DRAFT MINUTES (updated 8\17/2010)
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