Action Items* Draft 1/6/17 McGlasson

AGENDA

BOARD OF DIRECTOR’S MEETING of the

MONROE COUNTY SOLID WASTE MANAGEMENT DISTRICT Nat U. Hill III Meeting Room, Monroe County Courthouse

Bloomington, Indiana Thursday, January 12, 2017 4:00 pm

CALL TO ORDER

1. Election of Officers

2. Executive Committee Meeting Minutes – November 29, 2016 (Information Only)

3. Approval of Board of Directors Minutes – December 8, 2016*

4. Controller’s Report – Payroll, Claims & Cash Flow*

5. Reports from Staff

6. Citizens’ Advisory Committee Report

7. Public Comment ADJOURN

MINUTES

Executive Committee Meeting of the

Monroe County Solid Waste Management District MCSWMD Library

Tuesday, November 1, 2016 12:30 p.m.

Members Present: Julie Thomas, Chairperson, Cheryl Munson, Vice Chairperson Members Absent: Steve Volan, Secretary Staff Present: Tom McGlasson Jr., Executive Director, Connie Hudson, Controller, Jeania Baughman, Employee Services Administrator, Scott Morgan, Operations Director, Lee Paulsen, Landfill Director Legal Counsel Present: Angela Parker Meeting called to order at 12:30 pm Approval of Executive Committee Meeting Minutes – October 4, 2016. Munson moved to approve the minutes; Thomas seconded. The verbal vote was unanimous. Board of Directors Meeting Minutes – October 13, 2016. Meeting had been canceled. Payroll & Claims. Hudson updated on the status of payroll and claims. Republic Services Contract. Munson suggested including both the red-line edit copy and a clean edited copy in the Board packet. McGlasson will present the Power Point presentation and Parker will back him up. Executive Committee requested it be presented in Resolution form with a memo to the Board of Directors. Resolution 2016-11 – 2017 Holiday Schedule. Thomas stated that the Holiday schedule matches the County’s Holiday schedule. Resolution 2016-12 – 2017 Board of Director’s Meeting Schedule. No issues. Resolution 2016-13 – 2017 Salary Ordinance. Executive Committee suggested putting with this a memo to the Board explaining that there were no salary increases for 2017 because the District absorbed the cost of Health Insurance increases. Resolution 2016-14 – Internal Controls Policies and Procedures. McGlasson stated that this mirrors the policies and procedures that are already in place but it was a stipulation of the Investment Policy that these Policies and Procedures be put in a manual. Changes were discussed.

Resolution 2016-10 – Adoption of the Investment Policy. Make sure a copy of this in included with the Board of Director’s Packet. The order of Agenda items was discussed. Bulky Item Discussion. Morgan explained that each year the Bulky Item Collection Bins are escalating in cost. He stated that it goes up about $10K each year and in 2016 it is estimated to cost the District $75K. Morgan and McGlasson had been coming up with ideas to keep costs down for the program. One of the changes discussed was to begin doing a spring and fall Bulky Collection at the Fairgrounds again like the District used to do and cease having them weekly at the Sites. Thomas asked for the reason the District stopped doing that then, and Morgan stated that it was for convenience for the customer, but it has become unsustainable. Thomas stated that people are using it, so there is definitely a need for it. Morgan stated that the service is being abused by businesses and out of county residents. Other options were discussed and Executive Committee suggested Morgan include something about it in his Board Report and to include the CAC to see if they have ideas for Bulky. Morgan stated that we are offering a free service to consumers that is costing the District $75K per year and rising. He said that something will need to be done to keep the cost of this program down. CAC Meeting Schedule. This was sent from Clark Sorensen of the CAC and is for information only. Budget Transfers. Morgan stated that there would not be an additional appropriation sought for 2016 but instead we would move funds from other areas of the budget. He stated that some areas are falling short because the 2016 Budget had included a MRF and the use of leased trucks which did not take place in 2016. This will be presented in Resolution form to the Board of Directors. Other Items. Thomas stated that there will be an off-site Holiday Party this year for District employees and their immediate family. He stated that the Board of Directors are invited to participate. McGlasson stated that it will be held at the Community Building at the Fairgrounds which was donated to the District for the event. McGlasson stated that the District’s Server was pretty much out of commission. He stated that over the last several years the repairs that have been done are just simple bandaids and that the District is in severe need of a new server. Thomas suggested looking into getting a virtual server such as a Cloud Server. She said it is very cost effective, secure, and there is no hardware that will need to be maintained or repaired. Thomas stated that Governments are now using Cloud Servers and even some of our own County Government units are using a Cloud Server. She suggested calling Eric Evans at the County for more information. The meeting ended at 1:45 pm

______________________________ Signed – Executive Committee Member

Minutes of November 1, 2016

1

MINUTES

Monroe County Solid Waste Management District Board of Directors

Nat U. Hill III Meeting Room, Monroe County Courthouse Bloomington, Indiana

Thursday, December 8, 2016 4:00 p.m.

Members Present: Julie Thomas, Chairperson, Cheryl Munson, Vice Chairperson, Steve Volan, Secretary, John Hamilton, Iris Kiesling, Patrick Stoffers Members Absent: Dianna S. Bastin Staff Present: Tom McGlasson Jr., Executive Director, Connie Hudson, Controller, Jeania Baughman, Employee Services Administrator, Scott Morgan, Operations Director, Elisa Pokral, Media & Education Director Legal Counsel Present: None CAC Present: Clark Sorensen Thomas called the meeting to order at 4:00 p.m. Executive Committee Meeting Minutes: November 1, 2016 Thomas stated that the Executive Committee Meeting minutes are for informational purpose only. Approval of Board of Director’s Meeting Minutes – September 8, 2016 Munson moved to approve; Volan seconded. No questions from the Board. The verbal vote was unanimous; Hamilton abstained. Approval of Board of Director’s Meeting Minutes – November 10, 2016 Munson moved to approve; Hamilton seconded. No questions from the Board. The verbal vote was unanimous. Controller’s Report – Payroll & Claims Volan moved approval; Munson seconded. Hudson reported pre-approved claims of $83,832.03. Hudson requested approval for current payroll and claims of $70,247.63, with a total of $154,079.66. No public comment. The verbal vote was unanimous. Motion passed. Controller’s Report – Cash Flow Hudson reported the cash balance in the operating fund is $1,062,298.49 and debt service of $23,870.29. Cum Cap at $76,692.85 and landfill/post-closure at $691,035.97. Reports from Staff Morgan stated that we have continued our Bulky Item discussion with CAC and the Executive Committee. A recommendation from the Executive Committee was to better define our Bulky Item program and make it clear to everyone what the Bulky Item program is. Kiesling stated that construction debris is being dumped by companies and this should not be happening. Morgan said that he would be using the City’s definition of Bulky as an example for the District’s Bulky Item program. The Board discussed some of the items that should or should not be included in the

2

Bulky bins. Stoffers suggested doing a flier to send out that shows what is and is not allowed in the Bulky bins. Morgan stated that holiday tree recycling will be from December 26th through January 14th. He stated that the trees must be real with no decorations or lights, the trees must be bare. McGlasson gave a report for Paulsen. McGlasson stated that Paulsen and Percifield were at the landfill doing the groundwater samples. McGlasson stated that the leachate treatment plant would most likely be started back up next week. Pokral showed her December guest column in the H-T on Green Giving tips and thanked the H-T. She encouraged people to use as their mantra “Green Giving,“ not just during the holidays but during the year. She reported that there will be an article in Friday’s Herald Times on Christmas trees and Holiday tree recycling. She said the other media have been notified of holiday announcements as well. Pokral referred people to the District web site for holiday hours throughout the year and she said it would be best to check that before coming to the centers. She said to click on gogreendistrict.com/about us. Pokral said that holiday tree recycling will be at regular hours and days of operation at each center. She also said that announcements will also be on the District’s social media. McGlasson reported that he has been in contact with the County IT department in regards to the District’s server issue and will be moving forward with a cloud based server by the end of the year. McGlasson reminded Board members that the District’s Holiday party will be held at the Monroe County Fairgrounds on Sunday and invited them to join the festivities. McGlasson recognized Kiesling for her 25 years of investment in the City, County and the District. Kiesling will retire at the end of the year. McGlasson presented Kiesling with a certificate of appreciation on behalf of the District. He wished her happiness and relaxation in her retirement. Citizens Advisory Committee Report. Sorensen stated that the CAC now has two openings on the committee and three inactive statuses that could be filled. The next CAC meeting will be held on December 15th and he had planned on working with McGlasson before that scheduled meeting in regards to the RFP’s that will be sent out for the Consultant on the MRF. Sorensen stated that if anyone is interested in joining the CAC they may contact him at clarksorensen1234@gmail.com for they may visit the District website for other contacts at gogreendistrict.com. Public Comment. None. Board Members thanked Kiesling and congratulated her and wished her well in her retirement. The meeting adjourned at 4:25 pm.

______________________________

Signed – Board Member Minutes of December 8, 2016

MEMORANDUM DATE: January 12, 2017 TO: MCSWMD Board of Directors FROM: Lee Paulsen SUBJECT: Landfill & Environmental Compliance January 2017 Board Report

Landfill January 2017:

The NPDES Discharge Monitoring Report (DMR) and IDEM Monthly Monitoring Report (MMR) for December will be submitted prior to the January 28, 2017 deadline.

The Groundwater samples were collected on 12/5, 12/6, 12/7, 12/8, 12/12, 12/13, 12,14. For this event, analysis will include all parameters indicated in Table 1A, Table 1B and previously detected parameters in Table 2 from IAC 10-21-15 and 329 IAC 10-21-16. All samples were shipped to Element Materials Technology the day they were collected via FedEx overnight. Currently, laboratory results are pending, once received they will be forwarded to AECom for statistical analysis as has been done with previous samples.

On 12//12/2016, samples were collected for the analysis of parameters indicated in our Industrial Pretreatment Permit with the City of Bloomington Utilities (CBU). The laboratory results were received from Element Materials Technology on 12/21/2016.

Leachate treatment operation resumed on 12/14/15. Due to previously mentioned algae in the leachate pond, we were unable to resume treatment earlier, resulting in the need to have leachate hauled for disposal (volumes are available on the attached leachate report).

Leachate production data is on the next page.

Environmental Compliance December 2016:

Thirteen (13) new Environmental Compliance Cases were reported in December 2016.

o Twelve (12) Case were Substantiated. All were remediated and closed during the month of December.

o One (1) was referred to HAND as it was within City of Bloomington limits.

There were no Adopt-A-Road clean-ups scheduled or completed during the month of December 2016.

Monroe County Solid Waste

The below data is for the most recent six (6) months of operation

July '16 August '16 Sept. '16 Oct. '16 Nov. '16 Dec. '16 Total

High 92 92 89 84 82 66

Low 50 54 49 36 21 1

Avg 76 77 71 62 48 32

Hauled 0 286,000 40,000 88,000 360,000 408,000 1,182,000

Treated 0 297,539 676,789 0 0 146,085 1,120,413

Total 0 583,539 716,789 88,000 360,000 554,085 2,302,413

8.53 9.88 5.19 3.49 3.26 2.48 32.83

$0 $10,725 $1,500 $3,300 $13,500 $15,300 $44,325

$0 $2,213 $310 $681 $2,786 $3,157 $9,146

$0 $12,938 $1,810 $3,981 $16,286 $18,457 $53,471

221.58

July '15 August '15 Sept. '15 Oct. '15 Nov. '15 Dec. '15 Total

High 92 89 93 83 77 70

Low 56 50 44 25 19 22

Avg 75 72 69 57 48 44

Hauled 0 0 0 0 0 266,000 266,000

Treated 999,723 354,538 0 0 0 31,308 1,385,569

Total 999,723 354,538 0 0 0 297,308 1,651,569

6.49 2.37 1.26 2.61 4.10 5.26 22.09

$0 $0 $0 $0 $0 $9,975 $9,975

$0 $0 $0 $0 $0 $2,058 $2,058

$0 $0 $0 $0 $0 $12,033 $12,033

158.95

Month Treated Hauled TotalMonthly Cost for Hauled

Cost w/o Treatment

Cost Savings

July '16 0 0 0 $0 $0 $0August '16 297,539 286,000 583,539 $12,938 $26,398 $13,460Sept. '16 676,789 40,000 716,789 $1,810 $32,426 $30,616Oct. '16 0 88,000 88,000 $3,981 $3,981 $0Nov. '16 0 360,000 360,000 $16,286 $16,286 $0Dec. '16 146,085 408,000 554,085 $18,457 $25,065 $6,609

Total 1,120,413 1,182,000 2,302,413 $53,471 $104,155 $50,685

Total Gallons

Generated

Month

Gallons Per Acre Per Day (GPAD):

Hauling Cost

Gallons Per Acre Per Day (GPAD):

Total Cost

Monroe County Landfill Leachate Generation and Treatment Data

Precipitation (in)

Month

Precipitation (in)

Hauling Cost

Disposal Cost

Temp (O F)

Disposal Cost

Temp (O F)

** Temperature data is from the website Weather Underground (www.wunderground.com) for zip code 47408

Below is the cost savings realized from on-site leachate treatment for the current six (6) month period

* Leachate hauling and disposal costs are based on the following rates per 4,000 gallons:

For comparison, below is the data for the same six (6) month period from the previous year

Hauling: $150.00 + Disposal: $30.95 = Total $180.95

Total Cost

Total Gallons

Generated

MEMORANDUM DATE: January 12, 2017 TO: MCSWMD Board of Directors FROM: Elisa K. Pokral SUBJECT: Media & Education updates January 2017 Board Report ♦ ADDITIONAL MEDIA FOR DECEMBER:

a. H-T article- Give the Gift of a real tree this holiday season 12/9 b. WTIU-TV interview (TV and on-line) on Holiday Tree Recycling 12/22 to be

aired after Christmas c. FB and Twitter announcements on reusing, repairing items, visiting

gogreendistrict.com for holiday calendar and holiday tree recycling d. Thank you recyclers from the District on Comcast Weather crawl and Holiday

Tree Recycling ♦ MEDIA OVERVIEW FOR JANUARY:

a. This year’s media blitz focus will focus on the District’s array of services benefitting the community and in particular, the Green Business Network program. Infomercials: Electronics, Trash and Recycling, Green Business, and LEDs

b. CSV infomercial on-line: Green Business c. Comcast on demand infomercial: Green Business Comcast weather crawl on District thank you to recyclers and Holiday Tree Recycling. Also Comcast Weathercrawl on enhanced services (3 rotating scripts) re: Rural Recycling Centers, Bulky Items and Free Electronics Recycling

e. Airing of 5 monthly two part messages, 30 second paid psas for Hoosier Country Radio: 30 second environmental challenge/problem,

30 second solution back to back. Rotated messages. Also 15 second NBC Weather read

f. Social Media posts on Illegal dumping, Green resolutions g. Scheduled to resupply Monroe County Library system with Gogreen Guides if needed h. Scheduled to resupply Area 10 Agency on Aging with Gogreen Guides ♦ EDUCATION OVERVIEW FOR JANUARY: a. 9 school visits reaching 530 students and teachers b. Holiday Tree Recycling flyers distributed to scheduled classrooms c. Reminder to public that non-foil gift wrap paper can go in the mixed paper bins at all District Recycling Centers and tissue paper is put in the newspaper bin

Monroe County Solid

Waste Management

District