SEPTEMBER 7, 2012 BOARD OF DIRECTORS MEETING

STW Recycling District

September 7, 2012

1. Roll Call2. Approve September 7, 2012 Board of

Directors Meeting Agenda3. Approve May 4, 2012 Board of

Directors Meeting Minutes4. Public Speaks5. Policy Committee Report6. Finance Director’s Report7. Executive Director’s Report8. Budget Committee Report9. Executive Session to Discuss Pending

Litigation10. Other Business11. Adjournment

Board of Director’s

STARKThomas Bernabei

Janet Weir CreightonDr. Peter Ferguson

TUSCARAWASChris Abbuhl

Jim SeldenrightKerry Metzger

WAYNEJim CarmichaelAnn Obrecht

Scott Wiggam

Agenda

Approve May 4, 2012 Board of Directors Meeting Minutes

Public Speaks

Policy Committee Report

2011 Annual District Report (ADR) Mailed surveys to:

2,387 commercial businesses 1,429 industrial businesses

Establish commercial and industrial recycling rates

ADR was submitted on June 1, 2012(Being reviewed by the Ohio EPA)

Finance Director’s Report

Revenues versus Expenses (As of August 23, 2012)REVENUES Estimated

Revenue

Year-to-DateActual

Revenue

Last YearYear-to-Date

RevenueCollected Percent

101 GENERAL FUND Interest Earned $6,000.00 $3,301.13 $5,892.87 55.02% ODNR Pass-Through Grants - - 135,666.50 0.00%GENERAL FUND TOTAL 6,000.00 3,301.13 141,559.37 55.02%

501 TIPPING FEE FUND Tipping Fees 2,800,000.00 1,749,056.09 1,906,970.96 62.47% Recycling Revenue 300,000.00 193,240.38 242,402.19 64.41% Miscellaneous Revenue 0.00 4,707.88 5.91 0.00%TIPPING FEE FUND TOTAL 3,100,000.00 1,947,004.35 2,149,379.06 62.81%

TOTAL REVENUE ALL FUNDS $3,106,000.00 $1,950,305.48 $2,290,938.43 62.79%

EXPENSES CombinedAppropriations

CombinedYear-to-Date

Expenses

Last YearYear-to-Date

Expenses

CombinedExpended

Percent

101 GENERAL FUNDLegal Services 129,012.07 31,336.30 224,837.83 24.29%ODNR Pass-Through Grants 250,000.00 125,000.00 10,666.50 50.00%GENERAL FUND TOTAL 394,412.07 156,336.30 344,149.62 39.64%

501 TIPPING FEE FUNDDistrict Administration Total 520,915.90 268,048.27 296,096.29 51.46%STW-02 Drop-Off Recycling 906,749.75 414,105.21 634,839.51 45.67%STW-06 Scrap Tire Collection 58,196.97 24,109.24 20,149.20 41.43%STW-19 Recycling Makes Sense 605,020.95 281,025.70 267,689.35 46.45%STW-24 Manning Groups 68,500.00 38,000.00 25,550.00 55.47%STW-25 Sheriff Department Grants 258,000.00 251,000.00 252,000.00 97.29%STW-26 Health Department Grants 285,000.00 213,750.00 213,750.00 75.00%STW-29 Education & Awareness 306,852.69 165,962.35 104,570.62 54.09%STW-41 Newcomerstown Landfill 178,079.57 38,721.81 - 21.74%

TIPPING FEE FUND TOTAL 3,538,594.74 1,694,722.58 2,078,002.13 47.89%

TOTAL EXPENSES ALL FUNDS 3,933,006.81$ 1,851,058.88$ 2,422,151.75$ 47.06%

REVENUES OVER/(UNDER) EXPENSES $99,246.60 ($131,213.32)TOTAL FUND BALANCE AT BEGINNING OF YEAR $3,637,457.30

Current Cash Position (as of August 23, 2012)

BeginningYear

Balance

Year-to-DateActual

Receipts

Year-to-DateExpenditures/

ExpensesUnexpended

BalanceOutstanding

EncumbrancesUnencumbered

Balance101 GENERAL FUND $1,053,865.48 $3,301.13 $156,336.30 $900,830.31 $231,415.77 $669,414.54501 TIPPING FEES 2,583,591.82 1,947,004.35 1,694,722.58 2,835,873.59 877,058.40 1,958,815.19

TOTAL ALL FUNDS $3,637,457.30 $1,950,305.48 $1,851,058.88 $3,736,703.90 $1,108,474.17 $2,628,229.73

GENERAL (INTEREST) FUNDYear-to-date Net Gain/(Loss) (153,035.17)

TIPPING FUNDYear-to-date Net Gain/(Loss) $252,281.77

GRAND TOTAL ALL FUNDSYear-to-date Net Gain/(Loss) $99,246.60

Tipping Fee Revenue Update

District Landfills 2011 2012 % Change

American Landfill 822,086.30 747,409.64 -9.08%

Countywide RDF 269,525.05 245,141.96 -9.05%

Kimble Landfill & Disposal 392,357.76 429,031.91 9.35%

Totals $1,483,969.11 $1,421,583.51 -4.20%

Annual Revenue $2,842,026.81 $2,800,000.00 -1.48%(Actual) (Budgeted)

January - June

Tipping fee revenue is down 4.20% in 2012 from 2011 in the first half.

Using the first half of revenue, we can project an annual tipping fee revenue total of approximately $2,901,000 based on 49% of actual annual revenue was collected during this time period over the last two years.

2nd Quarter 2012 Investment Report

Current Portfolio Description 6/30/12 Balance

Yield Maturity

Huntington Checking/MMA

General/Money Market Acct

$2,166,655.23 0.150% N/A

StarOhio – Interested Earned

Deposit Account $66,665.79 0.070% N/A

R.W. Baird Managed Portfolio $1,551,256.21 0.530% Varies

Huntington – CD Certificate of Deposit $100,000.00 0.300% 3/28/13

Huntington – CD Certificate of Deposit $100,000.00 0.400% 6/6/13Total Current Principal Balance = $3,984,577.23

Principal Balance Prior Year = $3,106,362.95

Interest Earned Current YTD = $3,265.92

Interest Earned Prior Year YTD = $4,491.73

Current Weighted Yield = 0.330% Weighted Yield Prior Year = 0.403%

Executive Director’s Report

Pharmaceutical Collection

Increase participants’ knowledge of District programs and private sector service offerings and capabilities

Increase the use of District resources, information and technical assistance

STW-5 Household Hazardous Waste Collection & STW-29 Education and Awareness Program

276 Tons Collected in the US on April 28, 2012

Community Recycle Events

• Wooster Milltown General Collection (10am-3pm)

Saturday May 19, 2012

• DoverGeneral Collection (10am-3pm)

Saturday June 9, 2012

• Canton-Nobles PondElectronic Collection (10am-3pm)

Saturday July 28, 2012

• Wooster MilltownPaper Shred Event (9am-12pm)

SaturdayAugust 18, 2012

• New PhiladelphiaGeneral Collection (10am-3pm)

SaturdayOctober 13, 2012

• OrrvilleGeneral Collection (10am-3pm)

SaturdayOctober 20, 2012

STW-7 Computer/Electronics Recycling Program

GREAT SUCCESS

GREAT SUCCESS

GREAT SUCCESS

GREAT SUCCESS

General Collection – tires, appliances, electronic-computer monitors, batteries, motor oil, recyclables and televisions ($10)

Electronic Collection – Computers, VCR’s, DVD’s, cellphones, telephones, printers, stereos, keyboards, electronic cabling, monitors, computer gaming/software, home entertainment equipment and televisions ($10)

Plain Township 2012 Mini Grant

Portable Recycling Program

Collection of Beverage Containers for Community Events

$1,500.00 (10 Units)

STW-29 Education and Awareness Program

Belden Brick ODNR Grant Update$250,000 (5% Recycled Material)

Twin Mills(Pulverizer System)

Conveyor Belt(Pulverizer System)

STW-16 Recycling Market Development Grant (Ohio Department of Natural Resources)

2012 District Newsletter(Mailing – August 2012)

The District will distribute

annually a newsletter throughout

the tri-county area

that summarizes

local recycling options for

residents and businesses in the District.

STW-29 Education and Awareness Program

New Kimble Twinsburg Recycling Facility(Staff Tour on May 30, 2012)STW-29 Education and Awareness Program

The 48,000 square foot facility was opened on June 4, 2012.Has the capacity to process 50 tons of material per hour.

New Recycling Facility

The 196,000 square foot facility was opened on June 8, 2012.

Has the capacity to process 15,000 tons of material each month.

Accepts: Paper Cardboard Glass (of any color) Plastics #1-#7 Tin & Aluminum Metal Food Containers Empty Aerosol Cans

STW-29 Education and Awareness Program

Akron Grand Opening

District Recycling Trucks Repainted$6,000 for each truck (Truck #3 and #10)

Rust on 2001 Recycling Truck

#1: 361,537 Miles

Repainted 2009 Recycling Trucks

#3: 151,405 Miles#10: 118,405 Miles

Stark Recycling Drop Offs

Old Recycling Bin

New Recycling Bin

STW-2 Drop Off Recycling

Refurbished: $490 New: $662Savings: $172/Bin

New Stark Recycling Drop Offs

Massillon Recreation

St. Michael’s(Plain Township)

STW-2 Drop Off Recycling

St. Clement’s(Village of Navarre)

39 Stark County District Recycling Drop Offs

New Tuscarawas Recycling Drop Offs

Lawrence Township

Fairfield Township

STW-2 Drop Off Recycling

Franklin Township

(Village of Strasburg)

15 Tuscarawas County District Recycling Drop Offs

Accepting Plastics #1-#7STW-1 Curbside Recycling, STW-2 Drop-off Recycling, STW-29 Education and Awareness• 2-Litter Bottles

• Soda Bottles• Water Bottles

PETE

• Butter Tubs• Detergent

Bottles• Juice Bottles• Milk Jugs• Toiletries

BottlesHDPE

• Cooking Oil Bottles

• Garbage Cans (small)

• Window Cleaner Bottles

V

• Squeezable Bottles

LDPE

• Condiment Bottles

• Flower Pots• Medicine

Bottles• Syrup Bottles• Yogurt

ContainersPP

• Clam Shell Food Containers

• Reusable Plastic Cups

PS

• Ketchup Bottles

• Reusable Plastic Cups

OTHER

The District will accept most plastic items for recycling

Annual Teacher Workshop Wednesday, June 20, 2012 (33 Teachers Participated)

Presentations Countywide Tour

STW-29 Education and Awareness Program

Special Thanks: Buckeye Career Center Progressive Foam Countywide RDF East Central Ohio Education

Service Center Stark County Education Service

Center Tri-County Education Service

Center

District Staff Update

Resignation of Wayne Education Specialist Yvonne Cubberley effective August 10, 2012

2 Education Specialists reassignment Youth focus Adult focus

District annual savings $53,979 3 year savings $161,937

District Staff Training

Attended Ohio Ethics Commission Training August 20, 2012

Attended Public Records Training April 16, 2012

Distracted Driving Policy ChangeCell Phone UsageGEN.15 Cell phones are provided to selected staff upon approval from the Executive Director or his or her designee (see Appendix I). The primary function of these phones is to provide District employees safe communication capabilities during time away from the office during business hours. Since the contract with the service provider has a limited amount of allowable minutes, staff is cautioned to exercise efficiency and caution with cell phone use to prevent costly overages in the time parameters allotted.

District employees are encouraged to use their cell phones to maintain communications with other District personnel and other individuals related to District matters in a safe manner while away from the District office during business hours. Again, such calls should be necessary and kept short to maximize the allotted minutes and prevent unnecessary costs. Personal calls are permitted on cell phones only for emergencies.

For reasons of personal safety of others, District employees are not permitted to use a District issued or personally owned cellular telephone or similar device while operating any vehicle, when the vehicle is in motion or stopped at a traffic light (See Appendix Q: Distracted Driving Policy). This includes, but is not limited to dialing, talking, texting, e-mailing, reading texts, reading e-mails, instant messages or using web sites. If the use of cellular telephone is necessary, the employee shall stop the vehicle in a safe location (from traffic) prior to using the telephone or similar device for any purpose.

The District is committed to safety and these policies apply to any employee operating a District vehicle or personal vehicle while on District business. 1. Lost, stolen, or irreparably damaged cell phones must be replaced at the employee’s expense and should be reported immediately to the

Executive Director.

2. All employees must sign a cell phone inventory list. Items on the inventory list must be returned at the request of the Executive Director or the employee’s immediate supervisor or on the date the employee’s employment status ends with the District. Any missing, damaged, or unreturned equipment will be replaced at the employee’s expense.

3. The Executive Director or the employee’s immediate supervisor may choose to revoke cell phone privileges at his or her discretion. If the Executive Director or the Finance Director is provided a District cell phone, the Board of Directors may choose to revoke his or her cell phone privileges at its discretion.

Motion to approve the Distracted Driving Policy and Cell Phone Usage policy amendments as presented to be included in the Policy & Procedure Manual.

Distracted Driving Policy Change(Addition of Appendix Q)

Stark-Tuscarawas-Wayne Joint Solid Waste Management DistrictDISTRACTED DRIVING POLICY

 

Please read the Distracted Driving Policy, sign and present the acknowledgment slip below to the Executive Director or your immediate supervisor for inclusion in your personnel file. 

For reasons of personal safety and the safety of others, the Stark-Tuscarawas-Wayne Joint Solid Waste Management District has enacted a Distracted Driving Policy, effective September 7, 2012.  

We are committed to safety and have created the following rules, which apply to any employee operating a District vehicle or operating a personal vehicle while on District business: 

• Employees are not permitted to use a District issued or personally owned cellular phone or similar device while operating a vehicle – when the vehicle is in motion or stopped at a traffic light.

This includes, but is not limited to, dialing, talking, texting, e-mailing, reading texts, reading emails, instant messages, or using web sites.

 

• If the use of a cellular phone is necessary, the employee shall stop the vehicle in a safe location (from traffic) prior to using the phone or similar device for any purpose.

 

The District encourages employees to:• Place cellular phones on vibrate before starting the vehicle

• Consider modifying voice mail greetings to indicate that you are unavailable to answer calls or return messages while driving 

Employees who violate this policy will be subject to disciplinary action, up to and including termination of employment. 

I acknowledge that I have received a written copy of the District Driving Policy, that I fully understand the terms of this policy, that I agree to abide by these terms and that I am willing to accept the consequences of failing to follow the policy.

Employee Signature Date

Employee Name (printed)

APPENDIX Q

Budget Committee Report

Tuscarawas County Recycling Collection Program

Company Amount Per Month

Alliance Recycling Center No Bid

Kimble Recycling & Disposal, Inc.

$7,240.00

Republic Services of Ohio Hauling LLC

$7,458.00

Consists of 14 drop off locations. Provide front loading containers (8-cubic

yard), pick-up and hauling services. Collect glass, paper, cardboard,

aluminum cans, steel cans and plastic #1 - #7.

Motion to contract with Kimble Recycling and Disposal for the 2013 Tuscarawas County Recycling Drop-off Program for $7,240 per month with two (2) one-year renewal options at the same rate(s) and conditions.

Plan Update Request for Proposals (RFP)

Company Amount Per Month

GT Environmental $38,900.00

Jaz Environmental Consulting $27,599.28

Current Plan Update Approved 1/27/11 Current Plan Update Covers Years 2011 to 2013 New Plan Update Covers Year 2014 to 2016

Past District Plan update Costs: 2004 Plan (GT Environmental) = $91,867.08 2006 Plan (Ohio EPA) = $62,648.47 2010 Plan (GT Environmental) = $53,058.20

Budget Committee recommended that the Plan be prepared and submitted by the District staff

2013 Grant Agreement 1-Year Extension Additional language for the Recycling

Makes Sense, Health Department and Sheriff Department Agreements for 2013: This agreement shall be effective from January 1, 2013

through December 31, 2013 unless earlier termination is made pursuant to Section 8 herein, at which time the agreement between the grantee and the District will automatically renew for one year at the same rate(s) and conditions unless a funding change is communicated to the grantee by the District.

More cost efficient and effective grant process

Maintain quarterly reporting District reserves the right to adjust funding

levels

Motion to approve additional grant extension language for the Recycling Makes Sense, Health Department and Sheriff Department agreements for 2013.

Executive Session to Discuss Pending LitigationRoll Call Vote Needed

Other Business

Adjournment

Next Board of Directors Meeting: November 2, 2012 @ 9:30am