Jean and Angel are to make a suggestion to the committee at the next meeting on that subject. It is the intention of the committee to create a new job description for the Station Manager and to post the job opening and have a new manager in place well before the activity level begins to increase in the spring.
Amy Burris made a report on the station operations and noted that all duties were being handled as normal and there is sufficient labor coverage of the open hours at the present time. Board consensus is that it would be good to find an additional part time employee who could fill-in when necessary.
Amy reported that they are having problems with the large number of credit accounts that have been established over the years. Amy requested that the board look into the matter and establish clear procedures on the subject. Angel Welke will get a list of current accounts. General discussion regarding the limited need for credit accounts and that we should remove most of them from the books and concentrate on accounts for businesses who have significant transfer station activity and significant fees. General consensus that there is no need for individual homeowners to have credit accounts which just becomes a bookkeeping exercise for a limited staff.
Motion by Paul Welke with second by Tim McDonough to accept green bags or black bags if the black bag fee is paid for on delivery to the station with exception of commercial accounts. Unanimous consent.
Motion by Tim McDonough with second by Ed Troutman to have Angel draft a letter to individual account holders regarding changes in policy effective 12/1/11. Unanimous consent.
Some discussion of how to handle Gaylords that are very heavy and cannot be dumped into the containers. Amy was advised to use best judgment on a case by case basis.
Amy reports that there is a lack of understanding about some of the Station procedures and that our rules and policies are not publicized as well as they could be. She has tried to get them inserted into the Chamber website without success. Angel and Jean will discuss the problem with the Executive Director. Amy suggests that we update our Recyclable Information. (we can probably get them published on the Peaine Township website as well)
Neither Tim nor Amy have Commercial Drivers Licenses and therefore, they should not be delivering the containers for shipment. Angel offered to talk with Matt Fogg to see if he can do the pick-up for us on an interim basis.
Discussed need to get the new POS software installed and understood as soon as possible.
We will have a review of the Job Description for the Manager at the November meeting.
Ed Troutman suggested that it is time for us to begin reviewing our fee schedule. General agreement but no action taken.
Motion to adjourn at 10: 15 by Ed Troutman with second by Paul Welke. Unanimous consent. Next meeting November 22.
Jim Birdsall, Secretary
Members Present: Ed Troutman, Jack Gallagher, Jean Wierenga, Jim Birdsall
Absent: Paul Welke, Tim McDonough
No public in attendance.
Meeting called to order by Angel Welke at 9:00 am in Peaine Township Hall.
Motion by Ed Troutman with second by Jean Wierenga to approve the July 19 minutes. Unanimous consent. There was no meeting in August.
No specific news on the acquisition of a rolloff truck although a new website that may have potential has been found. This is an ongoing issue.
Doug Bugai is having some health problems which has kept him off of the job. Committee decided that we need to be making some plans for interim management should that become necessary.
Angel will work on the Manager's job description and send out suggestions for the committee. We also agreed to do a review of the salaries involved at the Transfer Station.
Suggestion made to review our fee schedules and our need to implement the point of sale register at the Transfer Station so that adequate data can be retrieved. Discussion set for October.
We will need to be soliciting bids for waste transport and burial for the next shipping season. We should be sending out RFPs late in the year so we have responses well before our next season. More discussion in October.
Jim Birdsall, Secretary
Present: Angel Welke, Ed Troutman, Jean Wierenga, Tim McDonough, John (Jack) Gallagher
Absent: Jim Birdsall and Paul Welke
Other Attendees: Doug Bugai
Meeting called to order at 9:00 A.M.
Motion made by Ed Troutman and seconded by Jean Wierenga to approve the minutes of the May 17, 2011meeting. Motion passed with unanimous consent.
Motion made by Tim McDonough and seconded by Jean Wierenga to approve the minutes of the Special Meeting of May 24, 2011. Motion passed by unanimous consent.
Discussion of practicality of meeting in August and since a quorum will not be available the meeting will not be held.
Motion made by Ed Troutman and seconded by Tim McDonough for a resolution to thank Jean Wierenga for her years of service as Chairwoman of the Beaver Island Waste Management Committee. The resolution was unanimously approved by individual role vote.
Doug Bugai was in attendance at the meeting and he commented on how busy the transfer station has been for the past month. He advised almost everyday has over 200 customers through the transfer station and on some days the number has been in excess of 300. Doug advised the current supply of “green” bags was almost exhausted. He advised the current bags are 1mm. He has ordered new bags which will be 2mm. The new bags are increasing the cost per bag from about $0.10 to a bit over $0.20 per bag. Doug suggested we adjust the price to $2.50 per bag retail due to the increased cost and to charge $2.35 wholesale. Ed Troutman suggested $2.35 did not allow enough for the retail businesses for labor and potential leakage. He suggested a wholesale cost of $2.25.
Motion made by Jean Wierenga and seconded by Ed Troutman setting the price of $2.50 retail and $2.25 wholesale for the transfer station bags. Motion passed by unanimous consent.
In Paul Welke’s absence Angel Welke advised there were many roll-off trucks available on a country wide basis. She suggested we limit the search to the Midwest (Michigan, Ohio, Indiana, and Illinois) to reduce cost for inspection and transporting the vehicle to Charlevoix.
She advised Island Airways did have a number of charters in this area which would enable Paul Welke to inspect at minimal cost if any. There was discussion and it was decided to proceed in this manner.
Angel provided an update on the point of service system at the Transfer Station, advising this will have to be a priority in the fall.
Jack Gallagher advised the agreement with American Waste and Saint James Marine would be expiring soon. He suggested we seek extension of the rate agreement through the end of the year with both organizations, advising we would be seeking bids effective for the next shipping season.
Motion made by Ed Troutman and seconded by Jean Wierenga authorizing Jack Gallagher to proceed in seeking the extension from American Waste and Saint James Marine. Motion passed by unanimous consent.
Ed Troutman advised he would contact BIBCO advising we would be seeking bids for the next shipping season.
Jack Gallagher raised a question concerning recycling and advised he would follow for clarification of products involved and costs with the person in charge—(Michele Green)>
Jean Wierenga made a motion and seconded by Tim McDonough for meeting adjournment.
Motion passed by Unanimous consent.
SPECIAL MEETING MAY 24, 2011
Present: Jack Gallagher, Angel Welke, Paul Welke, Ed Troutman, Jean Wierenga, Tim McDonough, Jim Birdsall
Other attendees: Joe Moore, Bob Tidmore
Meeting called to order at 6:58 am at Peaine Township Hall.
Agenda items : creation of an office of Vice-Chair, and Election of Officers.
Motion to add the office of Vice-Chair by Ed Troutman with second by Angel Welke. Unanimous consent.
Motion to elect Angel Welke to office of Chairman by Ed Troutman, with second by Jean Wierenga. Unanimous consent.
Tim McDonough declined to be considered for Vice-Chair.
Motion to elect Ed Troutman the Vice-Chair by Angel Welke with second by Paul Welke. Unanimous consent.
Motion to elect Jim Birdsall Secretary by Jack Gallagher, with second by Angel Welke. Unanimous consent.
Jack Gallagher mentioned that Darryl Butler Sr. wishes to buy back the horse trailer that he sold to the committee some years ago. Decision as to price to be made at the June meeting.
Motion to adjourn by Ed Troutman, with second by Angel Welke. Unanimous consent. 7:08 am.
Jim Birdsall, Secretary.
WASTE COMMITTEE MEETING MINUTES
May 17, 2011, Peaine Township Hall
Present: Jean Wierenga, Ed Troutman, Jack Gallagher, Jim Birdsall, Tim McDonough, Angel Welke
Absent: Paul Welke
Other attendees: Joe Moore, Ken & Judy Taylor, Doug Bugai, Tim Meyers
Meeting called to order at 9:00 am.
Motion by E. Troutman with second by A. Welke to approve the minutes of the February meeting. Unanimous consent.
Transfer Station Report from Doug Bugai: Business was down a bit last season primarily due to lack of construction projects. We have no problems with shipping off the waste via St. James Marine. We have a 40 yard container that is leaking and needs to be repaired. Doug is working on the problem. Asked Doug to get verbal estimates of repair or replacement from the manufacturer. Doug asked to add the “traffic count” to his monthly report.
Considerable time spent on a complaint by Jean Wierenga about the actions of employee Tim Meyers. Both parties were interviewed by the whole committee in public session at the request of Mr. Meyers. Motion by Angel Welke with second by Ed Troutman that the Waste Committee investigate and become familiar with all disposal regulations—federal, state, county; the Waste Committee will establish appropriate policies and procedures so that we will conform to the rules and regulations that apply to us; the Waste Committee will train both the Board and the Station Staff on those policies and procedures. Unanimous consent.
Motion by Angel Welke with second by Tim McDonough to establish the appropriate personnel policies for the Transfer Station. Unanimous consent.
General consensus that we need a communication policy, a confidentiality policy and we need proper postings at the Waste Station that reflect our policies on the handling of different types of waste.
Motion by Angel with second by Jim Birdsall to ask Jean Wierenga to check with attorney on confidentiality policy. Unanimous consent.
Motion by Jim Birdsall with second by Angel Welke to ask Ed Troutman to send a letter to Tim Meyers affirming that his job is not at risk over the incident and pointing out that if he had reason to believe that there were irregularities or procedure violations, that those concerns should have been transmitted through the Waste Management committee in the absence of the Waste Station Manager.
Insurance report from Ed Troutman: the bottom line seems to be that we are doing as well as we can do given the small group of employees we have and given that there are two townships involved.
Report on rolloff truck availability indicates that our estimate of $25,000 is probably low. Still more investigation to be done. Jack Gallagher indicated that there might be some grant money available from the RDA. Jack to investigate.
Established the third Tuesday of each month as the meeting date. Meeting scheduled for 9: 00 am at Peaine Township Hall. A 12 month schedule will be posted around town and on the Peaine website. Motion by Tim McDonough, second by Angel Welke. Unanimous consent.
We agreed that in the absence of any other township agreements, we will use the 1991 agreement to guide our activities. There appears to be ample authority conveyed by that agreement for us to make decisions regarding officer elections, and officer terms.
Election of Officers: Last election took place approximately 12 years ago. Angel Welke excused herself from the meeting at the beginning of this discussion. Discussion and consensus that it would be best if all members of the board could be present for an election. To that end it was suggested that the Chair call a special meeting for that purpose and to hold it early in the morning in order to avoid conflict with the workday of several members. Jean Wierenga will poll the members to determine a time when all can be present.
Motion to adjourn from Ed Troutman with second by Tim McDonough. Unanimous consent.
Jim Birdsall Acting Secretary
Waste Management Committee minutes---April 19,2011
Present: Jack Gallagher, Jim Birdsall, Angel Welke, Jean Wierenga, Ed Troutman, Tim McDonough.
Absent: Paul Welke
Other attendees: Joe Moore, Ken Taylor, Bob Tidmore,
Waste Station employees: Doug Bugai, Tim Meyers
Meeting opened at 9:00 am at Peaine Township hall.
Discussion of items to be added to the agenda at Jack Gallaghers's request included :
Election of Officers, Determination of meeting schedule and posting of schedule and the fact that the current meeting was not properly posted under Michigan law. After a brief discussion the committee decided that it would not be proper to go forward with a meeting and that we should postpone it until April 26, at 9:00 am which will allow time for proper posting to take place.
No other decisions were made since there was no official meeting.
Jim Birdsall
Acting Secretary
Waste Management Committee Minutes, February 15, 2011, Peaine Township Hall
Present: E. Troutman, J. Gallagher, J. Wierenga, J.Birdsall, T. McDonough, P. Welke, A. Welke
Other attendees: Daryl Butler
Motion by E. Troutman with second by J. Gallagher to accept the minutes of the Jan. 19, 2011 meeting. Unanimous consent.
Report from Darrell Butler: Discussion of the rolloff truck that is needed. Probably rated at 60,000 # with standard frame size. Price ranges seem to be from $10000 to $30,000. Discussion of model years, and geography where we should be looking. P. Welke advised us to look in the south where there will have been minimal salt damage to the truck.
Motion by A. Welke and second by J. Gallagher. A budget of $25000 is authorized for the acquisition of a rolloff truck and up to $30,000 to include related transportation and acquisition expenses. Ed Troutman, Paul Welke, and Darrell Butler will be responsible for locating an acceptable truck. Unanimous consent.
Darrell reports that we need tires for the flatbed truck and they are estimated to be $150 apiece for 6 tires. Motion by A. Welke, with second by T. McDonough to give Darrell authority to spend up to $2500 for tires including shipping and labor expenses. Unanimous consent.
Need to review Darrell's timecards to determine hours of operation of the chipper and hours of maintenance. At least ½ of the brush has been handled to date including new brush that has been brought in. There was a rough guess that it may be costing $350 to $400 per hour to run the machine. J. Gallagher will do some income and expense analysis on the chipper within a few weeks.
We have a damaged container that needs repair because it is not useable in the current condition. Suggestion that it be shipped to mainland to the original supplier for a quote on the price of repair. unanimous agreement.
The Boat Company may start to charge us for shipping the cardboard off of the island. We need to ask Doug to see if there are any alternative methods of handling this material.
General discussion of proposed budget submitted by E. Troutman. Budget accepted with minor change in the equipment purchase category which was reduced from $40000 to $30000. Motion to adopt revised budget by J. Wierenga, Second by A. Welke. Unanimous consent. E. Troutman and J. Birdsall have been given the task of spreading the budget over a 12 month period based on prior experience.
Discussion of the black bags that are accepted at the Transfer Station in place of the Green Bags. Motion by E. Troutman , second by A. Welke to make a flat rate charge of $3.00 per bag for “consumer type” waste bags so that the staff does not have to make determinations based on perceived size. They will all be $3.00 effective April 1, 2011. We need some publicity to the residents and visitors. J. Wierenga will handle. Unanimous consent.
Brief discussion of by-laws and objections by St. James attorney which centered around the fact that most of the proposed by-law language should be in the intergovernmental agreement between the townships. Since only a very simple agreement now exists, J. Birdsall will attempt to modify the existing airport agreement and rules of procedure to the Waste Committee needs and ,with luck, avoid serious legal costs by using the airport agreement as a template that has already been approved by both townships and their respective attorneys.
10:45 Motion for adjournment by A. Welke, second by J. Birdsall. I assume that there was consent because everybody was out the door before the vote was taken.
Submitted by Jim Birdsall, Acting Secretary
Waste Management Committee Minutes January 19, 2011 Peaine Township Hall 9:00 am.
Present: Jim Birdsall, Ed Troutman, Jean Wierenga, Jack Gallagher. Paul Welke and Angel Welke arrived at 9:05.
Minutes of the September meeting were approved. Motion by Ed Troutman, Second by Jack Gallagher.
Transfer Station Report: Doug Bugai presented an activity report. He reports that our change in shipping arrangements have gone smoothly and there have been no significant problems to report. A preliminary test on dumping the Gaylord Boxes into the Crusher was okay. Reported that we will need some new tires on the Flatbed Truck.
After some discussion the committee decided it would be a good idea for Doug to conduct a “show and tell” session at the Transfer Station for the Committee Members for the purpose of showing how crushing the gaylords can work. Success on this project could save significant money for the taxpayers.
Discussion on need for a “new used” rolloff truck which is used to transport the dumpsters to the dock for shipment to the mainland. If the truck fails, we are out of business. Decided to revisit this issue when we have a finalized budget.
Another discussion of the By-Laws and minor changes approved. Jean Wierenga said she would have the St. James Township Attorney review the document.
We are still in need of a review of all costs associated with the chipper. In addition we need to know the approximate current value of the equipment, and the current costs to rent this type of equipment. Jack and Angel will bring some information to the next meeting.
We have gotten nowhere on the subject of reducing our Medical Insurance costs for the employees. Angel will start over on the project since she has some experience with purchasing insurance for employees.
Ed Troutman volunteered to work on the budget numbers and Jim Birdsall offered to assist.
Motion to adjourn at 10:15 by Angel Welke, Second by Jim Birdsall. Unanimous
Submitted by Jim Birdsall, Acting Secretary.
l. Purpose: The Beaver Island Transfer Waste Management Committee (hereinafter referred to as the Committee) is established by the Townships of St. James and Peaine (hereinafter referred to as the Townships ) to jointly oversee the operation of the Beaver Island Transfer Station (hereinafter referred to as the Transfer Station) , owned by the Townships and to manage the operation in accordance with the budgets and policies established and approved by the Townships.
2 . Responsiblities :
a. The Committee shall be responsible for recommending the annual Transfer Station Budget to the Townships for adoption by the Townships . The proposed budget shall be established and submitted by January 31 of each calendar year by the Committee and/or its designee(s).
b. The Committee and/or its designee(s) shall be responsible for interviewing and recommending personnel for employment for the Transfer Station by the Townships. The personnel administration for the Transfer Station from a payroll and benefit administration is done by Peaine Township .
c. The Committee and/or its designee(s) is responsible for the personnel policies, annual reviews, and all Human Resource matters for Transfer Station employees.
d. The Peaine Township Clerk will handle the payment of all expenses associated with the Transfer Station.
• Recurring regularly budgeted items such as salary, benefits and utilities may be paid by the Peaine Township Clerk without sign off by the Committee or its designee,
• The Committee or its designee shall review and sign off on all other approved and budgeted expenses prior to payment by the Peaine Township Clerk.
• The Committee and/or its designee will not incur any expense over $2500 that was not included and approved in the annual budget.
• The Committee will review all non-budgeted expenses over $2500, approve same and submit to the townships for approval for payment.
e. All contracts and agreements required to operate the Transfer Station shall be submitted to the Townships for approval prior to implementation.
f. The Committee shall review operations, and adopt appropriate procedures and policies consistent with these bylaws.
3. Committee Members:
a. As provided in the February 4, 1991 joint resolution of the Townships, two members will be appointed from each township board and three at-large members will be appointed by mutual township board agreement with advice from the Committee .
b. Members of the Committee as appointed from the respective boards of the Townships will be appointed for three-year terms with a limit of two consecutive three-year terms. It is expected these appointments will be staggered by the Townships going forward.
c. The at-large members shall be appointed for three year terms by the Townships. One of the at- large member terms will expire each year.
4. Governance:
The Committee shall have the following Officers-Chairman, Vice Chairman, and Secretary. The initial Officers will be nominated by members of the Committee and elected on basis of majority vote of the members and serve a two year term. At the end of two years the Chairman will be replaced by the Vice Chairman who is replaced by the Secretary. The Committee will then nominate and elect a new Secretary on the basis of a majority vote of the members. The Chairman and Vice Chairman shall never be from the same township.
5 . Duties of the Chairman
a. The Chairman shall prepare the agenda and chair the meetings of the Committee.
b. The Chairman will present a proposed annual budget for the Transfer Station to the Committee for review and approval at the January meeting. If revisions are needed the approval may be delayed until the February meeting.
c. The Chairman will submit the annual budget as approved by the Committee to the Townships for review and approval.
d. The Chairman shall be the only authorized interface with the employees of the Transfer Station. In other words all direction to be given to the employees shall be through the Chairman and the Chairman only. The Chairman may select another member of the Committee to act on his/her behalf during the Chairman absences.
e. The Chairman will have the responsibility of coordinating the annual evaluation of all employees of the Transfer Station for the Committee to review and approve.
f. The Chairman has the responsibility of coordinating any and all required interim employee counselling for the Committee.
g. In carrying out the duties of the Chairman and in furtherance of the duties, responsibilities and work of the Committee the Chairman may appoint subcommittees, delegating to the subcommittee required authority and clearly enumerating the scope of the assignment. If the subcommittee requires more than one member it is expected to be made up with representation from both Townships.
h. The Chairman shall present an annual report to the Townships boards. This should be part of the annual budget request. It is expected the report and budget be presented in person by the Chairman.
i. The Chairman will prepare the agenda for the Committee meetings and chair all of the meetings of the Committee that he attends. It is expected the meeting agenda will be distributed three business days prior to the meeting in electronic format to enable additions if requested by other members of the Committee.
6 . Duties of the Vice-Chairman
The Vice-Chairman shall preside over meeting in the absence of the Chairman and perform other duties as delegated by the Chairman. It is expected the Vice-Chairman will take an active role in subcommittees.
7. Duties of the Secretary :
a. The secretary shall take minutes of all meetings of the Committee and distribute the meeting minutes 5 days prior to the next meeting in electronic format to each Committee member , the Townships clerks and the Townships supervisors if requested to do so.
b. The secretary shall maintain a binder with copies of th meeting minutes and their meeting notes. A minimum of four years of meeting notes and meeting minutes is to be maintained by the secretary. Additionally within 5 business days of a meeting, finalized meeting minutes will be signed by the secretary and provided to the clerk of each township to be filed in a permanent storage location as designated by the Townships.
8 . Executive Committee and Duties of the Executive Committee e a, The executive committee consists of the Chairman, Vice-Chairman and Secretary.
b. Responsible to prepare annual budget for the Transfer Station and submit same to the Committee for approval prior to submission to the Townships by the Chairman.
c. Primary duty is to review and approve all non-recurring approved budget items (see 2.d. above) payments to be made on behalf of the Transfer Station prior to payment by the Peaine Township Clerk.
d. Review monthly financial statements and submit for approval by the Committee.
9. Committee Meetings—Regular and Special
a. Regular Meetings will be held monthly at a time and place to be determined by the committee members with the understanding that they will endeavour to create a schedule that is conducive to public participation. The regular meeting schedule will be posted at the Peaine Township Hall, the Saint James Township Hall, the Post Office, the District Library, both Township Websites, and the Beaver Island Community Center within ten days of the first meeting in the fiscal year. A regularly scheduled meeting may be cancelled if the Committee determines the meeting is not necessary and the majority of the Committee approves. However the Committee shall not cancel consecutive regularly scheduled meetings and must hold at least six of the regularly scheduled meeting in one fiscal year. Any changes to the regular scheduled meetings must be posted within five days of the decision to change the schedule.
b. Special Meetings may be called by the Chairman or by any three of Committee members. The purpose of any and all Special Meetings shall be clearly set forth in the notice for the Special Meeting. Notices for Special Meetings shall be a minimum of 48 hours prior to the Special meeting and shall be posted at the Township buildings, the Post Office, the district Library, the Beaver Island Community Center , Township Websites and on the Forum.
10. Quorum for Meetings .
In order for there to be a quorum for a Regularly Scheduled Meeting or a called Special Meeting there must be available 4 members of the Committee.
11. Voting
a. A simple majority of a quorum present at Regular or Special meetings of the Committee shall be required for all actions taken by the Committee for the usual and customary business of the Transfer Station and the Committee.
b. For approval of the Beaver Island Transfer Station Waste Committee Bylaws and/or amendment of the Bylaws shall take a approval of 2/3 vote of all members of the Committee.
12. Effective Date of the Beaver Island Transfer Station Waste Committee Bylaws and/or amendments to the Bylaws.
a. The Bylaws must be approved by the members of the Committee
b. The Bylaws will then be submitted to the Townships for approval of their respective boards.
c. The Bylaws and/or amendments to the Bylaws will be effective when approved by the members of the Committee and by the Townships.
Sept 20, 2010
Peaine Township Hall
Present: J. Birdsall, J. Gallagher, P. LoDico, J. Wierenga, A. Welke.
Absent: E. Troutman, T. McDonough
Doug Bugai did not attend.
Meeting called to order at 9:05 am.
Motion by Gallagher and second by LoDico to accept the minutes of the July 19 and the August 2 meetings. Unanimous approval.
There are still unresolved issues on the health insurance plan in place for the transfer station employees. Not getting satisfactory response from current agent and a new agent is being engaged.
Discussion of dumping the Gaylord boxes into the compactor which has the potential of saving the Transfer Station about $5 thousand per year. Consensus to have Doug test dumping them for the next month and to review the process and any difficulties at the next board meeting in October. Motion to approve trial by Angel Welke, Jim Birdsall second. Unanimous approval.
Need to change the meeting dates of our regular scheduled meetings because Monday morning is a time when Doug finds it difficult to attend. Decided to shift the meeting from the third Monday to the third Tuesday at 9:00 am at Peaine Township hall. Motion by Angel Welke, second by Jean Wierenga. Unanimous approval.
By Laws were reviewed and some minor changes were suggested. A. Welke motion fo approve with the changes and to forward the By Laws to the Township Boards for their action. Second by J. Gallagher. Unanimous approval. Jim Birdsall will make the changes and send them to the Township Supervisors.
Angel will work with Doug to get new software set up that will handle most of our accouting requirements.
Determined that a proper cost-benefit analysis of the chipper is long overdue. We need to understand the costs of operating, repair and maintanence, and the payoff costs of the loan. these costs need to be examined in light of the opportunity to generate revenue and against the costs of renting equipment instead of owning it. Jean will ask Doug and Darryl Butler to prepare a report for the next board meeting.
We will be sending letters of acceptance of bids to American Waste and St. James Marine. Motion by A. Welke, second by J. Wierenga. Unanimous approval.
Motion to adjourn by Welke, Second by Wierenga. Unanimous approval. 10.05
Jim Birdsall, Acting Secretary
Waste Management Committee Minutes
August 16, 2010
Peaine Township Hall, 9:00 am.
Present members: Ed Troutman, Jack Gallagher, Jim Birdsall
No quorum was present and no business was transacted.
The three attendees had general discussions of Transfer Station operations and recommend that the following topics be addressed in the future:
We hope to have committee approval of the by-laws at the September meeting. Ed Troutman will send out revised copies to all members.
We need to review all of our pricing policies in relation to our actual costs of operation. Pricing for bags, brush, appliances, furniture, gaylord boxes needs to be examined. We are suggesting creation of a sub committee to investigate and report.
We need to investigate further the concept of tipping gaylords into the containers which could potentially save substantial shipping charges. Preliminary information indicates that there are real possibilities for this approach. Ed Troutman will investigate some possible options regarding lift truck accessories and new lift trucks as well.
We need to work on creation of job descriptions and requirements for all employees.
We need to carry out a complete review of the costs and potential revenue on the chipper to determine our course of action with this machine.
There was a brief review of the status of the Transfer Station budget and implications for next fiscal year.
Jim Birdsall, Acting Secretary
WASTE MANAGEMENT MEETING MINUTES JULY, 19, 2010
Peaine Township Hall, 9:00 am. Absent: A. Welke, T. McDonough Present: J. Gallagher, J. Birdsall, P. LoDico, J. Wierenga, E. Troutman
Others attending. Doug Bugai, Jon Fogg
Called to order at 9:00 am.
Motion to approve the June minutes by E.Troutman, Second by P. LoDico, Unanimous
Monthly report submitted by Doug Bugai---copy attached to these minutes.
Discussion on how we should be shipping our waste to the mainland. J. Birdsall will prepare a spreadsheet listing all of the competitive quotes so that they are all on one sheet of paper for ease of reference. J. Birdsall will also question insurance agent regarding any shortcomings in our current coverage relating to the rolloff dumpsters.
Motion by J. Gallagher, second by J. Wierenga to beging making shipments via St. James Marine in order to save transportation costs. Aye votes: Gallagher, Wierenga, Troutman, Birdsall
Abstention: LoDico. Nay votes none.
Committee decided to give Doug Bugai some flexibility regarding shipments depending on his needs, current weather conditions, and St. James Shipping schedule. It is possible that we will need to make some shipments via BIBCO but the preferred method will be through St. James Marine.
J. Birdsall was appointed to notify the Boat Company of the decision. A copy of the letter to BIBCO is attached to these minutes.
J. Wierenga will follow up with Colleen Martin regarding the software and the cash drawer for the Transfer Station.
New group health insurance policy is still not in place. Jean and Colleen meeting on 7/19 to try to get policy in place by 8/1/10.
General discussion of abandoned car situation on the island and past island practices which have been episodic and not ongoing. No decision on what the committee attitude is on this subject. Suggestion was made that we ask the townships if they have any interest in our pursuing the subject with an eye to coming up with ongoing procedures and methodology that can be in place on a regular basis to prevent the build up of waste autos and similar items.
A special meeting was called for Monday, August 2 at 9:00 in Peaine Township Hall to discuss the various proposals we expect to get from Waste Management and American Waste regarding the hauling of the waste from the dock on the mainland to the landfill or to the recycling center.
Ed Troutman is working on by-law revisions and will e-mail them.
Next regular meeting is 8/16. Same time and place.
Motion to adjourn by Gallagher, second Troutman. Unanimous. Meeting closed at 9:55
Jim Birdsall, Acting Secretary
attachments: letter to BIBCO, email from insurance agent. (Text copies below)
Peaine Township
Beaver Island , Michigan 49782
231-448-2389
Waste Management Committee
July 23, 2010
Ms. Margo Marks
President
Beaver Island Boat Company
103 Bridge Street
Charlevoix , MI 49720
Dear Ms. Marks:
The Waste Management Committee has asked me to advise you that the Committee has voted to begin making shipments of our waste and recyclables via another carrier with the objective of saving expense dollars on behalf of the island taxpayers. The decision does not confer any exclusive status to the other carrier and there are likely to be situations where it will be advantageous for the Transfer Station to use the services that BIBCO can provide. Obviously, we understand that you cannot hold open any space on your boats without a commitment from either the committee or Doug Bugai, the Transfer Station Manager.
We would request that you not hold any space open from this point forward without a specific space reservation from Doug or his designee.
If you have any questions regarding this decision, please feel free to contact me or the Committee Chair, Jean Wierenga.
Sincerely,
Jim Birdsall
Acting Secretary, Waste Committee
cc: Bill McDonough, Doug Bugai, Waste Committee
My understanding is the the Waste Management Committee was jointly formed by both St. James & Peaine Townships. Peaine is currently carrying $9,000 in "miscellaneous property &
equipment" coverage and St. James is carrying $30,000. So it would appear that we have more than enough coverage in place to take care of the dumpsters.
Adam R. Gandolfi
Municipal Underwriters of Michigan, Inc.
1-800-241-8398
Fax (989) 422-6597
Cell (989) 387-1913
From: James Birdsall
Sent: Wednesday, July 21, 2010 9:08 AM
To: AdamG
Cc: Jack Gallagher
Subject: Peaine Township----Waste Management Facility
Adam:
Two questions arose during the Waste Mangement Committee meeting this week. Although we know that you have had phone conversations with Jack Gallagher, the committee would appreciate your written response ---e-mail would be just fine.
Does our current insurance coverage protect us from the loss or damage to our rolloff dumpsters while in transit from Beaver Island to the landfill or other appropriate location on the mainland? The dumpsters will be carried by boat or barge and truck. The estimated value of the dumpsters is about $8000.00 each and may be shipped two at a time.
Is there any additional coverage that you would recommend that we ask our carriers to have or any endorsements to their policies that we should be asking them for?
We will appreciate your expertise on this matter. If you have any questions, I can be reached on 231-448-2982, Thanks.
Jim Birdsall
Waste Mangement Committee, Beaver Island
Waste Management Committee-----Meeting Minutes 6/21/10, Peaine Township Hall
Meeting called to order at 9:00 by Ed Troutman.
Members Present: Ed Troutman, Angel Welke, J. Gallagher, P. LoDico, J. Birdsall
Absent: J. Wierenga, T. McDonough
Others attending: Doug Bugai, Bill McDonough, Margo Marks, Ken Taylor
Minutes of May meeting approved. Motion by Lodico, Second Gallagher, unanimous
General discussion of Junk Yards and junk cars as they may apply to Waste Management concerns. Need to investigate township enforcement options. Perhaps a good idea to get some insights from Darryl Butler and Brian Kubesh who have some experience in getting junk cars off of the island. No real consensus of thought at this point but there seems to be agreement that the subject is one that we should be thinking about.
Doug Bugai's report. Averaging about 120 customers per day. Sold about $800 of mulch last month. Price was about $100 per load. Some discussion that it may cost us almost that much in labor to deliver the load and we need to check out our pricing.
Some question about the formal written report that was proposed several months ago. Doug stated that we would begin getting them at next meeting.
Doug and Tim are working 5 days---total of 40 hours each week.
Amy is working 3 days and a total of 34 hours each week.
Some questions brought up by Birdsall on OSHA requirements. Doug instructed to get some information from his waste acquaintances on the mainland. There also appears to be a need for written safety and training policies and documentation of compliance. We will need more information on this subject.
Computer software and cash drawer----Angel to follow up to be sure that order has been delivered and can be installed.
Brief report from Birdsall on Garden Island clean up. Suggestion that Townships put DNR on formal notice that they have a responsibility to help finish the job.
Some discussion about discounts that may be available for shipment to Ironton instead of Charlevoix. Decided we need to get all quoted costs---from Waste Management, American Waste, BIBCO, and St. James Marine onto a spread sheet so we can see what is what without having to refer to numerous documents. We are awaiting a written quote from Waste Management.
The subject of insurance coverage that we need from our waste carrier to the mainland was discussed. Consensus that we need written clarification from our carrier as to what we are currently covered for and what specific coverage we need to require of the carrier. This would allow us to begin to make some intelligent decisions regarding which carrier would provide the greatest benefit to the island taxpayers.
Brief discussion of the proposed by-laws. We now have two versions and it seems that the copy provided by Ed Troutman was a very good modification of the original proposal. Decided to ask all committee members to send comments either to Ed or to Jim regarding the by-laws and that Ed and Jim would try to incorporate those thoughts into a more polished version.
Motion to adjourn at 10:35 by Welke, Second by LoDico. Unanimous
Next meeting 9:00 am. Peaine Township Hall on July 19.
Waste Committee Minutes
May 17, 2010
Peaine Township Hall
Present: Troutman, Wierenga, Birdsall, Welke, LoDico, McDonough----Gallagher arrived at 9:15.
Guests: Mike Weede, Doug Bugai
Meeting called to order by Jean Wierenga at 9:00am
Minutes of 4/19 approved. Motion by Welke, Second by McDonough. Unanimous
Discussion on how the trash containers were placed on the St. James Marine barge in advance of final approval from the committee. There were apparently some conversations between Gallagher and Fogg and Fogg and Doug Bugai and were misinterpreted under the belief that a trial run was approved to happen before the end of May. There is still some questions as to the amount of insurance coverage that will be needed to cover the Transfer Station equipment. It was decided to move ahead with the trial run for St. James Marine as the insurance exposure was not great due to the perceived low value of the additional items on the barge. No further runs by St. James Marine are approved at this time and additional information regarding insurance is needed to make informed decisions.
Mike Weede made a presentation regarding the great amount of trash that has been accumulating on Garden Island for several generations. Mike provided the Committee with pictures of some of the problems. Mike explained that the clean up project was generated as a result of a very uncomplimentary article and pictures that recently ran in a Grand Rapids newspaper. Mike explained that there were 4 primary dump sites and cleaning the island would be a multi-phase and probably a multi-year project. The DNR is interested but has no significant resource to assist. Clean up crews planning to go to the Island on May 20 and 21 and will be tackling trash only---nothing that would be considered hazardous waste. Mike requested that the costs of transporting the waste from Beaver Island to the mainland be absorbed by the Transfer Station. There was discussion that soon centered on the fact that there was no way to charge the people who had left the trash, most of the trash had probably been bought on Beaver Island, and much of the trash was probably left by Islanders. The consensus was that the problem is a Beaver Island problem to solve. Motion by Welke to absorb the costs of transfer to the mainland was seconded by LoDico. Unanimous approval.
Decision to go ahead with new software for the new computer. Angel is going to purchase up to a maximum of $600 and will assist in installing at the Transfer Station. Software will make it easy to record all of the cash and charge transactions.
Decided that we need addtional information on used truck pricing so we have a ballpark idea of what we will need to spend on a replacement to our old truck.
Still no information from the utility regarding 3 phase power.
Both Townships have approved a new health insurance carrier with a target date of July 1 for implementation. The new policy will save the taxpayers significant expense and provide a similar level of coverage to the employees.
Preliminary discussion of proposed by laws. Discussion revolved around whether or not there should be term limits. Limiting the terms of the township board appointees can probably only be accomplised by the township boards themselves. Some discussion on the possibility of limiting terms of the at-large members. No decisions and discussion will be resumed at next meeting which will be June 21, at 9:00 am. in Peaine Township Hall.
Meeting adjourned at 10:05. Motion Welke, second LoDico. Unanimous
Jim Birdsall, Acting Secretary
Waste Management Committee Minutes 4/19/10
Peaine Township Hall
Meeting called to order at 10:00 am.
Members present: Wierenga, Troutman, LoDico, Gallagher, McDonough, Welke, Birdsall
Other attendees: Bill McDonough, Doug Bugai, Joe Moore
Minutes from 3/22/10 were reviewed and approved. Motion by Welke, second by Gallagher. Unanimous.
Discussion on Freight Carrier options:
Jack Gallagher reported that our current contract with Waste Management requires a 90 day notice of termination and we are currently obligated until 8/31/10 in any event. We must terminate the existing agreement because it gives Waste Management the right to meet any other bid and in order to get the playing field level, the contract must be terminated and all new bids solicited.
Waste Management current pricing is $745 per dumpster for pickup in Charlevoix $435 for Gaylords (shipped in qtys. of 12) $90 discount from $745 for pickup in Ironton $116 per pickup for Fuel and environmental charges.
American Waste pricing is : $650 for dumpster pickup in Charlevoix or Ironton---Includes all charges and return of container to pickup location. No quote yet on Gaylords.
Ed Troutman made a motion for Jack Gallagher to write to Waste Management to give notice of cancellation of the automatic contract renewal. Second by LoDico. Unanimous consent.
Motion by Birdsall, with second by Welke for Jack Gallagher to recap all of the details of the respective bids from Waste Management and American Waste and identify any relevant contract parameters. Unanimous consent.
Questions arose regarding the level of insurance carried by St. James Marine and would it be adequate to cover our exposures. We need advice on how much is enough. Ed Troutman suggested that we ask insurance agent to send us a letter on the subject and ask Matt Fogg attend the next meeting before we finalize any decision on a trial run for St. James Marine. Ed Troutman to follow up with insurance agent.
Computer that was ordered is here. Angel Welke stated that there is POS software and equipment available that can be utilized with new computer to handle the Transfer Station transactions quickly and record them properly. Motion by Wierenga for Welke to purchase such additional items not to exceed $1000. Second by Welke. Unanimous consent.
Current rolloff truck is a 1986 model and is showing its age. Concern by Transfer Station staff that if truck fails we have no way of moving the garbage containers to the docks for removal to the mainland. Doug and Daryl are asked to obtain more information about our current truck and the anticipated costs of obtaining another used truck suitable for the purpose.
Discussion of the possibility of spotting dumpsters at other locations to service big users. No perceived overwhelming need at this time and rough calculations of the costs of such service seem to make it unlikely to be a realistic idea.
Employee Health Insurance: Costs of existing plan are rising substantially. Ed Troutman was instrumental in finding an alternate plan that provides comparable benefits and reduces Township costs substantially. New Plan will be presented to both townships for approval.
3-phase electric service is turning out to be a significant project just to get a quote from Great Lakes Energy. Darryl will continue to run this to ground.
Proposed By-Laws will be discussed at the next meeting.
Meeting Schedule: 3 rd Monday of each month at 9:00 am at Peaine Township Hall. Jean Wierenga to post annual schedule of meetings as required by the open meetings act.
Next meeting is May 17 at 9:00 am.
Tub grinder payment schedules will be discussed next meeting.
Jean Wierenga will ask Doug Bugai to begin to use the monthly reporting form for the next meeting.
Motion to adjourn at 11:15 by Welke, Second by Troutman. Unanimous consent.
BEAVER ISLAND WASTE MANAGEMENT COMMITTEE
MINUTES OF COMMITTEE MEETING
HELD AT PEAINE TOWNSHIP HALL
JANUARY 18, 2010 AT 10:00 AM
MEETING CALLED TO ORDER BY CHAIRPERSON JEAN WIERENGA AT 10:00 AM
Members Present: Jean Wierenga, Tim McDonough, Pete LoDico and Jack Gallagher
Committee Membership: After discussion, the members present, all members of the Township Boards agreed to recommend to their respective Township Boards that the candidates previously recommended, Ed Troutman, Jim Birdsall and Angel Welke, be approved by their respective Boards to fill the three vacant positions on the Waste Management Committee
Operational Information: Doug Bugai, Transfer Station Director, provided information on the manner in which Island waste was transported from the Island to Charlevoix via Beaver Island Boat Company. The typical schedule for shipping was given with reasons for the schedule being developed well before the beginning of the shipping season.
Competitive Pricing From Vendors/Suppliers: Discussion took place concerning the need to obtain competitive quotes from suppliers/vendors where more than one supplier/vendor was interested in submitting quotes to provide the required service. The primary focus of the discussions centered on the cost of transport from the Island and the burial/disposition costs of Island waste.
It was agreed that information would be obtained to proceed with developing this process and efforts to obtain competitive prices would be started as soon as practical. The Committee agreed to invite Matt Fogg of Fogg Towing to meet with the Committee at its next meeting. Bill McDonough, representing the Beaver Island Boat Company, explained how the Waste Management operation would benefit competitively from the Boat Company's rebate program.
Insurance Coverage: Jean Wierenga agreed to obtain information on insurance coverage while the waste hauler operates the Waste Management vehicle in delivering our waste to the disposal site.
Future Meeting Dates Set: Committee decided the meeting dates and times for the months of February, March and April would be: February 22, 2010, March 15, 2010 and April 19, 2010. All meetings are to be held at the Peaine Township Hall at 10:00 AM.
Meeting Adjourned by unanimous vote at 11:30 AM
Submitted: Jack Gallagher, Acting Secretary