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HomeMy WebLinkAboutSWMD Agenda 8-15-07 and 7-18-07 Minutes GCSWMD Board Members Chairman Bruce Hanson Richard Allison Steven Hamilton J ody May Bill Murdock SOUD WASTE MANAGEMENT DISTRICT (SWMD) AGENDA August 15, 2007 Garden Cafe, Manhattan, MT AGENDA 5:00-6:00 p.m. Executive Session of the Board 6:00 p.m. Call to order Regular Meeting 1. Public Comment 2. Approval of Minutes for the July 18, 2007, SW MD Board Meeting 2.1 . Approval of June 25, 2007, Special SW MD Board Meeting 2.2. Approval of the August 8, 2007,Special SWMD Board Meeting 3. Financial Report - Susan Dellinger 4. Old Business 4.1. Recycling RFP - Larry Watson, Steven Hamilton, Jody May 4.2. Interlocal Agreement City of Belgrade - Larry Watson 4.3. Resolution of Intent City of Bozeman and City of Belgrade Joining the District - Larry Watson 5. Chairman Report, Bruce Hanson 6. Manager's Report - Tom Miller 6.1. FY08 Budget 6.2. Udpdate on Cell 3 6.3. Equipment Replacement & Update 6.3.1 Approval of a Resolution and Other Documents to Purchase One Caterpillar 623G Elevating Wheel Tractor Scraper Serial# Gallatin County Solid Waste Management District Board Agenda August 15,2007 - 1 - ODBCoo187, by the Gallatin County Solid Waste Management District for a Total Price of $376,564.80 6.4. Logan Landfill Convenience Site 6.5. Annual Report 7. Great West Engineering Agenda - Bob Church, Great West 7.1. Corrective Measures Assessment Work - Product $35,000 8. Master Plan 8.1. Revised High Profile Plan To Be Completed and Submitted by September 9. Landfill Expansion 9.1. Access Road/Jackson/State lands/Easement Swap 9.2. Appraisals 10. Gas Monitoring 11. Financial Assurance Update - Task Order W ($800) 12. Alternative Cover Demonstration 13. Schumacher Contract - $ Change Order - Approval by District Manager 14. Other Business 15. Agenda for Next Meeting on September 19, 2007 16. Adjournment Gallatin County Solid Waste Management District Board Agenda August 15,2007 - 2 - BOARD OF DlRECfORS Chairman Bruce Hanson Commissioner Bill Murdock Jody May Steven Hamilton Gallatin County SOLID WASTE MANAGEMENf DISTRICf Board Meeting July 18, 2007 Board Members Present: Board Members Absent: Staff Present: Members of the Public: Chairman Bruce Hanson; Jody May; Steven Hamilton; Larry Watson, Gallatin County Grants and Projects Director (proxy for Commissioner Bill Murdock) Commissioner Bill Murdock; Rich Allison Tom Miller, District Manager; Chris Gray, Gallatin County Chief Deputy County Attorney; Earl Mathers, Gallatin County Chief Administrator; Larry Watson, Gallatin County Grants and Projects Administrator; Bob Dellinger, Dellinger and Gallagher, CPA; Bob Church, Principal, Great West Engineering, Inc.; Susan Dellinger, Gallatin County Solid Waste District Accountant; Dawn Chretien, Recording Secretary Debbie Arkell, Public Works Director, City of Bozeman; Steve Johnson, Solid Waste Superintendent, City of Bozeman; Phil Idelson, Allied Waste Inc.; David Leverett, Full Circle Recycling & 4-Corners Recycling; Suzanne and Jim Elder (Sign-in sheet attached) . Call to Order: Chairman Bruce Hanson called the meeting to order at 6:00 p.m. 1. Public Comment Chairman Bruce Hanson called for public comment. Mr. Jim Elder spoke regarding his interest in recycling, the environment, and the challenges that Gallatin County faces. He is on an advisory board that meets every couple weeks on the issues. He is trying to get local clubs, civic groups, and citizens interested in helping. He writes articles for the Independent Press. He is present to listen and learn from the District's meeting tonight. 2. Approval of Minutes for the June 20, 2007, Solid Waste Management District Board Meeting (SWMD) Motion by Board Member Steven Hamilton to approve the June 20, 2007, SWMD Minutes as submitted Seconded by Board Member Jody May. All voted aye. Motion calTied (MotLon#08-71807-01). Gallatin County Solid Waste Management District]uly 18,2007, Board Meeting 1 Minutes 3. Financial Report - Susan Dellinger, Gallatin County Solid Waste District Accountant Bruce Hanson reported the draft Profit and Loss Statements mailed in the Board packets have been amended to reflect up to date information the accountants received. Susan Dellinger submitted a final draft of the Profit and Loss for the Gallatin County Solid Waste District 2007; Profit and Loss by Class June 2007; A Depreciation Schedule by G/L Account Number for the 12 Months Ended 6/30/07; and a Balance Sheet as of June 30, 2007; and the Gallatin County Solid Waste District Financial Statements for the One and Eleven Months Ended May 31, 2007(prepared by Bob Dellinger, CPA, Dellinger and Gallagher) for review. She explained June has not been closed due to the closing of Fiscal Year 07. It may be awhile before June's final figures can be reconciled. She reported the Accounts Receivable still has a variance, but she will keep working on getting it cleared up by next month. She explained the interest income is a difficult number to estimate. June's interest had not been posted yet. It should be posted next month. The security deposits are still being reconciled by the Auditor. She noted the new compactor is new on the asset schedule at the cost of $570.584. The first payment of $126,601.32 has been paid for the compactor loan. The amount is located under long term liabilities. It is the first payment on the principal with no interest charges. She also noted that there will be an adjustment to the assets and depreciation schedule once the County has completed their part for the end of this fiscal year. The County only adjusts them once a year at the end of each fiscal year. The Profit and Loss for tipping fees is just under 4 million dollars for Fiscal Year 07. The County adjusts the fee by charging back to the departments indirect costs twice a year. The district's portion was $21,630. The larger payment made under professional services is a payment of $42,377 made to O'Keefe Drilling for the wells drilled for the Corrective Measures Plan. She added she will start inputting the Profit and Loss items by class code. She did not have the information for five months of the last fiscal year, but this fiscal year she will be able to separate out the expenses to tract each department. Class codes have been made for administration, equipment, cell 3, shop, operations, waste stream diversion, and personnel. The revenue is unclassified. It cannot be separated out by departments. She will be working on getting Fiscal Year 07 finances reconciled and adjusted. She then will work with staff on drafting an annual report. Bob Dellinger, Dellinger and Gallagher, reported he spoke with Dan Eschenbaum, Gallatin County Accountant, who said it would be late September or so before a final June report will be available from the County. The issue is the County compilation to finalize the County's Fiscal Year 07. He said it might be few months before the District gets the final numbers for June. So, for the next couple of months they can rely on the financial reports kept daily, then adjustments will be made from the County side as soon as they are available. He has a good level of comfort with the financial statements than ever before. He is happy with the progress. He noted Board Member Jody May is working with Mr. Eschenbaum on the County Capitalization Policy. In board discussion, the Board agreed that the O'Keefe Drilling should be separated out under an object code specifically for the Corrective Measures Plan. It will track the expenses incurred for it. Board Members agreed they were looking for consistency in numbers on the revenue side. They discussed the cash flow and interest. It did not appear to some the interest was what was anticipated, even though, it was noted it was normal for each month. They realized the accounting department may get behind for the beginning of Fiscal Year 08, and they still may run into issues. The Board agreed Gallatin County Solid Waste Management District July 18,2007, Board Meeting 2 Minutes the financial statements were an improvement over last year's financial reporting. They were happy with the progress. They agreed the financial reports are now a good tool for the District Manager to use to project the future for the District's operations. Kathy Wilcox, Accounting Technician, prepared the following documents for the Board packets: Operational Reports June 1-30, 2007 and July 1-11, 2007; Statement of Paid Claims FYO? June 1-30,2007 and July 1-11,2007; Budget vs. Actual Revenue and Expense Reports June 30, 2007; 7/12/07 Memorandum update on the status of charge accounts at the Logan Landfill, balances over 60 days; Aged Summary Report dated 6/30/07; Grid Summary Report 7/01106-6/30/07. Old Business .. 3.1. Recycling RFP - Larry Watson Larry Watson, Gallatin County Grants and Projects Director, presented two draft proposals for discussion: Call for Proposals for a Contract for Processing and Marketing of Recyclable Commodities from Commingled Containers; and Call for Proposals for Hauling of Recyclable Materials and Servicing of Roll Off Container Collection Sites. He reviewed the first draft proposal: a Contract for Processing and Marketing of Recyclable Commodities from Commingled Containers. He pointed out on Page 4, the products the District plans on recycling will need to be determined. He asked if glass would be one of the recycled commodities. The collected materials were proposed to be placed in four compartmentalized 30~yard containers. Currently, there is significant volumes of cardboard being recycled. He asked if the cardboard needed to be placed in a separate container. The locations need to be resolved and additional routes formalized. The contract bid documents require the marketing agent to state their price for each commodity on a ton per ton basis. After deducting th~ processing and marketing, the rest of the proceeds will be revenue for the District. The District will be able to negotiate the outcome from the marketing agents who will provide the service. The Board discussed the time frame proposed. The locations and servicing expectations need to also be determined. Once the document is finalized, it will be advertised in the paper. He would then present the results at the next Board meeting. The Board will interview the bidders to negotiate the contract. The second step will be to solicit proposals for the hauling contract. The cost per service for each individual route for pickups each month will be based on how many times per individual route. The District purchases the containers. The agent will not be involved in the !sites or containers. They will provide just the trucks to get the materials to the processing center. They discussed the budget, the routes, how many containers will be needed. Once all the details are decided, there will be an RFP for the purchase of the containers. They discussed Headwaters. They found Headwaters is interested in bidding for the proposal. The Board decided to form a committee to review and work on the proposals. Larry Watson asked that the Board give authority for final review to the Deputy County Attorney Chris Gray for the first proposal (Contract for Processing and Marketing of Recyclable Commodities from Commingled Containers). He will Gallatin County Solid Waste Management District July 18,2007, Board Meeting 3 Minutes review the legal aspects. After the final review, it will be ready to be advertised in the paper. Board Member jody May moved to give authority to Deputy County Attorney Chris Gray' and Larry Watson to get the final draft finalized to submit the REF. Seconded by Board Member Steven Ham1lton (Motion #08-71807-02). Board Discussion on Motion: The board discussed the cost of the 30-yard rolloffs. After researching companies that manufacture them, the cost was estimated at approximately $6,000-$7,000 per container. Vote on Motion: All voted aye. Motion carried Larry Watson, Grants and Project Director, opened discussion on the second bid proposal: Call for Proposals for Hauling of Recyclable Materials and Servicing of Roll Off Containers. The hauling agreement document is just a boilerplate at this stage. He needs more information and input before it can be formalized. The locations, times per month, delivery point, leaving an empty container when the hauler picks up a full one, are all areas that need to be determined. Board Member Steven Hamilton pointed out Route #6 is missing in the document. He asked that it be designated for Three Forks. He noticed a Three Forks site is not in any of the routes listed. He represents the City of Three forks. Headwaters services a location in Three Forks for the citizens that the citizens would like to be maintained. The Board discussed the locations. The city locations will have to be negotiated to make it work. The Board agreed that the District should enter into a contractual agreement with the owners of the property to give them a level of comfort for who will be responsible and who to call if the sites are not maintained, etc. Many questions were asked, who determines the number of times that a route will need to be picked up? The Board felt a static number like three times might not work. The Board agreed with a recommendation made by Dave Leverett, Full-Circle Recycling and Four-Corners Recycling, that the bins should be replaced when the bins are 80 percent full, because at 100% the District will have already lost user share if they are full and a customer cannot dump their materials when they arrive. Also, people will start leaving their commodities on the ground if they are full, leading to more site maintenance issues. City of Bozeman representatives noted that the City's curbside recycling will be minimal on reducing the volume on the other sites proposed. County residents and County businesses are heavy users of the Headwater recycling bins inside the City limits. Locating bins outside the City limits in the growth areas such as River Rock in Belgrade and the Four-Corners area, will get more use than curbside in the City. The contract will be three parts: outlining the responsibility of the District; the hauler of the materials at the site; and the company in charge of maintenance of the site. The District will have to develop a relationship with the property owners of the sites to make sure they communicate to the District they are satisfied or not satisfied with the services provided. Another area of concern discussed was items being dropped at the sites that are not a recycled commodity such as a couch? They decided the contract should have Gallatin County Solid Waste Management District July 18,2007, Board Meeting 4 Minutes another part that outlines the servicins of commodities dropped off that are not recyclable. Steve Johnson, City of Bozeman Solid Waste Superintendent, stated the City will continue to maintain large cardboard containers that will take a lot of pressure off the 30-yard containers at the sites every day. The City will also have the capability of emptying the containers when they are 80% full. Once they join the District, they will be more active at the sites. The Board discussed forming a committee to work on the proposal for next month's Board meetins to help set the proposals finalized. Board Members' Jady May and Steven Hamilton agreed to work through e-mail with Larry Watson. . Larry Watson, Grants and Projects Director, stated the timeline outlined will give them 60 days to get the container bid proposal out. The Board will discuss the work on the draft document at the next meeting. 4.2. Signage - Bruce Hanson Chairman Bruce Hanson asked the Board for direction on the dimensions for the signage discussed for the entryway to the Logan Landfill. He referred to the bid submitted by Duncan Kippen, Uptown Signs, included in the packets for Board discussion. It is a bid trimmed down from the stone work bid submitted at a prior meeting. It is constructed out of wood posts. He felt the sign needed to be large enough like a billboard so people can read it from the west-bound side of Interstate 90. The Board discussed viewing the sign from the interstate. Board members expressed a sign the size of a billboard would be too large and up too high to be appropriate for the entryway to the landfill. It would look out of place. It was suzzested the District could purchase more highway signage tha,t would let the public know the landfill is at the Logan exit. The Board agreed the signage proposed looked acceptable. They liked the design, color, and felt it would look appropriate for locating it at the entryway area to the landfill. Motion by Board Member Jody May to accept the bid from Duncan Kippen as outlined in the bId for the Logan Landfill slgnage at $2,400. Seconded by Board Member Steven Hamilton. All voted aye. Motion carried (Board Motion #08- 71807-03), 5. Chairman Report - Bruce Hanson Chairman Bruce Hanson reported on the July 10, 2007, Memo from Mary Louise Henderickson of DEQ, regarding the May 2007 Methane Monitoring Report. The report discusses the abandonment and replacement of well MMW -7 during closure of Cell 1 and 2. He asked for an update. . Gallatin County Solid Waste Management DistrictJuly 18,2007, Board Meeting 5 Minutes Bob Church, Great West Engineering, reported he has scheduled O'Keefe Drilling, the company contracted to do the wells for the Corrective Measures Plan. If he has to replace it he will, but there is no place to put it. He proposes to work with District Manager Tom Miller on a plan. Chairman Bruce Hanson reported on a letter received from the County Commission asking the District to recycle shingles at the landfill. The Board discussed the request, finding at this time, there is no real estate to consider recycling them. The request came from a senior project from the MSU Engineering Department. They found recycling shingles is harder than glass to recycle. The landfill would have to have a place to segregate and stockpile, and then a unit has to be set to pull nails out of the shingles. A processing plant has to be close to get it to a market to process the materials to be used. Questions were asked if there was even a market and whether it would be cost effective. There would have to be a lot of research done to get the answers. They can research the idea, but the Board agreed they were not ready to consider it at this time with all the other projects in the works. Chief Administrator Earl Mathers responded he would report to the County Commission the issues and concerns that the idea needs further study. Chairman Bruce Hanson reported on the July 1 Z, 2007, letter he received from Mr. Jackson regarding the tenant access issues. He asked Board Member Steven Hamilton what he had heard. Board Member Steven Hamilton responded he has heard from Mr. Kanta, one of the tenants. He is concerned he will lose his access. The access used is not working. It is an issue that has been brought to the Board's attention and discussed for a long time now. The Board said they would take care of it. Mr. Kanta would like to get it resolved. Deputy Attorney Chris Gray responded there are ways to fix the problem. He has reviewed some of the documentation concerning the landlord, properties, and easements. The landlord has ultimate say in context of the lease. Bob Church, Great West Engineering, responded the existing easement interferes with the operation of the landfill. It has created operational and safety issues. He has been working with the District Manager on a solution to propose to Craig Campbell, State Bureau of Lands, and Mr. Jackson. He is drafting a proposed easement. District Manager Tom Miller responded the way the easement is currently is a liability for the District and Gallatin County. The landfill needs to be secure. The District needs to get control and secure the site. The Board discussed the easement proposal. They asked Deputy Chris Gray if he would work on drafting an easement to present to State Lands and Mr. Jackson in order to move it forward and get it resolved. They asked Bob Church, contract engineer, and District Manager Tom Miller, to work with him to get it sorted out and done. Gallatin County Solid Waste Management District July 18,2007, Board Meeting 6 Minutes Deputy Attorney Chris Gray agreed to work on it. Bob Church, Great West Engineering agreed. He will draft the map for the exhibit to the proposed easement. Chairman Bruce Hanson asked Chief Administrator Earl Mathers to give an update on the Resolution of Intent he submitted to the Board for review. Earl Mathers, Gallatin County Chief Administrator, reported a draft resolution of intent was prepared regarding the City of Bozeman and the City of Belgrade joining the District. He asked the Board to review it. The resolution needs to be in place as part of the process to move forward with the expansion of the District. The document summarizes the District purpose, responsibilities, and the powers delegated to the Board. In Board discussion, the Board requested time to review the document. It was agreed by the Board that they would review it by the end of the week. If anyone had issues, they will get in touch with him. If he does not hear from anyone by the end of the week, he can move it forward in the process. Chairman Bruce Hanson reported on the payments due to DEQ for the District's landfill license # 158. The Board needed to decide if they should pay one lump payment or pay the four payments scheduled. The Board discussed the options. They concurred it was best to pay the bill by quarterly payments. The District would earn interest on the money in their account, otherwise they will forgo any if paid in one lump sum. Motion by Board Member Steven Hamilton to approve paying the Gallatin County Solid Waste Permit Fee #158, in quarterly payments to the Department of Environmental QuaHty finding the District will earn interest. Seconded by Board Member jody May: All voted aye. Motion carried (Board Motion #08-71807-04). Chairman Bruce Hanson reported he has been in discussion regarding safety concerns in the tipping areas of the landfill. There has been some near accidents. They have discussed segregating the general public from the commercial haulers. They are proposing a method to resolve the issues by planning a tipping area for the general public that will be constructed using rolloff containers. District Manager Tom Miller reported he has been working on the proposal. He passed pictures of the type of area located at Allied Waste's landfill in Missoula, Montana. It is intended to keep the majority of the pickup and smaU vehicle traffic away from the face. The pictures depict a five-bay area. His proposal is estimated at about $160,000-$170,000. The amount does not include the roUoffs, just the mud work. He estimated it would reduce the volume by 8-10 percent. It would drastically reduce the tipping face. It will keep the traffic down, controlling the liability somewhat at the face. He cautioned the Board that it is not a fix all, but a trade. You trade one nuisance for another. It will reduce the volume and liabilities at the tipping face, reduce the big working area of the face, but it will be replaced with another location that will have to be monitored. It will possibly take another Gallatin County Solid Waste Management District July 18,2007, Board Meeting 7 Minutes full time position to keep it maintained. It is not a self-service program. He can start out cheaper by buying barrier blocks, build a wall, until they see how it works. The Board agreed it would be advantageous to reduce the liability with the general public at the face. It would be a good pilot project to see how the other proposed convenience sites around the County might work. Tracking the costs will help estimate some of the costs that might be incurred for the other sites proposed. They heard that customers and the commercial haulers like the concept. They discussed having a pit the garbage can be pushed into instead of trying to get the garbage over a wall on a low trailer. The proposed site will not eliminate all general public. Vehicles that cannot unload from the concrete wall will be diverted to the face. The Board discussed and agreed the latest MAca directive on their requirements to build the wall and state building codes will have to be followed. The Board agreed to direct District Manager Tom Miller to draft the proposa1. They asked he look at two possibilities: rolloffs and a pit. They asked him to be accommodating and to analyze time, because time is money. 5.1. Policy Discussion - Waiving Tipping Fees At the Logan Landfill Chairman Bruce Hanson reported at the last Board meeting a request to waive tipping fees had been presented to the Board and discussed. Board Member Rich Allison requested the Board bring it up for further discussion. He asked if a committee should be formed to draft a policy. The Board discussed the issues. It sets a precedent. If you allow one non-profit, you have to allow them all to come in for free. Air space is expensive. They decided a committee did not need to be formed. It was agreed that the District would retain its current policy of allowing no exceptions to paying a fee at the gate. This would protect the District by being consistent and not allowing any exceptions. Motion by Board Member Jody May to retain the GCSWM Districes current policy of no exceptions. Seconded by Board Member Steven Hamilton. All voted aye. Motion carried (Board Motion #08-71807-05). 5.2. Annual Report Chairman Bruce Hanson reported he has been in discussions with Bob Dellinger, Dellinger and Gallagher, CPA's, the District's contracted CPA, and District Manager Tom Miller on drafting an annual report for the District. The accountant has a good accurate history on mOst of last year to get the data to prepare a first draft. He would like to be able in five years to compare year to year. 6. Subcommittee Reports 6.1. Jackson Appraisal Board Member Jody May reported he has not been contacted by Mr. O'Reilly, the appraiser hired to appraise the Logan Ranch Springs property for the District. They were suppose to meet to walk the property. He will contact him to find out the status. He will report back at the next meeting. Gallatin County Solid Waste Management District]uly 18,2007, Board Meeting 8 Minutes 7. District Manager Report - Tom Miller 7.1. Draft FY08 Budget Chairman Bruce Hanson reported he met with the financial subcommittee to discuss the draft FY08 Budget. It was not complete, but he was happy with the progress. District Manager Tom Miller reported there are some changes, mostly formatting. He just received updated information from Finance in regards to personnel costs due to the 3.4 percent cost of living increase approved by the Commission. Other increases in the personnel budget may come from recommendations made from some of the landfill positions that were reviewed. Those will be recommendations. The Board does not have to approve them. He noted that the convenience site costs discussed for the landfill are not in the current draft of the budget. Chairman Bruce Hanson stated the Board has to approve the cost of living increase for the District Manager. In discussion, the Board found in order to approve an increase for the Manager, it needed to be on an agenda to take action. It was agreed to either hold a special meeting or get it on the next month's agenda making the increase retroactive, effective as of July I, 2007. 7.2. Equipment Replacement & Update District Manager Tom Miller reported he submitted a bid proposal for a paddle wheel scraper. The Board will need to take action prior to the next Board meeting on it. He will be in touch with the details. He will continue to work with Board Member Rich Allison on the schedule of replacement for the equipment. He will be making more proposals in the future to replace the old equipment that continues to break down. The Board discussed and agreed that they have a good start with the cash flow presented on being able to have the funding to replace and fund the purchases. 7.3. Logan Landfill Convenience Site TIte Board moved to the next agenda item. The Convenience site was brought up by Chairman Bruce Hanson and discussed under his report. 8. Great West Engineering Agenda - Bob Church, Principal, Great West Engineering 8.1. Corrective Measures Assessment Work Bob Church, Great West Engineering, reportedcthey will be conducting a pump test on the wells before solicitation for the bid for the remediation product for the corrective measures work. He anticipates soliciting for the purchase of the product this fall. He estimated the cost at approximately $50,0000. The wells are ready to go. One well will be pumped then another one to see how the Gallatin County Solid Waste Management District)uly 18,2007, Board Meeting 9 Minutes aquifer reacts. It will determine its properties. This will tell about the product before injection. 8.2. Cell 3 Construction Bob Church, Great West Engineering, updated the Board on the Cell 3 construction. 8.2.a. Excavation Activities Bob Church, Great West Engineering, reported 30,000 yards has been excavated. The Montgomery contract has about a week left to completion. The company will be working through Sunday to finish the job. They will submit their last payment after completion. He anticipates it coming in at or under the contracted bid amount. 8.2.b. Liner System Schedule Bob Church, Great West Engineering, reported he reviewed the bonds, insurance, and the District has signed the award for the contract agreement for Schumacher Construction for installing the liner for Cell 3. They will hold a pre-construction meeting next week. They will then move in and start the following week. At that time, they will discuss after hours access to the property with the company. 8.3. Master Plan 8.3.a. Draft Plan Completed - Under District Review Bob Church, Great West Engineering, reported the draft is at the same status as last discussed. He brought up the option of a high profile alternative. 8.3.b. High Profile Alternative Bob Church, Great West Engineering discussed the high profile alternative. It would make the landfill 30 feet higher. It would give more life to the cells from about 14 to 18 years. The design met the factors of the assessment done for seismic stability. It would give the current cell another year before closure. The Board revisited the high profile alternative. They agreed it is an option that should be submitted in the Masterplan for approval by DEQ. The process takes a long time. It does not mean they have to go that high, but will have that option, once approved, if they decide to use the alternative design. They discussed other concerns, closing one cell, opening another, timelines to close one, regulations concerning the use of both cells in operation; both open for the transition, etc. Another option discussed was capping off Cell 3 with Class IV materials. Motion by Board Member Jady May to direct Bob C'hurch, Great West Engineering, to increase the maximum elevation in the design of the Master Gallatin County Solid Waste Management District July 18, 2007, Board Meeting 10 Minutes plan for CeIl 2 and 3 at the Logan Landfill Seconded by Larry Watson (proxy for Board Member BIll Murdoc~' Board Motion# 08-71807-07). In discussion, the Board got clarification the Masterplan elevation design would cover the entire site. They agreed the motion should be amended to increase the design elevation for the entire site of the landfill. Board Member Jady May amended the motion to increase the maximum elevation in the design of the Masterplan for the entire site. Larry Wats'on (proxy for Board Member Biff Murdock) seconded the amended motion. All voted aye. Motion carried (Board Motion #08-71807-07). 8.3.c. Operations Plan - Awaiting District Approval to Proceed Ml: Church moved to the next agenda item. No discussion. 8.4. Landfill Expansion 8A.a. Access Road/Jackson/State Lands Mr. Church moved to the next agenda item. me Board discussed it under the Chairman's Report. 8A.b. Appraisals Mr. Church moved to the next agenda item. The Board discussed the appraisal under Subcommittee Reports. 8.5. Gas Monitoring Bob Church, Great West Engineering, said he will visit with Chairman Hanson. He did not get the letter from Mary Louise Henderson from DEQ to review on the abandonment and replacement of the contaminated well previously discussed. He will report back at the next meeting. 8.6. Financial Assurance Bob Church, Great West Engineering, reported the Annual Financial Assurance task order for preparation of the document will be submitted for Board approval at the August Board meeting. 8.7. Alternative Cover Demonstration - Task Order V -$30,000 Bob Church, Great West Engineering, reported currently, the landfill is permitted for a prescriptive cap. He proposes an alternative cover that is comparable in performance. It would reduce the capital investment and the closure/post closure obligations. He submitted task order V, the specifics outlined in the task order, not to exceed $30,000 for Board approval. The Board discussed the cost per acre, finding it might save up to $50, 000 dollars per acre. Gallatin County Solid Waste Management District July 18,2007, Board Meeting 11 Minutes Motion by Board Member Steven Hamilton to approve Task Order V, the Alternative Cover Demonstration7 not to exceed $30pOO. Seconded by Board Member Jady May:. All voted aye. Motion carried (Board Motion #08-71807- 08). 9. Other Business Chairman Bruce Hanson asked Deputy Chris Gray if he heard anything regarding the ballot process for the expansion of the District with the City of Bozeman and the City of Belgrade. Deputy Attorney Chris Gray responded, the resolution of intent the Board received tonight to review, is the start of the process to expand the District. Chairman Bruce Hanson asked Debbie Arkell, City of Bozeman Public Works Director, to give an update on the development of their convenience site. He also asked once the City is part of the District, what will be the District's role? Debbie Arkell, City of Bozeman Public Works Director, responded the City's FY08 budget is to utilize the household hazardous convenience site with 6-yard rolloffs with no Z wall until fall or until June of 08 when the sunset clause takes effect as it states in the Interlocal Agreement between the City and the District. This will eliminate the disposal division once the cell is closed. Their collection division will maintain the site. As a District, there will be no disruption in services. They are not yet ready to operate the site. They are waiting on utility hook-ups. The power company is about six weeks out before they get power to them. She anticipates the District taking over the site by June of 2008. She invited the District to come and see how it is managed once it is up and running. They will be able to work the bugs out. They will keep the Board updated on how things are progressing. Board Member Steven Hamilton asked why the District does not go out for bid for the fuel and oil. After reviewing the paid claims, he notices it is a substantial amount of money paid out. He said the school district goes out for bid. The District may get a better price if it did go out for bid. It might be worth checking it out. The Board discussed the question raised. They may consider looking at going out for bid. They may consider working on it during the planning phase of the new shop complex. They will need a different fueling system at that time that will have to be located in the back when the new cell site will be operating. 10. Agenda for Next Meeting on August 15,2007 11. Adjournment There being no further business in front of the Board, Chairman Bruce Hanson adjourned the meeting at 8:20 p.m. Gallatin County Solid Waste Management District]uly 18,2007, Board Meeting 12 Minutes BOARD OF DIRECTORS Chairman Bruce Hanson Commissioner Bill Murdock Jody May Steven Hamilton Richard Allison SOLID WASTE MANAGEMENT DISTRICT Board Meeting July 18, 2007 Sign-In Sheet 9. 10. 11. 12 13. ,., 1'i' 14. 15. 16. 17. 18. 19. 20. 21. 22. 23. 24. 25. PO Box 461, Three Forks. MT 59752 PHONE: (406) 284 - 4029 FAX: (406) 582 - 2491 BOARD OF DIRECTORS Chairman Bruce Hanson Commissioner Bill Murdock Jody May Steven Hamilton Richard Allison SOLID WASTE MANAGEMENT DISTRICT Gallatin County Landfill at Logan, Montana Special Meeting Date: Time: Location: June 25, 2007 8:30 a. m. Telephone Conference Members Present: Bruce Hanson, GCSWMD Board Member; Jody May, GCSWMD Board Member; steven Hamilton, GCSWMD Board Member; County Commissioner Bill Murdock & GCSWMD Board Member; Tom Miller, GCSWMD District Manager; County Commissioner R. Steven White; County Commissioner Joe Skinner; Crystal Turner, Gallatin County Commission Assistant: Dawn Chretien, Recording Secretary for the GCSWMD Board. Purpose: 1.) Award of the Cell Three Cell Liner Bid by The Gallatin County Solid Waste Management District Board 2.) Approval of Great West Engineering Task Order S (not to exceed $75,000) Scope of Services for conducting management and inspection services for the Phase I landfill cell project 3.) Motion to accept Task Order U for $14,000 for Scope of Services to conduct construction management services during the implementation of Phase 1 of the Corrective Measures work. Business Conducted: Bruce Chairman called to order at 8:34 a.m. First Business of the Board Great West Engineering recommendation to award the bid for Cell 3 Construction liner to completion to Schumacher Construction. Schumacher came in as the lowest bidder at $1,494,940. Motion: Motion By Board Member Jody May to accept Great West Engineering recommendation to award the cell three liner bid to Gallatin County Solid Waste Management District Special Meeting 1 June 25. 2007 Schumacher Construction for $1 ,494,940. Seconded by Steven Hamilton. All voted aye. Motion carried. Second Business of the Board: Motion: Motion by Steven Hamilton to accept Great West Engineering Task Order S, not to exceed $75,000 Scope of Services for conducting management and inspection services for the Phase I landfill cell project. Seconded by Jody May. All voted aye. Motion carried. Third Business of the Board: Motion by Bill Murdock to accept Task Order U for $14,000; Scope of Services to conduct construction management services during the implementation of Phase 1 of the Corrective Measures work. Seconded by Jody May. All voted aye. Motion carried. The Special Meeting of the Gallatin County Solid Waste Management District adjourned at 8:41 a.m. Gallatin County Solid Waste Management District Special Meeting 2 June 25, 2007 " -.. BOARD OF DIRECTORS Chairman Bruce Hanson Commissioner Bill Murdock Jody May Steven Hamilton Richard Allison SOLID WASTE MANAGEMENT DISTRICT Gallatin County Landfill at Logan; Montana Special Meeting Date: Time: Location: August 8; 2007 3:00 p.m. Gallatin County Courthouse 311 W. Main; Commission Board Room #301 Bozeman; Montana Present: Chairman Bruce Hanson; Jody May, GCSWMD Board Member; Steven Hamilton, GCSWMD Board Member; Rich Allison, GCSWMD Board Member (by telephone conference); Tom Miller, GCSWMD District Manager; Chief Civil Deputy County Attorney Chris Gray, Gallatin County Attorney's Office; Dawn Chretien, Recording Secretary for the GCSWMD Board. Absent: Commissioner Bill Murdock, GCSWMD Board Member (excused meeting conflict/attended County Commission Public Hearing; present for Executive Session) Public Present: Walt Williams, Bozeman Daily Chronicle; Dennis Morelock, Tractor & Equipment Purpose: 1) Open & Review of Bid Proposals for One Elevating Wheel Tractor Scraper 2) Award of Bid for One Elevating Wheel Tractor Scraper 3) Approval of Trade-In for the 1975 Caterpillar 637 Scraper SN: 7P01 005 4) Approval of a Resolution and Other Necessary Documents to Lease One Caterpillar 826H Compactor" Serial #AWF00409, by the Gallatin County Solid Waste Management District for a Total Price of $619,621.28 5) Close Public Hearing for Executive Session - Personnel Bruce Chairman called the meeting to order at 3:00 p.m. Public Comment: None First Business of the Board Gallatin County Solid Waste Management District Special Meeting 1 August 8, 2007 .' ," District Manager Tom Miller opened and read the two bid proposals received at the Clerk and Recorder's Office of Gallatin County as follows: 1. Western states CAT, Idaho Corporation, 3760 N. Reserve Street, Missoula, MT 59806 (Bidder # 1): One 2005 623G Caterpillar Elevating Wheel Tractor Scraper Price: $406,709 Less Trade; Trade-in for 637 Scraper: $55,000; Net $351,709; Included Bid Bond (Accepted by Chris Gray, County Attorney); Read and Met Contract Specifications; Financing Options included. 2. Tractor & Equipment CAT, Montana Corporation, P.O. Box 30158, Billings, MT 59107-0158 (Bidder #2): One 2007 623G Elevating Wheel Tractor Scraper: $587,807 Less Trade; Trade-in for 637 Scraper: $45,000; Included Bid Bond; Read and Met Contract Specifications; Financing Options included. Board Discussion: );> The price savings for the used machine (Bidder # 1) verses the new machine (Bidder #2) would save the District a substantial amount of money );> The 637 Scraper trade-in of $55,000 (Bidder # 1) verses $45,000 (Bidder #2) was a better value );> The hours on the 2005 model 623G scraper was minimal );> Both Bids met the requirements and specifications listed in the bid document );> Service technicians from Missoula for Bidder # 1 verses local service technicians for Bidder #2 discussed. The Board found Bidder #2, machines are their priority, but would service other dealers machines. The Board concurred it was not a concern. );> The machine has been rented and used in the new cell construction; the performance has been good. No anticipated major mechanical problems. );> Based on cost and performance, Bid # 1 would be most advantageous to the District. 2) Award of Bid for One Elevating Wheel Tractor Scraper MOTION: Finding the cost and performance features of the 2005 623G Elevating Wheel Tractor Scraper met the needs and would be most advantageous to the Gallatin County Solid Waste Management District, Board Member Jody May moved to accept the bid proposal received for the 2005 623G Elevating Wheel Tractor Scraper submitted by Western States CAT for $406,709 Less Trade of $55,000 = $351,709. Seconded by Gallatin County Solid Waste Management District Special Meeting 2 August 8. 2007 .' Board Member steven Hamilton. All voted aye. Motion carried (Motion# 08-80708-01 ) . 3) Approval of Trade-In for the 1975 Caterpillar 637 Scraper SN: 7P01005 Motion: Motion by Board Member Steven Hamilton to approve the trade- in for the 1975 Caterpillar 637 Scraper SN: 7PO 1005, as proposed by Western States in the bid proposal for $55,000. Seconded by Jody May (Motion# 08-80708-02). Board Discussion: the Board agreed to pay the charge for getting the machine to Western States in Missoula, Montana. All voted aye. Motion carried. 4) Approval of a Resolution and other Necessary Documents to Lease One Caterpillar 826H Compactor, Serial #AWF00409. by the Gallatin County Solid Waste Management District for a Total Price of $619.621.28. Chris Gray, Deputy County Attorney, reviewed the documents received for legal requirements. It was the opinion of Council the documents were in order to move forward for the approval and appropriate signatures by the Gallatin County Solid Waste Management District Board. The fOllowing documents were reviewed to approve: ~ Acceptance Certificate for the Caterpillar 826H Compactor, Serial #AWFOO409, received by the Gallatin County Solid Waste Management District on June 29, 2007 )- Opinion letter to Caterpillar Financial Services Corporation by Chris Gray, Chief Civil Deputy County Attorney, regarding approval for financing a government Lease purchase };> Lessee's Authorizing Resolution };> Internal Revenue Service, Department of the Treasury 8038-G Information Return for Tax-Exempt Governmental Obligations Form Finding the financing documents and other accompanying documentation have been legally reviewed, and was the opinion of Council, are ready for approval and signature by the Board, Board Member Jody May moved to approve the Resolution and acceptance and signing of the documents: Acceptance Certificate; the Opinion of Council letter to Caterpillar Financial Services Corporation; and the Lessee I s Authorizing Resolution, for the Caterpillar 826H Compactor, Serial #AWF00409, by the Gallatin County Solid Waste Management District for Gallatin County Solid Waste Management District Special Meeting 3 August 8, 2007 ". a Total Price of $619,621.28 (Motion# 08-80708-03). Seconded by Board Member Steven Hamilton. All voted aye. Motion carried. Chief Civil Deputy County Attorney Chris Gray stated he will work with District Manager Tom Miller to prepare the Notice To Proceed. 5) Close Public Hearing for Executive Session - Personnel Chairman Bruce Hanson closed the public hearing. Chairman Bruce Hanson opened the Executive Session of the Board to discuss Personnel. The Special Meeting of the Gallatin County Solid Waste Management District adjourned at 5:00 p.m. Gallatin County Solid Waste Management District Special Meeting 4 August 8, 2007 .. I' . . . . . . . . . . . . . . . . . . . . . . . . Operational Reports . . . . . . . . . . July 1 - 31, 2007 . . and . . August 1 - 8, 2007 . . . . . . . . . . . . . . . . Logan Landfill . Gallatin County Solid Waste Management District . . . . . . . . . . . . . . . . . . . . . . Julv 1-31. 2007 Total Tonnage: 11,293.81 Projected Tipping Fee Revenue: $397,184.06 Number of Users: 5,884 Projected Average $ per Ton: $35.17 Average User Time on Site: 17 Peak Users Peak Tonnage 07/02/2007 (Monday): 273 07/05/2007 (Thursday): 252 07/07/2007 (Saturday): 247 07/19/2007 (Thursdsay): 613.15 07/18/2007 (Wednesday): 541.82 07/02/2007 (Monday): 529.24 Averaae Tons and Users Per Dav Monday 506.28 tons 240 users Tuesday 505.64 tons 218 users Wednesday 523.15 tons 205 users Thursday 519.03 tons 219 users Friday 478.21 tons 224 users Saturday 171.06 tons 229 users Incomina Waste by Classification (with Proiected Revenues) MSW Tonnage: 7,127.41 Revenue: $194,231.00 % of Monthly Tonnage: 63% % of Monthly Revenue: 49% Average Revenue per Ton: $27.25 Number of Users: 3,123 % of Total Users: 53% Heavy Construction Tonnage: 331.14 Revenue: $19,181.00 % of Monthly Tonnage: 3% % of Monthly Revenue: 5% Average Revenue per Ton: $57.92 Number of Users: 55 % of Total Users: 1 % Light Construction Tonnage: 3,800.36 Revenue: $181,367.00 % of Monthly Tonnage: 34% % of Monthly Revenue: 46% Average Revenue per Ton: $47.72 Number of Users: 2,455 % of Total Users: 42% Other Tonnage: 34.90 Revenue: $2,405.06 % of Monthly Tonnage: <1% % of Monthly Revenue: <1 % Average Revenue per Ton: $44.30 Number of Users: 251 % of Total Users: 4% Kalhy L. Wilcox Oper.1Iona1 Report JIll 07.lda 8/8/07 August 1.8. 2007 Total Tonnage: 2,774.64 Projected Tipping Fee Revenue: $98,599.00 Number of Users: 1,471 Projected Average $ per Ton: $35.54 A verage User Time on Site: 18 Peak Users Peak Tonnaae 08/06/2007 (Monday): 241 08/03/2007 (Friday): 239 08/07/2007 (Tuesday): 233 08/01/2007 (Wednesday): 567.14 08/06/2007 (Monday): 533.95 08/07/2007 (Tuesday): 524.93 Averaae Tons and Users Per Day. Monday 533.95 tons 241 users Tuesday 524.93 tons 233 users Wednesday 567.14 tons 226 users Thursday 500.83 tons 213 users Friday 515.74 tons 239 users Saturday 132.05 tons 230 users Incomina Waste by Classification (with Projected Revenues) MSW Tonnage: 1,709.05 Revenue: $46,589.00 % of Monthly Tonnage: 62% % of Monthly Revenue: 47% Average Revenue per Ton: $27.26 Number of Users: 761 % of Total Users: 52% Heavy Construction Tonnage: 65.81 Revenue: $3,809.00 % of Monthly Tonnage: 2% % of Monthly Revenue: 4% Average Revenue per Ton: $57.88 Number of Users: 14 % of Total Users: 1 % Light Construction Tonnage: 995.73 Revenue: $47,530.00 % of Monthly Tonnage: 36% % of Monthly Revenue: 48% Average Revenue per Ton: $47.73 Number of Users: 637 % of Total Users: 43% Other Tonnage: 4.05 Revenue: $671.00 % of Monthly Tonnage: <1% % of Monthly Revenue: 1 % Average Revenue per Ton: $165.68 Number of Users: 59 % of Total Users: 4% * There has only been one week of business for August at the time of this report. KaltlY L. Wilcox Operatl...,.! Reporl Jwg 07.... 818101 c: o en ";:: cu c. S o o .J: .... c: o :IE ~ .Q CD 0) ca c: c: o I- 0) c: "- S o (,) c: - ..; 8 ...... co ..~ " 8 ~ '" 0 r.J N N ,., it it it ~ <( . . 0 g o '<:t ...... o 8 N ...... g 8 ...... o 8 co o o g g '<:t o o o N SUO.l eunr };e~ I!Jdv 4OJe~ .(Jeruqa:f .(Jenuer J9qwaoaa JeqwaMN J&qOJOQ Jeqweldes ...... o ~ JsnBnv otf ...... CJ) ~ };Inr o .c - c o :IE " .0 ~ --' ;1'1 ~ r:'~ ,., -:, ., . at :!! 3000 c ~ 2000 1000 Kathy l. Wi leo. Incoming Tonnage by Customer 7/1/07 to 7/31/07 6000 4000 soDa o Allied Waste North America Cash Customers W. Yellow- Hebgen Solid Waste City of Livingston Madison County - Solid Waste Customer City of Big Timber City of Bozeman - Landfill Montana State University - Boz Others June 07.xfs A'.Jg S, 2007 $500,000.00 $475,000.00 $450,000.00 $425,000.00 $400,000.00 $375,000.00 $350,000.00 . ~ $325,000.00 E $300,000.00 It: 11 $275,000.00 i $250,000.00 -- e $225,000.00 A. $200,000.00 $175,000.00 $150,000.00 $125,000.00 $100,000.00 $75,000.00 $50,000.00 Aug 8. 200 7. Kaihy l. W,ioC' Projected Revenue by Month Comparison . FY 2006 >- - ! ! ! ~ ~ ~ ~ i: >- II '3 . ~ e CD c: :::J ClI (Q 0- ~ :::J .., Ol E ~ E E :::J 2 (Q <C ..., :::J c: ~ <C ~ II ~ (Q .J:l 0 > II a. 0 ..., u. Aug 1-8, 2007 cZ z C Month Aug E: G;aphs ......J 50 $200,000.00 $180,000.00 $160,000.00 $140,000.00 . ! $120,000.00 . ~ ~ 1 $100,000.00 1 e- $80,000.00 D. $60,000.00 $40,000.00 $20,000.00 $0.00 Kalr.y L WIt<:o. Projected Revenue by Customer 7/1/07 to 7/31/07 Allied Waste North America Cash W. Yellow- City of Customers Hebgen Solid Livingston Waste Others City of Bozeman - Landfill City of Big Timber Montana State Unfver'sity - Boz Madison County - Solid Waste Customer ....", ~?Ids Aug 8. 200,