Unless otherwise posted, all meetings will be at 9:00 am at Peaine Township Hall on the third Tuesday of every month.
February 17, 2015
Chairperson Angel Welke called the regular meeting of the Waste Management Committee to order at 9am on February 17, 2015. Also present were Bill Haggard, Bill Kohls, Ernie Martin, Jean Wierenga and Brad Swearingen. Paul Welke and Joe Moore were absent.
Motion by Welke and seconded by Haggard to approve the minutes as written of the December 16, 2014 meeting. Motion carried.
Swearingen stated all running smoothly at the Transfer Station. No issues with available space for storage. The overhang on back side of building has not been fixed. Bids went out three different times and no interest. The winter staffing schedule working well.
Kohls stated that lowering the millage should not be considered at this time until a 5 year plan is in place for necessary upgrades. This coming year there are plans to move forward to have a concrete pad constructed for the empty containers to sit on, which would be a 60X40 pad. Also, a docking pad extension behind the building be put in, when concrete is being poured for the large pad. Possibly purchase one more open container. A welder is another item requested.
Change Status for Bob Marsh: Motion made by Welke to increase employee Bob Marsh to full time status and provide health insurance. Motion seconded by Wierenga. Motion carried. Motion by Haggard and seconded by Welke to accept budget as discussed. Motion carried. The above recommendations to go to St. James Township Board for their consideration at their March meeting.
Next meeting to be held on May 19, 2015. If needed, a special meeting can be called before then.
Motion by Welke and seconded by Wierenga to adjourn meeting at 9:57am.
Jean Wierenga, Secretary
The meeting was called to order by Angel Welke at 9:03 a.m. A quorum was present. This quorum included Angel and Paul Welke, Joe Moore, Bill Haggard, and Bill Kohls. Absent was Jean Wierenga and Ernie Martin. Others attending included Brad Swearingen, manager of the transfer station, and Kaylyn Jones, who videoed the meeting. No other members of the public were present.
A discussion of the November meeting date took place. Joe Moore moved to cancel the November meeting, Angel Welke second, All approved.
Paul Welke moved to approve the September minutes with Joe Moore second. All approved.
Brad began his Manager’s Report. He reported that the snowblower research had been completed and he gave a report of his research. Angel Welke moved that a purchase be made from Work and Play to buy a snowblower for $1200 with some additional spare parts at additional small cost. Paul Welke seconded. All approved.
Brad suggested his schedule for the winter season to begin in November:
Brad working 11a-5p from Monday through Friday with Saturday and Sunday off. Bob Marsh was to work Monday through Saturday with Thursday and Sunday off 11a- 5p. Amy Burris to work Thursday and Saturday 11a-5p with some possible additional time as needed. Motion to try this for the month of November by Angel Welke, second by Bill Kohls, all approved.
After committee discussion, Angel Welke was to prepare a “Request for Proposal” related to container(s) for scrap metals.
Other discussion was the need for a cement pad 60x40 feet, six to eight inches deep for the area used to store the containers that are used for waste. Digging up of the area was caused just by loading and unloading containers. There is also a need for a cement pad out behind the transfer station by the bin. There was an issue with the snow and the mud. Both of these issue related to cement work will be discussed and placed in the budget for next fiscal year.
Brad Swearingen indicated his willingness to discuss his evaluation in and open meeting instead of closing the meeting. Discussion took place about the wages and his work. Discussion also took place about taking the job description to make an evaluaton instrument for his next evaluation. Angel Welke moved to raise the manager’s salary from $36,000 to $41,000, retroactive to March 1, 2014, when the WMC should have acted on his raise. Joe Moore seconded the motion, and all approved.
Discussion took place on the policy manual. Don Welke had prepared a 40 page manual. Angel had taken that manual and pared it down to about 9 pages. She also had gone through five years of minutes for the WMC looking for any policies that were approved. Angel had taken these and placed them in a three ring binder. Angel Welke will get a copy of items from the minutes to anyone who wishes them, and the policy manual was tabled until the December meeting.
The need for having a credit card came up for situations where there hadn’t been a previously established account. The following motion was read:
“The Beaver Island Waste Management Committee would like to apply for a credit card from the Charlevoix State Bank for the Beaver Island Transfer Station with the names on the credit card(s) to be: Brad Swearingen and William Kohls with a maximum of $3000 credit limit.”
The above motion was made by Angel Welke, seconded by Bill Kohls, all approved.
Bill Kohls passed out a letter he received from the Peaine legal counsel about the proposed changes in the committee structure and the operating agreement. This letter will be presented to the Peaine Township Board in November and the St. James Township Board in December. Angel will not be present for the meetings in November. Bill Kohls will present it to the Peaine Board. Angel Welke was asked to present it to the St. James board. There was discussion of the need to draft a new agreement instead of the older 1991 agreement. Discussion also centered on perhaps a Waste Management Authority that is doing just what this committee is currently doing, with NO increase in duties or responsibilities beyond what the committee is already doing.
A motion to adjourn was made by Bill Kohls and seconded by Bill Haggard. Meeting adjourned at approximately 10:30 a.m.
Joe Moore, WMC member
Chairperson Angel Welke called the regular meeting of the Beaver Island Waste Committee to order at 9:04am on August 19, 2014. Also present were Bill Kohls, Bill Haggard, Brad Swearingen, and Jean Wierenga. Absent were Joe Moore, Ernie Martin and Paul Welke.
Additional Agenda Items:
1. Gravel for Transfer Station
2. Maintenance at Old Dump Site
3. Billing Practice
Motion by Haggard and seconded by Kohls to approve agenda.
Motion by Welke and seconded by Kohls to approve the minutes of the June 17, 2014 meeting as written. Motion carried.
Bob Mogford from Mogford Metals, will be coming to Island soon to assist with the metals pile. pile.Manager Swearingen stated he had checked several companies and Mogford offered the best price. Contact made with Goodwill to pick up the cloth.
All equipment operational and maintained.
Brad will check on a payment due to Brian Kubish for work he did with his loader. If he has not been paid, it should be taken care of soon.
Gravel is needed for Transfer Station parking lot. Brad will talk to Doug Gillespie (CCRC) about getting 10 yards of gravel.
One bid was received for the electrical work. Bid came from Robert’s John Service in the amount of $3100 for two 5000 watt heaters installed. Bill not itemized, but accepted. Motion by Kohls and seconded by Welke to accept bid. Motion carried.
No bid received for overhangs and gutter. Will post one more time.
Financial report received but questions regarding various categories so will discuss the report with Clerk Colleen Martin.
Dump site mowing should only be needed every other year.
Discussion followed when charges monthly are very low, to send quarterly statements, rather than each month. It was decided charges under $50 a month will go out quarterly. The credit document each person signed when the charge accounts were approved will receive an updated document with their next statement. Motion by Kohls and seconded by Welke to approve this change. Motion carried. Committee will review the credit document at next regular meeting in September.
Policy manual and governing policy document to be discussed at next meeting.
Next meeting September 16, 2014.
Motion by Kohls and seconded by Haggard to adjourn meeting at 9:45am. Motion carried.
Chairperson Angel Welke called the regular meeting of the Beaver Island Waste Committee to order at 9am on June 17, 2014. Also present were Bill Kohls, Bill Haggard, Ernie Martin, and Jean Wierenga. Absent were Joe Moore and Paul Welke.
Motion by Welke and seconded by Haggard to approve the minutes of the May 20, 2014 meeting as written. Motion carried.
Transfer Station Manager’s Report:
Tub Grinder repairs done. Grinding done once or twice a week as needed. Schedule in place for delivery of chips when needed.
All compactors are in good shape and clean.
Roto-phase electric and back up in good condition.
Recently purchased truck in use now and working well.
Old fork lift needs new seat and spare tire.
Bid for electrical work came in before bid was posted, so must be submitted again.
No bids for roof repair received so will be posted again with a finish date of mid October.
Hazardous waste removal was successful.
Committee Structure and Operating Agreement:
A discussion outline was prepared by Bill Kohls as an addendum to the 1991 agreement between Peaine and St. James Townships which was reviewed by the committee.
1. Change committee membership to 5 members rather than the present 7 members.
2. Set a definite dollar figure for purchases that will need to go to Township Boards for approval.
3. Township Boards final approval for hiring and firing of employees.
4. Number of meetings per year.
5. Define responsibilities of committee and of the manager.
6. Human resources, work with manager.
No meeting in July. Next meeting to be August 19th.
Motion by Kohls and seconded by Martin to adjourn meeting at 9:55am.
Jean Wierenga, Secretary
Waste Management Committee member Bill Kohls called the regular meeting of the committee to order at 9am on. Chairperson Angel Welke was on phone, not in the building. Also present were Joe Moore, Bill Haggard, Jean Wierenga, and Ernie Martin. Absent was Paul Welke. Others present were Brad Swearingen, Bob Marsh, Rich Gillespie, Bud Martin, and Mike Collins.
Motion by Moore and seconded by Kohls to approve the minutes of the March meeting as written. Motion carried.
Ernie Martin was welcomed as new committee member.
Transfer Station Managers Report:
Building suffered minimal damage during the winter. Overhang and gutter came down so repairs will go out on bids. Annual employee reviews completed. Employee schedule ready for all for April thru summer. Brad recommends the Transfer Station only accept household waste at this time, due to the late start of the ferry and barge. Notices will be posted. Brad stated he is waiting on a quote for the electrical work to be done when enclosing the work room. He also stated the containers are in need of new seals.
Budget – Addition/ Fix Error:
Omitted from the new budget was the debt payment on the chipper shredder.
Rich Gillespie stated American Waste has a roll-off truck for sale. He stated he had not seen the truck, but recommends the committee consider it before searching elsewhere. He also did not know what the selling price from American Waste is. No further action will be taken on truck purchase until this truck can be seen. It was recommended Darrell Butler and Brad Swearingen go to look at the truck.
Brad gave a good report and review of both Amy Burris and Bob Marsh. He is recommending both receive a wage increase. Motion by Moore to accept both reviews and wage increase of 3% and seconded by Wierenga. Motion carried.
Bids for Transport:
Beaver Island Boat Co. presented a bid of $25,644.06. St. James Marine submitted a bid with each item to be shipped off priced separately. After doing math on this bid, it was be considerably less with St. James Marine. Motion by Kohls and seconded by A. Welke to accept the bid of St. James Marine. Motion carried.
Further discussion incomplete on charges for open container use at job sites for shingles.
St. James Township would like permission to dump dredge material behind the transfer station when the harbor, marina dredging is done this year. More information to follow.
Motion by Moore and seconded by Haggard to adjourn meeting at 10:10am. Motion carried.
Jean Wierenga, Secretary
Chairperson Angel Welke called the regular meeting of the Waste Committee to order at 9:01 am on . Also present were Paul Welke, Bill Kohls, Joe Moore, Bill Haggard, Jean Wierenga, Brad Swearingen and Bob Marsh. Absent was Ernie Martin.
Motion by Moore and seconded by P. Welke to approve the minutes of the February 18, 2014 meeting as written. Motion carried.
The committee requests St. James Township Board formally approve the appointment of Ernie Martin at their April meeting as the seventh member to the committee.
Transfer Station running smoothly. The awning/overhang on the side of the building came down due to ice and snow. It will be put back in place in the spring, with additional reinforcement. Brad stated he has been researching a roll-off truck thru Kenworth in Gaylord, and prices for good used trucks range from $40,000 to $60,000. Also, Brad has been talking with local contractors about enclosing the store room/work shop, so it can be used in the winter time.
Budget: Final review of the budget discussed. At this time Bob Marsh will not be put on salary, however his increase in pay to go to $30,000 yearly. He is working 36 hours a week, average. Clarification needs to come from Township Boards on how many hours worked weekly constitutes full time. Annual review for Bob Marsh not due until July, but will be done now to coincide with budget and increase in pay. Amy Burris also to get pay increase. Discussion also on benefits for employees, but no action taken.
St. James Marine and BIBCO: A. Welke will contact both Matt Fogg of St. James Marine and Margo Marks of BIBCO for bids to ship materials off Island. A. Welke will prepare a letter to each and pass by committee before sending. Motion by Moore and seconded by Kohls to put out on bids for shipping for 2014. Motion carried.
A complete review of pricing needs to be done of everything coming into the transfer station. Wierenga will work with manager to go over all prices.
Next meeting to be April 15, 2014
Motion by Haggard and seconded by Moore to adjourn meeting at 10:15am. Motion carried.
Jean Wierenga, Secretary
Chairperson Angel Welke called the regular meeting of the Waste Management Committee to order on February 18, 2014. Also present were Paul Welke, Bill Kohls, Joe Moore, and Jean Wierenga. Bill Haggard was absent.
Motion by Welke and seconded by Moore to approve the minutes of the January 21, 2014 meeting with one correction. The date of the January meeting was omitted. Motion carried.
Brad Swearingen reported stated no major problems at the station. All three employees have completed the HAZMAT training and are certified. Brad also stated he and B. Marsh have completed the HAZMAT Carrier Requirement certification. He stated maintenance work being done on a timely basis. Dates in place to ship Household Hazardous Waste with BIBC . Brad stated he has been in contact with Charlevoix Co. on dates for HHW for this coming year, with dates set for both in June and September. Research ongoing to find a replacement roll-off truck. Brad is suggesting the committee consider enclosing the store room/work shop area and insulate and heat the area, so it could be utilized during the winter season. Brad is suggesting that Bob Marsh receive a salary rather than an hourly wage. He feels it would be beneficial to have two salaried people at the Transfer Station.
Bill Kohls would like to have a complete report on hours worked by both B. Marsh and Amy Burris. Also a projection on hours for this coming year. Kohls stated his main concern is whether changing the status for Marsh would reduce the number of hours Burris would be working.
A complete review done by committee on proposed budget. A. Welke stated she would meet with Colleen Martin to get the necessary figures to complete the proposed budget. Also, the committee needs to meet with Matt Fogg, St. James Marine, regarding his plans for hauling for the Transfer Station. A. Welke stated she would contact him. Motion made by P. Welke and seconded by Kohls to approve the proposed budget with changes. Motion carried.
Seventh Board Member:
Kohls stated he had been in contact with Ernie Martin to fill the vacancy on the WMC. Motion by Moore and seconded by P. Welke to recommend Ernie Martin as 7th member of the committee. Motion carried.
Both the Operating Agreement and the Personnel Policy Manual deferred at this time.
Next meeting to be held on March 18, 2014.
Motion by Kohls and seconded by P. Welke to adjourn meeting at 10a.m. Motion carried.
Jean Wierenga, Secretary
The January Waste Management Committee meeting was called to order by member Bill Kohls in the absence of Chairperson Angel Welke. Also present were Bill Haggard, Joe Moore, and Jean Wierenga. Also absent was Paul Welke.
Motion by Haggard and seconded by Moore to approve the minutes of the December 17, 2013 meeting as written. Motion carried.
Transfer Station Report: No full report given as Manager Brad Swearingen was absent. Bob Marsh stated all running smoothly at the Transfer Station. No cold weather issues.
Draft of Agreement: Kohls will draft a proposed agreement and forward to everyone before next meeting. Also, Wierenga stated she had the previous proposed agreement drawn up in 2011 and reviewed by St. James Township Attorney. Copies of this document will be made and forwarded to each committee member and further discussion to follow at next meeting.
Policies and Procedures and Employee Handbook: Committee will begin work on these as well.
2014-2015 Budget: Moore will represent St. James Township along with Transfer Station Manager and Bill Kohls to begin work on the new budget.
Items to address for new budget: The Stump Grinder and the Roll-off Truck are the top priorities. The new fork-lift already had money allocated for it. Also, the possibility of Bob Marsh being considered as a full time employee. Benefits for all employees, discussed, but will need to go to Township Boards first.
The three employees are requesting permission to take the DOT Hazmat course, which there is a fee for this one. Not exactly sure at this time the total cost, but motion by Moore and seconded by Kohls to allot up to $1,000 to complete the program. Motion carried. When this course is completed the hazmat issue can be put to rest.
Motion by Wierenga and seconded by Haggard to adjourn meeting at 9:45am. Motion carried.
Jean Wierenga, Secretary
Chairperson Angel Welke called the regular meeting of the Beaver Island Waste Management Committee to order at 9am on . Also present were Paul Welke, Bill Kohls, Bill Haggard, Joe Moore, and Jean Wierenga. Others present Brad Swearingen, Bob Marsh, Amy Burris, Galen Bartel, Colleen Martin and Karen Wojan.
A. Welke welcomed the two new members Joe Moore and Bill Haggard to the committee. A. Welke then made a motion to send a thank you to both Don Welke and Tim McDonough for their service with the Transfer Station and the Waste Management Committee. Motion seconded by P. Welke. Motion carried.
Transfer Station Report: Brad Swearingen presented the report. He stated the station running smoothly and by the end of December that he and Bob Marsh and Amy Burris would be hazmat certified. Old forklift gone and paid for. On the short term: Stay in compliance. Long term: Set up proper maintenance schedules and by next meeting present a report on all equipment with age of equipment and condition of equipment.
Committee Structure: The committee will remain at 7 members.
New Bylaw Document: Motion by A. Welke and seconded by P. Welke to request Kohls prepare a thorough outline of proposed document and bring to January meeting for review. Motion carried.
Discussion on what would be considered a ‘major decision’ by the committee to include monetary purchases and hiring and firing. These issues would definitely go to both township boards for review.
Haggard questioned why the committee is referred to as the ‘Waste Management’ committee as that name coincides with Waste Management Company on the mainland. Suggestion by P. Welke to change to Beaver Island Waste Transfer Committee.
Motion by P. Welke and seconded by A. Welke to table further discussion on ‘Commercial Hazardous Waste as it applies to the transfer station until the January meeting. Motion carried.
Other items for January meeting:
1. Have Darrell Butler come to meeting with info on stump grinder.
2. Budget planning.
3. Determine raise schedule for Bob Marsh. Questions arose regarding wording in minutes of December meeting about the raise, so A. Welke will re-watch Joe Moore’s video of November meeting for clarification.
Amy Burris will again be in charge of checking the dumpsters on Sunday.
Question asked regarding benefits for part time employees. Wierenga will follow up on this.
Motion by P. Welke and seconded by A. Welke to adjourn meeting at 10:02am. Motion carried.
Jean Wierenga, Secretary
Chairperson Angel Welke called the regular meeting of the Waste Management Committee to order at 9am on November 19, 2013. Also present were Paul Welke, Tim McDonough, Bill Kohl and Jean Wierenga.
Before the approval of minutes of several meetings held during October and November Wierenga read an e-mail sent from MTA Attorney explaining when minutes are to be approved in compliance with Open Meetings Act. The committee would not accept this information as fact, so no minutes were approved. Motion by P. Welke and seconded by McDonough to get another legal opinion. Motion carried. Motion by A. Welke and seconded by Kohls to table all minutes. Motion carried.
Discussion followed as to what the duties of the committee are, since township boards have asked to be better informed. Committee feels they need more guidance on what they can do and to have ‘major decisions’ defined. Motion was made by McDonough to have a joint township board meeting to structure a game plan and to know exactly what responsibilities the committee has. Motion seconded by Kohl. Motion carried. Kohl also stated he stands by what has been done by the committee to date.
No Transfer Station report.
At this time it is unclear the exact starting salary of the new manager will be. Motion was made by P. Welke and seconded by A. Welke approving the starting salary to be $32,000 with an increase to $36,000 after three months employment. Motion carried.
The starting date not yet established, but committee wants it ASAP. Motion by McDonough and seconded by Kohl for A. Welke to work with the transition and co-ordination of Brad Swearingen beginning at the Transfer Station. Motion carried. One nay. Motion by A. Welke and seconded by P. Welke for McDonough to contact new manager for a start date. Motion carried. One nay. Issues regarding Hazmat certification on State level and Federal level yet to be ironed out. Township Attorney will be contacted for that clarification.
Locked Room at Transfer Station:
Wierenga stated the correct procedure for a room to be locked at the station should have come from the Township Board, not the committee. However, A. Welke was holding the only key which was turned over to her by the former manager and she stated there were confidential personnel files stored there as well as training materials, etc. The personnel files need to be turned over to the Clerk of Peaine Township to be held in the Clerk’s office. The files were turned over to Clerk during meeting.
Gaylord Box Prices/John McCafferty:
John McCafferty questioned why the charges for a gaylord box went from $90 to $125 with a $25 non refundable deposit fee. Motion was made by P. Welke to reduce $25 deposit fee and return deposit and review pricing for contractors and heavy users and motion seconded by A. Welke. Motion carried. P. Welke suggests when the pricing is reviewed by the committee to ask contractors for input. Motion made by A. Welke to refund McCafferty for the 14 boxes and seconded by Kohl. Motion carried. It was then asked about others facing same concerns. They will need to come to the committee.
Fork Lift Update:
The new fork lift for the transfer station will not arrive before ferry quits running this season. Payment for the new fork lift not required until delivery time.
Wages and Salary Review:
Salary received to date by Bob Marsh is $13/hr. Wierenga questioned this low rate which does not coincide with what other Peaine Township employees are making. First comments from committee members were any raises would be considered when all necessary training completed by employees. After further discussion the committee agreed on a $2/hr raise for Marsh and this amount to be retroactive back to the time the previous manager left on October 11, 2013. Motion by Kohl’s to approve raise and seconded by A. Welke. Motion carried.
Old Fork Lift:
Cary Concrete - $650: Brian Kubish - $250: Colleen Martin - $500: Beaver Island Marine - $600. Motion by P. Welke and seconded by Kohl to accept the bid of Cary Concrete. Motion carried.
Brush Hog Clearing at Old Dump Site:
Adam Anderson - $110/hr: Eric Narnajo - $2,853: Dave Schwartzfisher - $3,200. Motion by P. Welke and seconded by McDonough to accept the low bid of Eric Narnajo. Motion carried.
Committee agreed to postpone long range planning.
After further discussion the previous motion was rescinded and motion made by McDonough and seconded by A. Welke to increase the starting salary of the new manager to $36,000 with after 90 days a performance and evaluation be done on the new manager and the hazmat training be of highest priority. Motion carried.
Motion by Kohl and seconded by P. Welke to adjourn at 10:30am. Motion carried.
Jean Wierenga, Secretary
Beaver Island Waste Management Committee
Date / Time
November 19, 2013 @ 9:00am @ Peaine Township Hall
Beaver Island Waste Management Committee
Angel Welke (Chair), Tim McDonough, Bill Kohls, Paul Welke, Jean Weirenga
Call to order
Approval of minutes from special meeting 11/11/13
Transfer station report
Update on new manager – start date, priorities upon starting, etc.
Angel / All
Locked room at Transfer Station
Jean / All
John McCafferty’s concern over pricing
Angel / All
Fork lift update
Wage / salary review – Transfer Station Staff
Long-range planning meeting – When to schedule?
[Topics: longer to cover some long range items? Special meeting or regular meeting? Topics: Committee structure; tub grinder; account balances (savings & checking)]
Open sealed bids for (1) sale of used fork truck (2) brush-hogging of old dump area per DEQ request – Jean has bids
Next meeting – December 17, 2013
Waste Management Meeting Schedule
December 17, 2013 May 20, 2014 October 21, 2014
TOPICS / AGENDA:
Review and approval of minutes of Waste Management meetings:
Last regular meeting – October 15, 2013 (prepared by Jean)
Special meeting October 7, 2013 (prepared by Jean)
Special meeting October 21, 2013 (prepared by Jean)
Special meeting October 29, 2013 (partially prepared by Jean and partially prepared by Angel)
Special meeting November 4, 2013 (prepared by Angel)
Hiring recommendation for Transfer Station Manager – recommendation to both township boards
Recordings of Waste Management Committee Meetings
Angel Welke, Chairperson
231 448 2071 work number
231 547 2141 work number
231 448 2374 home number
Angel Welke called to order the special meeting of the Waste Management Committee at 3:45pm at Peaine Township Hall.
Paul Welke, Bill Kohls, Tim McDonough, and Angel Welke present as committee members. Jean Weirenga was recused. Colleen Martin, Jim Campbell, Larry Kubic, Connie Wojan, John McCafferty, Dick Burris, Kathleen Wood, Liam Racine, Don Bair, Ron Marsh, and Dawn Marsh present as public.
Angel Welke adjourned the meeting at 3:20pm (motion for adjournment by Kohls, second by Paul Welke).
Minutes submitted by: Angel Welke
Angel Welke called to order the special meeting of the Waste Management Committee at 3:45 on October 29, 2013 at Peaine Township Hall. Please note this document is a continuation of minutes taken by recording Secretary Jean Weirenga. The Special Meeting of this committee was called to order at 3:00pm (see Jean’s minutes). This first portion of the special meeting was adjourned at approximately 3:40 pm when the general business was concluded and prior to the arrival of the first interview candidate. As detailed in the first set of minutes, Jean Weirenga was asked to recuse herself from the candidate interview process due to a conflict of interest with one of the candidates.
Paul Welke, Bill Kohls, Tim McDonough, and Angel Welke present as committee members. Jean Weirenga was recused. Karen Wojan present as public.
E-mail received from Jean Weirenga on 10/30/13 regarding choice of Brad Swearingen states “The choice you made is excellent. He is a very good worker and has a great personality. Jean” (Copy of this e-mail attached to these minutes).
Angel Welke adjourned the meeting at 5:45pm.
Minutes submitted by: Angel Welke
Chairperson Angel Welke called the special meeting of the Waste Management Committee to order at 3pm on October 29, 2013. Also present were Paul Welke, Tim McDonough, Bill Kohls and Jean Wierenga.
Purpose of the special meeting:
1. Transfer Station Update
2. Status of shipment of containers/shingles
3. Discussion of committee items to review
4. Interview three candidates for manager’s position at Transfer Station
St. James Marine barge is back to the Island at this time and three or four of the containers, shingle container, scrap metal container, refrigerators, and some gaylords will be shipped very soon. A second trip by the barge should clean up everything that needs to be shipped off.
Discussion followed regarding the proposed starting salary for the new manager. $32,000 was proposed with a probationary period of 6 months and determination made then if a raise would be warranted. Also a 3 month waiting period before any benefits offered. Billing and all bookkeeping to be done by new manager.
Brad Swearingen’s name was added to the interview list for the full time position, after he found out that it wasn’t just for a part time position
Since one of the applicants to be interviewed is presently an employee of committee member Jean Wierenga, it will be necessary for Wierenga to recuse herself from interviewing Brad Swearingen. Wierenga then asked if the committee wanted her to remain at the table and take minutes during the interviews, and the committee felt the applicant might be uneasy with her being present. Motion by Welke and seconded by Kohls that Wierenga not take minutes for the whole interview process. Motion carried.
A. Welke and Wierenga met with Amy Burris regarding the trip to the Recycling Meeting held recently in Charlevoix. She stated her reason for going was to gain information.
Motion to adjourn meeting at 3:40pm by A. Welke and seconded by McDonough. Motion carried.
Jean Wierenga, Secretary
Chairperson Angel Welke called the special meeting of the Waste Management Committee to order at 9:00am on October 22, 2013. Also present were Paul Welke, Tim McDonough, Bill Kohls, and Jean Wierenga.
Purpose of the meeting:
1. Review Resumes
2. Fork lift update
3. Staff Items to Consider
A. Welke stated the forklift has been ordered, but questionable on the delivery. If the delivery does not take place this fall, the payment will not be due until delivery.
A. Welke and Wierenga will meet with Amy Burris at the Transfer Station concerning her trip to the Recycling Meeting in Charlevoix.
P. Welke recommended to the committee it is time to establish a policy regarding employee activities.
Discussion regarding what the committee should be looking for when reviewing the resumes for the manager’s position.
1. Customer Service Skills
2. Mechanical Ability
3. Supervise and Work Well With Others
4. Leadership Skills
5. Effective Manager
Nine resumes were received. The committee narrowed the number down to two possible candidates, Rick Hall and Ben Dalmeter. Wierenga stated the resume from Brad Swearengin was submitted for a part time position.
The committee will meet on October 29th at 9am to begin interviewing with a half hour time for each candidate.
Motion by A. Welke and seconded by Wierenga to adjourn at 9:55am. Motion carried.
Jean Wierenga, Secretary
Chairperson Angel Welke called the regular meeting of the Waste Management Committee to order at 9am on October 15, 2013. Also present were Tim McDonough, Bill Kohls and Jean Wierenga. Paul Welke was absent. Bob Marsh was also present.
Motion by Welke and seconded by McDonough to approve the minutes of the September 17th meeting and October 7th meeting as written. Motion carried.
Several bids have been received for the forklift and also the brush hog work. A Welke turned the bids over to J. Wierenga as P. Welke will be bidding on the forklift and A. Welke did not want a conflict of interest concern if she held the bids.
A. Welke stated she was making daily visits to the Transfer Station and stated Don Welke had left everything in good shape. Bob Marsh is handling the duties of running the station at this time and any purchases should be approved by A. Welke. Marsh stated the metal container is full and ready to be shipped. The shingle container almost ready for shipment. It was recommended a large tarp be purchased for the shingle container to keep the rain and snow out, which would only make the load heavier. The refrigerators stored along the driveway back to the brush pile will be shipped off rather than wait until the employees are trained on extracting the freon.
Approval given by both Township Boards to purchase a new forklift and be on Island before ferry quits running for this year.
A. Welke stated only three resumes received for the Managers position by meeting time. She will keep committee posted when more come in.
There are two seats open for the committee so both township boards need to post for the seats.
B. Marsh to do the scheduling for November, and if needed contact committee members if a problem arises.
B. Kohls requested having Nancy Ferguson with the County Recycling Committee come over to meet with the committee be tabled at this time.
Motion by Kohls and seconded by McDonough to adjourn meeting at 9:30am. Motion
Jean Wierenga, Secretary
Chairperson Angel Welke called the special meeting of the Waste Management Committee to order at 9:00am on October 7, 2013. Also present were Tim McDonough, Bill Kohls and Jean Wierenga. Others present were Don Welke and Eric Naranjo. Purpose of special meeting was: Resignation of manager and posting job position for manager at Transfer Station.
First on agenda: Don Welke turned in his resignation as manager of the Transfer Station effective October 11, 2013. The committee thanked him for the excellent job he did serving as manager of the Transfer Station.
Second on Agenda: The committee decided rather than appoint two members from the committee to do the interviewing for the position, the committee as a whole would interview the applicants. A. Welke will post immediately for the position with a ten day deadline for applicants to get their application in, either by e-mail or regular mail.
Third on Agenda: Unfinished projects at the Transfer Station:
1. A class will be held in Traverse City in the near future for removing freon.
2. Ongoing training on hazardous waste materials and properly segregating them.
3. Composting at the Transfer Station
4. Employee Hand book being drafted by Mary Cook
5. Purchase of new fork lift
D. Welke presented three quotes for a new fork lift.
1. A Hyser brand forklift. Cost $23,890 plus at least $8,000 more for add-ons needed for use in Transfer Station.
2. A Toyota brand forklift. Total cost $31,300.
3. A Caterpillar brand forklift. Total cost $30,181.
D. Welke stated he felt the Toyota would be the better forklift to purchase and would be possible to purchase and arrive in Charlevoix within four weeks.
The information will be presented to both Township boards for approval. Peaine Township Board will act on purchase at their meeting on the 9th of October. With St. James Township Board not meeting again until November, a phone poll will be done for approval to allow the order to be made and equipment get to Island before ferry quits running for the season.
Motion by McDonough and seconded by Wierenga to adjourn meeting at 9:50am. Motion carried.
Jean Wierenga, Recording Secretary
Angel Welke, Chairperson for the Waste Management Committee called the regular meeting of the Committee to order at 9am on August 20, 2013. Also present were Tim McDonough, Ed Troutman, Bill Kohl, and Jean Wierenga. Paul Welke was absent. Don Welke was also present.
Motion by McDonough and seconded by Troutman to approve the minutes of the July 30, 2013 special meeting as written. Motion carried.
D. Welke presented his detailed managers report.
1. Removal of tires by semi trailer a huge success
2. Transfer Station now able to accept hazardous materials at any time.
3. Scrap Material Container to be located at Transfer Station, not at St. James Marine/Matt Fogg dock.
4. Some Island residents not happy with the larger size green bags, but at this time no changes.
5. The contract with St. James Marine needs to be reviewed, since the tug and barge have been away from Island most of this summer and the trash containers have not been shipped off in a timely manner. It may be necessary to use Beaver Island Boat Co. when St. James Marine is not available.
6. Still having brake problems with roll-off truck.
7. Thirty yard shingle container to arrive on Island in mid September.
D. Welke again stated he wants to opt out of the hospitalization. States nothing has been done. Wierenga will try to get issue resolved.
Bob Marsh Review:
D. Welke stated many issues still ongoing with B. Marsh not complying with the rules at the Transfer Station. After much discussion, it was decided A. Welke and E. Troutman would meet with Marsh on August 26 to discuss this problem he has with following the rules.
For the next meeting in September, Darrell Butler will be asked to attend and give committee an update on the tub grinder. At this time Butler has been making it work, with minimal repairs, but committee would like to know just what is really needed.
Reorganization of the committee to be discussed later in fall.
Motion by A. Welke and seconded by McDonough to adjourn at 10:02am. Motion carried.
Jean Wierenga, Secretary
Chairperson Angel Welke called a special meeting of the Waste Management Committee to order at 9:05am on July 30, 2013. Also present were Paul Welke, Tim McDonough, Ed Troutman, Bill Kohls, and Jean Wierenga. Also present was Don Welke.
The purpose of the special meeting was to ‘Find way to route authority change’.
Don Welke, Director of the Transfer Station, explained to the committee the difficulties he is having with employee Bob Marsh. B. Marsh at this time is not willing to follow the rules and directives given by D. Welke. He is instructed to come in at a specific time, which he will not follow. He is not willing to meet one on one with D. Welke in a professional manner, and discuss the issues, only walks out during the meetings.
D. Welke stated the lack of cooperation and defiance of authority on the part of an employee puts him in a position where, though he wants to retain Marsh as an employee, the obligations which he is responsible for are becoming impossible to fulfill. Also D. Welke stated he is having difficulty having Marsh to use the time clock.
Motion made by P. Welke to grant D. Welke latitude setting responsibility and schedule, with modified wording from chairperson that states the Waste Management Committee has delegated authority for the day-to-day management of the Transfer Station to D. Welke. In addition to customary duties and responsibilities, such authority expressly includes employee scheduling. The Committee also affirms the requisite use of the time clock by all hourly employees. D. Welke reports to the Committee, which is the ultimate management authority. Although D. Welke may consult with Committee members from time-to-time such members has no authority to direct the operations of the Transfer Station. Motion seconded by Troutman. Motion carried.
The committee agrees Bob Marsh may come before the members and plead his case.
It was also stated a formal policy and handbook is needed and compensation based on schedule.
A second motion was made by A. Welke stating formalize policy when given schedule and abide with ruling of Manager. If a grievance arises and cannot be satisfactorily resolved contact chairperson of WMC and discuss problems. Motion seconded by McDonough. Motion carried.
Jean Wierenga, Secretary
Chairperson Angel Welke called the regular meeting of the Waste Management Committee to order at 9:00am on May 21, 2013. Also present were Paul Welke, Tim McDonough, Ed Troutman, and Jean Wierenga. Absent was Bill Kohls. Others present were Bob Marsh, Joe Moore and Kaylin Jones.
Motion by McDonough and seconded by A. Welke to approve the minutes of the March 19, 2013 meeting. Motion carried.
Don Welke presented a complete report for the Transfer Station:
1. New computer in place, but slow.
2. D. Welke has completed the D.O.T. Hazardous Material Training, and qualified to train employees. That training will be done in the fall. Committee recommends paperwork be placed in Transfer Station files stating D. Welke’s completion of the training and a letter be sent to Peaine Township regarding this issue. Motion was made by A. Welke and seconded by Troutman certifying that D. Welke has completed all tests and is certified to be a trainer. Motion carried.
3. Roll-off and flat bed trucks passed D.O.T. inspection.
4. Tub Grinder is still working but in a deteriorating condition. Twp. Maintenance man Darrell Butler keeping an eye on the equipment. Discussion followed on how best to move forward with the grinder. Wierenga will discuss this issue with Butler and possibly have someone come over to examine the grinder and if it has too many issues to repair it and if repairable, what the total cost would be. Anything further on the grinder tabled until an evaluation done. Also can the budget handle repair costs for the grinder. The dumping fees for brush and stumps were discussed. The committee recommends increasing the fees. Motion was made by Troutman and seconded by P. Welke to increase prices for brush to $35 a load and stumps to $100 a load. Motion carried.
5. The 30 yard throw-in style container previously offered by the County doesn’t seem like a practical style at this time. Possibly use one of the containers now at the Transfer Station for the loose paper is being considered.
6. D. Welke is again asking to be opted out of the health insurance coverage benefit he has at this time.
7. New Recycling Criteria posting start date is 6/1/13 and will expire 12/31/13.
8. D. Welke will assume Sunday dumping rather than Burris.
Governing Document for the Waste Management Committee tabled at this time.
Benefit structure for Transfer Station Staff: No document in place at this time for vacation time allowed or paid personal days. Motion by A. Welke and seconded by Troutman to implement benefit package. Motion carried.
Don Welke Review:
The regular meeting was recessed at 9:39am to go into closed session to discuss D. Welke’s job performance: Meeting called to order at 9:40am.
The overall consensus of the Committee was that Don Welke has made a dramatic difference in the Transfer Station. He implemented several cost saving ideas and put to goof use. Took the Hasmat training on line, which was a cost savings too. Is working major on recycling, and progress on going. All the committee gave D. Welke high praises for the work he is doing. Motion made by A. Welke to give a $2,400 raise retroactive back to 4/1/13. which will be done in next payroll. Motion seconded by Wierenga. Motion carried
Motion by A. Welke to close the closed meeting at 9:50am and seconded by Wierenga
Regular meeting re-opened at 9:51am and motion by Wierenga and seconded by A. Welke to close meeting. Motion carried.
Jean Wierenga, Secretary
The Waste Management Committee meeting for March 19, 2013 was called to order by Angel Welke at 9:30am. Also present were Tim McDonough, Bill Kohls, and Jean Wierenga. Others present were Don Welke, Matt Fogg, and Joe Moore.
Motion by McDonough and seconded by Kohls to approve the minutes of the February 19, 2013 meeting as written. Motion carried.
Transfer Station/Managers Report: D. Welke stated immunizations are now in compliance. Employee Amy Burris opted out of any further inoculations and turned in a signed affidavit stating this. Employee Bob Marsh and Township employee Darrell Butler have completed work on the roll-off truck for the 2013-2014 inspection.
Matt Fogg presented to the committee a request to dump dredging spoils from around the harbor at the Transfer Station. D. Welke stated no permitting would be necessary by the Transfer Station but authorization would be necessary from the land owner. Fogg could not give an estimate of material to be dumped. It was discussed the material could be used to fill in some low areas behind the transfer station. Motion by Welke and seconded by Kohls to approve dumping. Motion carried. The discussion continued if there should be a charge for the dumping. Motion by Kohls and seconded by Wierenga to charge $1.50/per yd for dumping. Motion carried. Fogg then requested the committee consider he be allowed to place an open dumpster at the Transfer Station to collect metal. Motion by McDonough and seconded by Kohls to allow the placement of the open dumpster at the Transfer Station. Motion carried.
Transfer Station Budget: A. Welke stated there are not enough funds available for the repairs needed for the stump grinder. An exact figure for repairs is not known, but it is costly. Discussion followed on what would be best to do about the grinder. Should we try to sell it and then rent one when needed or let it set for a year, which seems to be the general feeling of the committee at this time. Other revenues and expenditures in the budget in line for the upcoming year. A new computer is needed for the Transfer Station for billing, etc. A motion was made by Wierenga and seconded by A. Welke to purchase a new computer for the Transfer Station. Motion carried.
A. Welke stated she would take care of a few changes that need to be made in the budget including a .50 raise for A. Burris. Motion by McDonough and seconded by A. Welke to approve the raise. Motion carried. When changes are made the proposed budget will be sent on to Township Boards. Motion to approve budget with changes by A. Welke and seconded by McDonough. Motion carried.
Committee Appointments: Motion by Wierenga and seconded by McDonough to re-appoint A. Welke as Chairperson. Motion carried.
Motion by McDonough and seconded by A. Welke to appoint Jean Wierenga as Secretary. Motion carried.
Committee discussed possibly changing how the employees are paid when they come in to the Transfer Station on a holiday. It was decided the employee be paid time and a half rather than 8 hours for that day. Motion by A. Welke and seconded by Kohls to change the pay structure to the time and a half. Motion carried.
Employee benefits will be on the agenda for the next meeting on April 16, 2013.
Motion by Kohls and seconded by Wierenga to adjourn meeting. Motion carried.
Jean Wierenga, Secretary
The Waste Management Committee meeting held on February 19, 2013 was called to order by Ed Troutman at 9:00 AM. Also present were Tim McDonough, Bill Kohls and Jean Wierenga. Absent were Paul and Angel Welke. Others present were Don Welke, Bob Marsh and Amy Burris.
Motion by Kohls and seconded by McDonough to approve the minutes of the January 22, 2013 meeting. Motion carried.
D. Welke presented a well prepared managers report.
Bob Marsh/Performance/Salary Review presented by D. Welke.
1. Completed OSHA Compliance.
2. Has current CDL license.
3. New Responsibilities
a. Maintenance and Inspection of all Equipment
b. Takes care of appliance breakdown, except refrigerators and freezers.
4. D. Welke recommends a $1.00/per hour increase in salary.
Motion by McDonough and seconded by Kohls to approve the performance review and grant a $1.00/perhour salary increase for B. Marsh. Motion carried.
For an approximate cost of $1,000 for training and equipment to extract freon from refrigerators and freezers the Transfer Station would be able to breakdown those white goods and save additional shipping costs. Motion by Kohls and seconded by Wierenga to approve purchase equipment needed. Motion carried.
Budget: Bill Kohls will meet with A. Welke and D. Welke to begin preparations on budget for 2013-2014 budget.
Financial Report: D. Welke stated the larger green bags are being utilized more than the small ones at this time.
1. A copy of both D. Welke and B. Marsh CDL license be on file at the Transfer Station.
2. A copy of Matt Foggs CDL license on file at Transfer Station
3. Each truck should have an insurance card in the vehicle.
4. Immunization records should be on file at the Transfer Station. (Determine what is mandatory and if not shots completed by employees, get those done to be in compliance with the law).
Time Clock Compliance:
Amy Burris states in previous years she did not have to deduct a half hour for lunch, but now she is required to clock out for lunch. She also questioned her holiday pay. Further research to be done and determination made at March meeting. Motion was made by Troutman not to pay for lunch break and seconded by McDonough. Motion carried. Wierenga opposed.
Discussion on tub grinder and the cost to maintain this piece of equipment. It was suggested to have a technician come to Island and diagnose the equipment.
Some discussion on transfer station computer, but nothing decided at this time.
Motion by Kohls and seconded by Wierenga to adjourn meeting at 10am. Motion carried.
The regular meeting of the Beaver Island Waste Management Committee was called to order by Chairperson Angel Welke at 9:00am on January 15, 2013. Also present were Tim McDonough, Paul Welke, Bill Kohls and Jean Wierenga. Ed Troutman was absent. Others present were Don Welke and Joe Moore.
Bill Kohls was introduced as the new member on the committee and A. Welke announced there is still one vacancy on the committee from Peaine Township. The opening will be posted by Peaine Township board. The by-laws do not state the appointee must be from Peaine Township, however has been the policy thru the years to have equal representative from each township.
Budget Update: A. Welke and Transfer Station Director D. Welke will meet to discuss budget and have ready for February meeting.
Committee Structure – Review 1991 Governing Document: A. Welke suggests committee members ready the governing document and be ready to review it at the March meeting.
Deb Robert request regarding can drive: A. Welke, D. Welke and D. Robert will work together to come up with a good program for the next can drive. P. Welke suggests possibly using a hanger on his property as a collection point and to store the cans.
Joe Moore’s e-mail with concerns regarding recycling program: The current program of recycling is still in effect at the Transfer Station and will not change, however shipping won’t be the same.
OSHA Training: Motion by A. Welke and seconded by Kohls to give D. Welke the go ahead to get OSHA training started. Motion carried.
Credit Card for Transfer Station Use: A. Welke will talk to Colleen Martin, Peaine Twp. Clerk on status of card.
D. Welke stated the cost for the concrete work needed before recycling container comes to Island to be approximately $1,600 which will go out for bids, and D. Welke stated he could do the finish work.
Motion by A. Welke and seconded by P. Welke to get the Toyota Lift Truck repaired at an approximate cost of $1,000. Motion carried.
Motion by Wierenga and seconded by McDonough to adjourn at 9:40am. Motion carried.
Jean Wierenga, Committee Member
WASTE MANAGEMENT COMMITTEE
Meeting Minutes 10/16/12
Present: Jim Birdsall, Jean Wierenga, Angel Welke, Jack Gallagher, Tim McDonough
Absent: Ed Troutman, Paul Welke
Others: Don Welke
Meeting called to order at 9:00 am at Peaine Twp. Hall by Angel Welke.
Motion to accept the minutes (with minor typo) by A. Welke, with second by J. Wierenga. Unanimous consent.
Manager's Report: Discussion of the projects that need completion before winter sets in. Don asked to move the OSHA Training out to the Feb/Mar period to allow for the other high priority items to be completed. No objection from the committee.
Don reports that the Rotophase Converter has been repaired. Repair shop recommends installing the repaired item as it is superior to the model which replaced it recently. All decided to leave the new equipment installed through the warranty period and then re-install the original piece of equipment.
Some additional signage has been installed to assist customers.
Still a problem getting a sign vendor paid in a timely manner.
There appears to be an employee issue with Holiday Pay and with how lunch hours are dealt with in terms of pay. Decided that we need to have a discussion with the employee to clear the air and clarify any policies where needed. Angel will work on this issue.
Don says that we are now dismantling appliances except refrigerators to reduce our costs to the mainland.
Don is very pleased with Bob Marsh's performance for the first 90 days. Bob has learned a great deal about the operation and has put forth significant effort. He does have some time conflicts with other employment which Don will work on to resolve. We may need to change his status to Full Time at some point. Don will review the situation and advise.
Don reports that he has made arrangements with all of the past due accounts for payments.
There will be a meeting this week with the Charlevoix County Recycling Committee which Don and Jim Birdsall will attend. There may be an opportunity to obtain a compactor from the County which could help us substantially in our recycling effort and give us a method of reducing our operating costs substantially. We would need to pay for the move of the equipment which is estimated to be less than $1000.
No report on progress for a credit card for Don's use. Jack Gallagher will follow up.
The new Budget Process will start in December.
Motion to adjourn by T. McDonough with second by J. Birdsall. Unanimous consent.
Next meeting 11/20.
Jim Birdsall, Secretary.
WASTE MANAGEMENT COMMITTEE
Meeting Minutes 9/18/2012
Present: Jim Birdsall, Angel Welke, Ed Troutman, Jean Wierenga, J. Gallagher
Absent: Paul Welke, Tim McDonough
Others: Don Welke
Minutes of the August 2012 meeting were revised striking part of one sentence in next to last paragraph which now reads: “It was clear to all board members of the Waste Committee that, at a minimum, the Chair of the Waste Committee should have been consulted and involved in the response to the State”.
Motion to approve revised minutes by A. Welke with second by Jean Wierenga. Unanimous consent.
Don Welke submitted his written report. General discussion of the Hazardous Material Collection event that was a significant success based on the amount shipped off the island.
Don has a new supplier for banding which will save us about $2000 per year.
Discussion of Don't need for a credit card to make purchases from one-time vendors where we do not have established credit. Chair will ask Peaine Township for approval to give Don a credit card with up to a single purchase limit of $1000 and an aggregate credit limit of $2500. Motion by Angel Welke with second by Jack Gallagher. Unanimous consent.
Don has a new Gaylord supplier and we will save approximately $18 per Gaylord box. Motion to approve the new supplier and to rollback our charge to contractors from $25 to $15 to reflect the savings. Don to monitor the quality of the product of this new vendor. Motion by Angel Welke with second by Ed Troutman. Unanimous consent.
Don expressed his interest in disassembling white goods so that we can reduce shipping costs off of the island. He is also interested in encouraging more recycling because recycled materials do not cost for shipping or landfill fees. Don was encouraged to have a discussion with Mrs. McNamarra at the school.
Winter hours are 11 to 5 and are effective November 1.
Ed Troutman presented his employee 6 month review of Don Welke. An initial recommendation of a 5% raise was made. Jack Gallagher suggested that 10% would be more appropriate given the outstanding job that Don Welke has done. Motion by Jim Birdsall with second by Angel Welke to give Don Welke a 10% increase effective Oct. 1. Unanimous consent. Ed Troutman will notify the Township Clerk as to this salary change.
General discussion of the good job Don has done and a discussion of his objectives for the next 12 months.
Jack Gallagher reported that the Township Board has instructed the Clerk to correct the unemployment form regarding Tim Myers and not to file a protest regarding unemployment payments.
General discussion of the millage rate for the next fiscal year which will be set at a township meeting on 9/26. Angel and Don will make a recommendation as to the anticipated expenses for the next fiscal year.
Motion to adjourn by Ed Troutman and second by Jim Birdsall at 10:30 am. Unanimous consent.
Jim Birdsall, Secretary
WASTE MANAGEMENT COMMITTEE
Present: Ed Troutman, Jim Birdsall, Angel Welke, Jack Gallagher, Tim McDonough
Absent: Paul Welke, Jean Wierenga
Others present: Don Welke
Meeting called to order at 9:00 am at Peaine Township Hall.
Motion by Tim McDonough with second by Angel Welke to approve the minutes of the June meeting. Unanimous approval.
Discussion regarding the comments by Pete LoDico at the last Peaine Township meeting on his dissatisfaction with not knowing in advance as to our hiring of a manager and our firing of an employee. Mr. LoDico did not express the need for the Township Board to actually make these decisions----just to know about them in advance. A brief discussion followed which highlighted that this request for information would force the Waste Committee to violate the Open Meetings Act by forming a decision in advance of the public meeting. The committee decided that since there are two members of each township board who sit on the Waste Committee, it should be their job to notify their respective boards as to unusual decisions immediately after the decisions are rendered in open session.
Don Welke submitted his monthly report to the Committee. Don recommends that we rebuild the power converter which recently failed which will give us an immediate backup on hand on the day that our new one fails. It will cost an estimated $4000 for the rebuild. Motion to repair the converter by Jim Birdsall with second by Angel Welke. Unanimous consent.
Don was directed to do some further investigation of 3phase power from the utility company which will entail the expenditure of $75 for a fee to Great Lakes Energy.
Don has reported that Amy Burris has been a real asset in this busy time when we are shorthanded. She is mastering the POS system.
Discussion of how quickly the green bag dumpsters fill up in the summertime. Motion by Angel Welke and second by Ed Troutman to purchase two additional dumpsters to handle the load. Unanimous consent.
Motion by Ed Troutman with second by Angel Welke to give Amy a raise in hourly rate to $13.20 per hour and to conduct an annual review as of 3/31. Unanimous consent.
Don reports trouble getting our sign vendor paid. Jack Gallagher will investigate with the township clerk.
Motion by Jim Birdsall with second by Angel Welke to authorize Don Welke to hire up to 2 part time employees on a 90 day probationary status. The starting rate will be $12.00 per hour. Unanimous consent.
Motion by Ed Troutman with second by Angel Welke to meet with and get more information from Charlevoix County Recycling to determine what we do, how we do it, and why we do it and determine the financial arrangements between us. Unanimous consent.
Motion to adjourn by Ed Troutman, second by Tim McDonough. Unanimous approval.
Jim Birdsall, Secretary
Waste Management Committee
Present: Jim Birdsall, Angel Welke, Paul Welke, Ed Troutman, Jean Wierenga, Tim McDonough
Absent: Jack Gallagher----arrived late. See body of minutes.
Other attendees: Don Welke, Tim Myers.
Meeting called to order by Angel Welke at 9:00 am at Peaine Township Hall.
Motion by Jean Wierenga with second by Ed Troutman to approve the minutes of the May meeting. Unanimous consent.
Ed Troutman asked to have Don Welke's status as a probationary employee added to the agenda. Motion by Ed Troutman with second by Paul Welke to approve the amended agenda.
Don Welke passed out his Monthly Report of activities at the Transfer Station as well as a written evaluation of employee Tim Myers. Welke's evaluation listed 6 particular areas where improper behavior was exhibited by the employee and there followed substantial discussion of those 6 points although not necessarily in numerical order.
General discussion of liquor bottles that are presumed to have been the property of Mr. Myers and a picture of one of them presented by Don Welke. Tim Myers did not deny that the bottles in question were his although he did deny that he used liquor while on the job. He did not have an explanation as to why the bottles were in the Transfer Station and not left in his car or some other location.
There is a specific incident report in the materials presented by Mr. Welke.
Jack Gallagher arrived at the meeting at 9:07 am.
Don Welke discussed Mr. Myers work schedule which, in many cases, have not been discussed or approved by the Manager. Mr. Myers apparently changes the schedule that has been created by the Manager without discussion with the Manager and does not follow a consistent pattern of arrival and departure from the job. Mr. Welke claims that Mr. Myers has not worked a 40 hour week since Mr. Welke was hired although Mr. Myers is being paid for full time work.
Mr. Myers stated that he did not realize that he was upsetting Don and that he was merely doing what had been allowed in the past. Mr. Welke noted that he has had discussions with Mr. Myers about the fact that the Manager has the obligation to create realistic work schedules and that employees are not free to change it or to interpret it on the basis of old rules without a discussion with the Manager.
Mr. Welke noted that Mr. Myers has been advised several times that personal use of the computer is not allowed and only Transfer Station business may be transacted. Mr. Welke provided pictures of Mr. Myers computer hooked up in the office including a speaker system. Mr. Myers said he was merely answering email from the Charlevoix Waste organization. He could not explain why a speaker system was necessary for this type of activity.
Mr. Welke described an incident whereby he noted that there were 4 or 5 black or white bags in the hopper when he returned to the Transfer Station in the late afternoon. (These bags require a payment by the citizen of approximately $4 or $5 depending on the size and there should be a corresponding amount of cash in the register and entries into the POS computer system to account for those transactions.) Mr. Welke found no money in the cash drawer and no entries in the computer system to cover these waste deposits. Either the customers were not charged or the money was never accounted for. Either case is a violation of clear and consistent policy. Mr. Myers was the only employee on duty at the time. Mr. Myers had no clear recollection of the incident.
Mr. Welke reported on a letter and personal conversation with an island resident who felt that Mr. Myers had acted improperly over the issue of a credit account and whether or not the proper paperwork had been processed in order to extend credit for a waste delivery. This individual has had an account in good standing for years and there clearly was an error in our record keeping . Client and Manager felt that it would have been appropriate for Mr. Myers to make a note of the problem for further discussion and resolution with the Manager especially since the account in question was well known to all and that the problem was not handled with any level of tact or diplomacy. Mr. Myers said that he did not agree with the report from the client and that he did nothing wrong and did not act improperly.
Mr. Welke also explained several incidents regarding the Waste Station cat where Mr. Myers apparently violated new rules as to where the cat would and would not be allowed access.
The Chair asked the committee members to express their views based upon the evaluation and the ensuing discussions.
Tim McDonough commented that alcohol is a major transgression and Mr. Myers does not appear to have any appreciation for Don's scheduling of employees. Insubordinate behavior.
Paul Welke commented that has believes that there are substantial grounds for termination and that action should be taken immediately.
Ed Troutman recalled several conversations that he has had with Mr. Myers over the past few months in which Mr. Myers was told that he needed to “get on the team” and come to grips with the fact that there is a new Manager. He sees no improvement in the insubordinate behavior.
Angel Welke simply said that she agreed with the previous comments.
Jean Wierenga also agreed with the previous comments and added that several attempts to work with Mr. Myers have come to nothing.
Jack Gallagher stated that Mr. Myers has established a record of substantial problems and that he does not seem to have any respect for the Manager.
Jim Birdsall noted that there was a complete lack of teamwork shown by Mr. Myers activities and that the Manager has the right and the duty to create a team that he can trust to carry on the business of the Waste Station.
Mr. Myers expressed some surprise that people were upset with his performance and did not acknowledge the accuracy of any of the specifics reported by Mr. Welke although he made several comments during the meeting that there “would not be any repetition” of the behavior in question.
Paul Welke expressed a strong desire to have the Committee decision ratified by both township boards. After discussion as to the Committee authority and the specific letters from both Township Attorneys, Mr. Welke acknowledged that it certainly appeared that the committee was well within its operational authority to make the personnel decisions but that he thought it was just a good policy to have both boards review the decision so that there would not be any question as to the propriety of the action.
Motion by Angel Welke with second by Jean Wierenga to recommend immediate termination of Mr. Myers for cause but with pay until such time as the township boards could act on the matter.
Tim McDonough asked leave to amend the motion on the floor by stating that the Committee terminates Mr. Myers effective immediately and that Township Board review is not necessary or desirable in this case.
The revised motion as presented by Mr. McDonough with second by Jack Gallagher is that the Waste Committee immediately dismiss Mr. Myers for cause effective as of June 19, 2012 and that he shall remove his personal effects and his keys be returned immediately.
The Roll Call vote is as follows:
Tim McDonough Aye
Paul Welke Abstain
Ed Troutman Aye
Angel Welke Abstain
Jean Wierenga Aye
Jack Gallagher Aye
Jim Birdsall Aye
5 Aye, 2 Abstentions and no Nay votes. Motion carried.
Most of the discussion regarding whether or not to ask the Township Boards for their approval was centered on the current agreement between the townships that seems very clear in the delegation of authority. Also, there was substantial concern for the feelings of the employee who many felt should be given a crisp and immediate decision and not drag the incident through another meeting. There was some concern that the Townships would need to hold another complete hearing in order to determine if the Committee had, indeed, rendered a fair judgment. Many members felt that if we were the employee, we would not want to be left in “limbo” not knowing for sure if there was a termination or if there would be complete hearing on the matter at some future date. Also, there was a substantial need for the Manager to know that he was free to begin to hire additional help which will certainly be necessary as we are about to enter the very busy season at the Transfer Station.
Motion by Ed Troutman with second by Angel Welke to send Don Welke officially ending his 90 day probationary status. Unanimous consent.
Jack Gallagher reported on the need to establish a purchase order system and bill payment system whereby virtually all of the paperwork will go through the Manager and that bills should be approved by the Manager. Will be added to next month agenda.
Motion by Angel Welke with second by Jean Wierenga to authorize Don Welke to post notices for part time positions as needed by Don Welke. Mr. Welke will conduct the interviews and make his recommendations to this committee ASAP.
Motion to adjourn by Jean Wierenga with second by Angel Welke at 10:30. Unanimous consent.
There was a substantial file which includes pictures, incident reports and contemporaneous notes presented to the committee by Don Welke. This material will be attached to the file copy of the minutes of the meeting. Jim Birdsall, Secretary.
Waste Management Committee Meeting Minutes
Present: Jim Birdsall, Angel Welke, Jean Wierenga, Tim McDonough, Jack Gallagher.
Absent: Ed Troutman, Paul Welke.
Others: Don Welke, Joe Moore
Meeting called to order at 9:00 am.
Motion to approve the March minutes by Jean Wierenga, with second by Tim McDonough. Unanimous consent.
Need confirmation of pricing from Matt Fogg. Jim Birdsall to follow up.
Agreed to move the next meeting to the Transfer Station. Angel Welke will post the required notices.
Don Welke Report:
Positive response and no complaints about the new large size green bags. Don thinks that we can get several more years service from the rolloff truck. Significant repairs have been made and more is yet to be done. Still looks like the original budget of $2500 for repair will be adequate. Don has ordered some shelving for the new POS system. The POS is now Don's primary objective and Don will take charge of the installation process.
Motion by Angel with second by Jean to accept the bid from Loose Plastics for 4 plastic lids for the outside containers. Unanimous consent.
The Runbergs are working off their debt to the Waste Station through repairs. Motion by Angel with second by Tim to accept their bid of $450 for repair of the bathroom. Unanimous consent.
Don has not had much cooperation from others who owe us money. Don will make another try.
Septic system is now working properly.
Some discussion of the new price list and some clarifications made.
Don will look into whether we are being reimbursed by the County for the costs of shipping recyclables and how such reimbursements work. We need to know what the county is contributing to the recycling effort.
Amy Burris has been very helpful in developing a methodology for dumping
Gaylord boxes into the compactor units which saves us a considerable amount of money.
Decided to defer discussion of credit policies to the May meeting.
Don has submitted a listing of about 25 accounts that probably need to be set up on the new system as credit accounts. Don was instructed to proceed.
Jean pointed out that we need better signage in the brush dumping area. general discussion of the need for additional signage. Motion by Angel with second by Jim
to give Don a budget of $1000 for the creation of the signage that he needs. Unanimous consent.
Jim Birdsall acknowledged Don Welke's enthusiasm, energy and “can do” attitude. Board consensus that Don is doing well and on the right track.
Motion to adjourn at 10:00 by Jean with second by Angel. Unanimous consent.
Jim Birdsall, Secretary.
WASTE MANAGEMENT COMMITTEE
Present: Ed Troutman, Jim Birdsall, Angel Welke, Jean Wierenga, Jack Gallagher.
Absent: Paul Welke, Tim McDonough
Other attendees: Don Welke
Meeting called to order at 9:00 am by Angel Welke.
Motion by Jean Wierenga with second by Ed Troutman to approve the minutes of the Feb. 21, and the March 6 meetings. Unanimous consent.
The Chair formally welcomed Don Welke as the new Transfer Station Manager and thanked Ed Troutman for his work in arranging the selection process.
Decided to defer discussion of personnel policy issues as well as previous by-law proposals to the next meeting.
Substantial discussion of the proposed pricing structure and some modifications were adopted. Motion to accept the price list that accompanies these minutes by Angel Welke, with second by Jim Birdsall. Unanimous approval.
Discussion on the advisability of our offering for sale a larger green bag in the 40 to 50 gallon capacity in addition to the current bag.
Motion by Angel Welke, with second by Jean Wierenga to order 4000 of the large size bags at a cost of $33.60 per 100. The bags will be sold at $4.00 each and will be offered to island retailers at a cost of $3.50 per bag. Both size green bags will also be offered for sale at the Transfer Station. Unanimous consent.
Don Welke offered a preliminary sample of the written manager's report which will be evolving over the next few months.
Discussion of the Rolloff truck. Don Welke estimates that it will cost us around $500 for DOT inspection plus the costs of repairs to get the truck up to standards. Motion by Angel Welke with second by Jean Wierenga to authorize Don Welke to spend up to $2500 to get the truck up to standards and get the inspection done. Unanimous consent. General consensus is that the truck can be utilized for some years yet and there may not be any immediate need to find another used truck. More info after the inspection process.
Don Welke reports a need to conduct HazMat Training for the TS staff and it may be necessary to close down the Station for a part of a day or a whole day. Committee agreed to put this in the hands of Mr. Welke on the assumption that he will give Islanders at least several days notice of the impending closure. Suggestions for communication include, Forum, News on the Net, and public postings at the post office, library, Community Center, market and hardware store.
Ed Troutman reported that we will need to get some specs on installing a concrete pad for the large trash containers. Without a proper pad, the rollers are being destroyed.
POS accounting system was discussed again. Motion by Angel Welke, with second by Ed Troutman to authorize Jack Gallagher to purchase the Dell system asap to get it into the current budget year. We also need whatever protective covers that are available to keep the dust and dirt out of the equipment. Unanimous consent.
Motion by Angel with second by Jean Wierenga to authorize Don Welke to purchase a replacement window air conditioner to replace the one that was damaged last year. Unanimous consent.
Jack Gallagher reported that we will begin to get monthly reports about our expenditures against our budget which will make it much easier to manage our finances.
Motion by Angel Welke and second by Ed Troutman that any account that has over $500 past due is suspended and cash must be used. Don Welke to make a phone call and send a letter to past due accounts. Unanimous consent.
Discussed the need for a comprehensive credit policy and application methodology and this is to be discussed at the next meeting. Ed and Don will bring a list of suggested credit accounts to the next meeting.
Meeting adjourned by motion of Jean Wierenga, and second by Angel Welke. Unanimous consent. 10:25 am.
WASTE MANAGEMENT COMMITTEE MINUTES
SPECIAL MEETING 3/6/12
Present: Jack Gallagher, Ed Troutman, Jim Birdsall, Jean Wierenga, Tim McDonough,
Absent: Paul and Angel Welke
Others in attendance: Bob Marsh, Joe Timsak
Meeting called to order at 9:00 am by Ed Troutman.
Minutes of the March 2 special meeting regarding the budget were approved unanimously. Motion by Tim McDonough and second by Jean Wierenga
Ed Troutman explained the process that was used by the sub-committee established to make a recommendation to the Waste Committee as to who would be the best Waste Station Manager. In brief; there were 15 applications and all who wished interviews were granted one. The interview process was the same for all 14 candidates. The letter from the sub-committee that fully explains the process is attached to these minutes.
Ed Troutman then announced that the sub-committee had recommended Mr. Don Welke for the job of Waste Station Manager on the basis of his experience and based on the belief by the sub-committee that his qualifications most closely matched the requirements laid out in the newly adopted job description.
Motion by Jack Gallagher with second by Tim McDonough to accept the sub-committee recommendation and extend an employment offer to Mr. Welke at the recommended salary of $36,000 per year. Roll call vote yielded an affirmative vote by all present.
(for the purposes of clarity it is important to note that Paul and Angel Welke removed themselves from all activity surrounding the hiring of the new manager as soon as Don Welke made application).
Motion by Jim Birdsall with second by Jack Gallagher to authorize Ed Troutman to conclude the hiring process with Mr. Welke and establish a mutually acceptable starting date. Unanimous approval.
No public comment. Motion to adjourn by Tim McDonough with second by Jean Wierenga. Unanimous consent. Jim Birdsall, Secretary.
To: Waste Management Committee
From: Manager Search Sub-Committee
Re: Recommendation to the Waste Committee
The search sub-committee was established at our February 16, 2012 Special Meeting to conduct interviews, handle any necessary background checks, and make a recommendation to the full Waste Committee as to who should be appointed to the Manager position.
The sub-committee has spent several weeks in carrying out this work and something near 80 man-hours. We have received 15 applications for the job and have spent an entire week conducting interviews with 14 of those individuals. One applicant has chosen to take his name out of consideration.
We established an interview process and a standard set of questions to form the basis of the interview. Part 1 was a discussion of the job description to be sure that all had a reasonable grasp of that document and to determine if there were any elements that were unclear to the applicant. Part 2 was a discussion of the individual work history as described on their resume. We asked various questions until we felt we had a good grasp of their work experience. Part 3 was a series of questions to solicit answers from the applicant about previous supervisors, their own supervisory experiences, their customer service experiences and their ability to handle rapid changes in workplace priorities. These questions were designed to give us some insights into “how” they worked and “how” they interacted with others. We believe that this format both helped to put the applicants at ease and put the whole process on as level of a playing field as possible. Each interview lasted for approximately 1 hour. One applicant asked for and was granted a phone interview. All were conducted at the Peaine Township Hall conference room.
Your sub-committee would certainly agree on a number of things:
Interviewing people is not an easy job and we are not in a hurry to do it again.
We were impressed with the applicants---all presented themselves professionally.
Our “benchmark” was the job description. Our task was to find the person that we believe can best discharge the job as described in that document. All of the candidates were rated on a number of individual factors: Relevant education, supervisory experience, communication skills, analytical thought, self-motivation, leadership ability, self confidence, interpersonal relationships, and specialized skills. As we are sure that you know, no rating system of people is entirely objective and that subjective elements are impossible to filter out. We have put forth our best effort to make our recommendations as objective and fair as possible.
Our unanimous and clear choice for the job of Transfer Station Manager is Don Welke.
We were very impressed with Mr. Welke's history of supervisory experience as well as process management. In addition we believe that he possesses excellent communication skills, is self-motivated and has demonstrated leadership ability. His mechanical aptitude and knowledge of safety requirements and regulations is a big plus. In addition, he already has a CDL license. In short, we believe that Mr. Welke most closely fits the requirements of the Job Description and will be a significant asset to the Transfer Station.
Mr. Welke's references have been enthusiastic in their regard for his abilities and his ability to interact with people.
We believe that it would be appropriate, given Mr. Welke's qualifications, to make a salary offer of $36,000 per year with performance and salary reviews every 6 months for the first 18 months.
For the record, we would like to state that no member of the Waste Committee or either Township Board has made any attempt to influence this recommendation.
Ed Troutman, Jim Birdsall
Waste Management Committee Members
To: Waste Management Committee
From: Manager Search Sub-Committee
We began this process with the intention of bringing two candidates to the Waste Committee for a decision. We have brought forward one name to the Waste Committee for these reasons:
Our expectation was that we would be likely to find several candidates with very similar qualifications and would need some help in making a decision.
Another expectation was that there was a very real possibility that the two sub-committee members would not be able to agree with each other and would need to have the Waste Committee make the decision.
As it turned out, one candidate was, in our judgment, an almost “perfect” match for the job description for the Waste Station Manager.
Also, it has turned out that both members of the sub-committee are in agreement and came to the same conclusion independently and without the necessity of discussion or negotiation between ourselves. We believe that we have brought forward the very best candidate available for your approval.
Attached is our formal recommendation.
Jim Birdsall, Ed Troutman
Waste Management Committee Members
Waste Management Committee
2013 Proposed Budget Narrative
Revenue: revenue is expected to remain steady for the next fiscal year although some changes to our fee schedule could have a positive impact, it will be several months before we can make an accurate prediction on that subject.
Expenses: Total expenses may be up substantially over the 2012 season for a number of reasons.
Salaries and wages will go up as a result of having a new Manager in place for most, if not all, of the fiscal year. We will be conducting a review of the operating hours and the staff necessary to assure customer service.
Benefits will also rise because of the new full time employee.
Outbound freight charges will be stable but we anticipate that we may have more containers to ship this year.
Chipper repair and maintenance remains a significant expense that is very difficult to predict.
Mainland disposal rates are flat with the exception of the cost of burial of gaylords. We are examining ways that we can minimize these costs for the Waste Station and potentially, for the customer as well. There appears to be a significant opportunity in segregating roofing waste and sending that material to recycling instead of disposal. This could safe some significant $.
Equipment purchase is really for a replacement Rolloff truck. Our existing truck is very old and if it fails we will have no way to get the containers to the dock. We are attempting to find a satisfactory used vehicle and we believe that we will need to spend between $30 and $40 thousand.
The Waste Committee will be reviewing all of our pricing policies to be sure that they meet the test of being equitable and also that the fees are reflective of the actual costs incurred in the disposal process. We will also be initiating new policies and procedures relating to the extending of deferred billing to those businesses that have a high volume of waste and who have multiple employees who will be delivering the waste. We expect that there will be a formal system to establish deferred billing and that those account setups will need Committee approval.
WASTE MANAGEMENT COMMITTEE
SPECIAL MEETING MINUTES
Present: Ed Troutman, Jim Birdsall, Jean Wierenga, Tim McDonough.
Absent: J. Gallagher, Angel Welke, Paul Welke
Other attendees: Marie Shimenetto
Quorum was present. Ed Troutman called meeting to order at 9:00 am at Peaine Township Hall. The only agenda item was discussion and approval of the proposed 2013 Fiscal Budget.
Jim Birdsall presented a proposed budget and discussed the assumptions behind the proposal. Some discussion about a few of the line items but no changes were suggested.
Motion to approve the proposed budget by Tim McDonough with second from Jean Wierenga. Unanimous consent. Jim Birdsall will send copies of the approved budget and the related budget narrative to the township supervisors for inclusion in their annual budget preparation.
Copies of the budget and narrative are attached to these minutes.
Jim Birdsall, Secretary.
WASTE MANAGEMENT COMMITTEE MINUTES
February 21, 2012
Peaine Township Hall
Present: Ed Troutman, Jack Gallagher, Tim McDonough, Jean Wierenga, Jim Birdsall
Absent: Angel Welke, Paul Welke
Other attendees: Marie Shimenetto, Tim Myers, Jeff Powers, Joe Moore
Meeting called to order at 9:00 am by Ed Troutman.
Minutes of the Special Meeting were reviewed. Motion by Tim McDonough, second by Jean Wierenga, to accept the minutes. Unanimous consent.
Jack Gallagher provided substantial documentation regarding recent financial results and the previous budget. Issues we need to consider for the new budget: Salary provisions for Transfer Station manager and potential expenses for technical help in installing pos software and hardware. Also need to provide for possibility of purchase of a used roll off truck. Agreed to continue to search for a used vehicle and agreed to increase our budget for equipment to $40,000. Jack Gallagher will do some follow-up work on some presumed errors in our payroll tax payments.
Our budget must be voted on by the Committee and then passed on to the townships prior to their March meetings. Waste Management will hold a special meeting on March 2, 2012 at 9:00 am in Peaine Township Hall for the purpose of approving the next budget. Jim Birdsall agreed to put together some numbers for committee members to review prior to the special meeting.
Quote received from American Waste for their services. They provided a three year option with a 5% increase in the second and third years. Committee felt that 5% was a bit rich for a 3 year commitment. Marie Shimenetto from audience suggested we try to negotiate a better deal. Jim Birdsall agreed to have further conversations with American Waste.
Motion by Jack Gallagher with second by Tim McDonough to agree to a three year deal if Waste Management will agree to a 3% increase in the second and third years- otherwise, we will opt for a 1 year agreement. Jim Birdsall authorized to accept the contract if terms are met. Unanimous consent.
General discussion about some of our pricing policies in light of the costs to dispose of some items---especially Gaylord Boxes. Ed Troutman agreed to do some work on our pricing structures and have some recommendations by our next regular meeting.
Tim Myers reported that he is not aware that we have ever received a cash drawer or a large screen to go with the computer and software that we purchased last year. Jack Gallagher will look up the invoicing documents to determine what exactly was purchased. We may need to place an order if necessary parts of the POS system were never ordered.
Jeff Powers offered to assist in the installation of a system.
Tim Myers reported that the accounting system has a number of errors in it but that it can be cleaned up. Consensus of the Committee to wait until the new system is up and running before we go back and try to reconcile the previous problems.
Motion to adjourn by Jim Birdsall, second by Tim McDonough. Unanimous consent.
WASTE MANAGEMENT COMMITTEE
MINUTES OF SPECIAL MEETING
Peaine Township Hall
Present: J. Gallagher, Jim Birdsall, Ed Troutman, Jean Wierenga, Tim McDonough,
Absent: Paul and Angel Welke.
Visitors: Bob Marsh, Joe Timsak, Bob Tidmore, Joe Moore
Meeting was called to order at 9:00 am by Ed Troutman.
Motion to accept the minutes of the Jan. 17 meeting by Tim McDonough, second Jean Wierenga. Unanimous approval.
There was a discussion of some of the elements of the Job Description for the Waste Station Manager. Some concerns were cleared up. Since this description was approved by virtue of the approval of the minutes no further motion was required.
Extensive discussion of the pay range to be established for the Station Manager. Determined that we need to do some work on the hourly rates and number of hours worked for the station staff but the Manager's job is a salaried position not an hourly position. Motion by Jim Birdsall, with second by Tim McDonough to establish a pay range for the job at $31,000 to $45,000 depending on experience and job performance.
Substantial discussion of the Bookkeeper position that was posted. Decided that we need to redefine the work we need done and established that we do not need an employee but a contract worker instead. Decided to post a position for a short term contractor who can install Point of Sale software and the related cash register at the Transfer Station. Also decided that this person will need to give the Staff and some of the Board members some basic training on the system when it is operational. Asked Jim Birdsall to create a job posting for this contract position with responses due back to Jim by February 24, 2012.
It is expected that the successful applicant will be able to complete work by March 31, 2012. Posting will ask interested people to send a letter of qualifications and compensation requirements.
Jack Gallagher raised several cogent points about what we will need to get from the new system but discussion will be deferred until we can get the hardware and software running properly.
Motion by Jean Wierenga, with second by Jim Birdsall to create an appropriate posting. Unanimous approval.
Since the job description for the Transfer Station Manager has just been made public, Ed Troutman, with second by Jean Wierenga moved that we contact all applicants and give them a chance to amend their applications if necessary with a due date of Feb. 24. This message will be given by phone to all applicants by Jim Birdsall.
The job description will be posted on Joe Moore's website and Joe also offered to create a link on the Forum for interested parties. Jim Birdsall and Ed Troutman will distribute copies to the Community Center and to the Library. Jim will also get the job description posted on the Peaine Township website.
There was a lengthy discussion of interview procedures to be followed for the Station Manager. Motion by Tim McDonough with second by Jack Gallagher to appoint a subcommittee of two people---one from each township---to interview the candidates and submit two names to the full Committee for a decision. Unanimous consent. The subcommittee will not make any decisions but is a recommending body only. Decided that all applicants will be offered an interview. Off island applicants can opt for a phone interview if they would prefer.
Further discussion yielded a motion by Tim McDonough with second by Jack Gallagher to appoint Ed Troutman and Jim Birdsall to handle this subcommittee work and bring back a recommendation by March 6, 2012. Unanimous consent.
Several helpful comments from Bob Tidmore and Joe Moore regarding potential resources and staff training.
Motion to adjourn by Tim McDonough with second by Jack Gallagher to adjourn. Unanimous consent.
Jim Birdsall, Secretary.
WASTE MANAGEMENT COMMITTEE
MINUTES, JANUARY 17, 2012
Present: Jim Birdsall, Paul Welke, Angel Welke, Tim McDonough, Jack Gallagher, J. Wierenga, Ed Troutman
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.
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.
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.
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)
Beaver Island , Michigan 49782
Waste Management Committee
July 23, 2010
Ms. Margo Marks
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.
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.
Fax (989) 422-6597
Cell (989) 387-1913
From: James Birdsall
Sent: Wednesday, July 21, 2010 9:08 AM
Cc: Jack Gallagher
Subject: Peaine Township----Waste Management Facility
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.
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