CLINTON COUNTY AREA SOLID WASTE AGENCY
NOVEMBER 8 2007
Chairman Richards called the meeting to order at 6:30. Roll call was taken. Those present were:
Clinton Clinton County DeWitt Charlotte
Delmar Goose Lake Welton
DeWitt made a motion to approve the minutes of the October 11, 2007 meeting. Clinton seconded. Motion unanimously carried.
AUDIENCE COMMENTS (none)
Clinton made a motion to approve the unanimous consent calendar. Charlotte seconded. Motion unanimously carried.
DIRECTOR OF OPERATIONS AND EDUCATION REPORT
A. DNR INSPECTION-BIO-REACTOR: The inspection took place on October 25th. A letter from the DNR field inspector recommends that the permit should be reissued. The update on the permit was submitted by Barker Lemar on November 8, 2007.
B. LEACHATE DISCHARGE: 1,133,550 gallons were discharged to Clinton’s Waste Water Treatment Plant.
C. CLINTON CITY COUNCIL PRESENTATION RECAP: The City of Clinton would like to see a single source recycling collection put in place. If this happens it will affect the agency. One positive being more recyclables received and one obstacle would be a change in the way the recycling operation worked at the Agency.
D. BI-STATE PLANNING COMMISSION: Met October 25th to discuss key issues. The Commission will meet again this month.
E. HOLIDAY HOURS: (see attached) The landfill will be closed November 22, December 25, and January 1, 2008, and will close at noon on December 24 and 31.
F. EDUCATION:
1. ADOPT-A-CLASSROOM: The Agency will work with Mrs. McManus’ class at Ekstrand Elementary.
2. OIL FILTER PROJECT: The CCASWA is participating in this pilot program to look into how removing oil filters from the normal waste stream will affect landfills. The Agency will receive an oil filter crusher and keep data. This project is in connection with West Branch Middle School. Director Seward will get in touch with West Branch to see if businesses could also use this program.
G. If there are any new representatives coming on the board in 2008, please contact the agency with that information.
ENGINEER SITE REPORT: C.J. Lage for Barker Lemar
A. BIO-REACTOR INSPECTION: (see attached) The Bio-Reactor has one inspection each year and it is due by November 1st. There was not much to report on, since the bio-reactor was down part of the summer for repairs. Right now the bio-reactor is in shut down process.
B. BIO-REACTOR PERMIT: The current permit expires on January 8, 2008. Barker Lemar submitted the permit on November 8, 2007 to the DNR.
COMMUNICATIONS FROM ANY AGENCY MEMBERS OR THEIR CONSTITUENTS:
A question was asked about some past due Accounts Receivable. Seward said that certified mail has been sent to those accounts. The agency will continue to stay on top of them.
STANDING AND SUB COMMITTEES:
A. OPERATIONS COMMITTEE: (see attached) The committee met on November 1, 2007 and discussed snow removal, bio-reactor inspections, possible recycling changes, oil filter projects and other projects. Next week Seward should know more about the snow removal issue.
B. PERSONNEL COMMITTEE: (see attached) The committee met on November 1st for an update on potential staffing adjustments at the Recycling Center and how to address these issues if they become reality.
UNFINISHED BUSINESS:
NEW BUSINESS:
A. FISCAL YEAR 2006-2007 AUDIT: Rich Winkel of Clifton Gunderson presented the 2006-2007 Audit. Winkel state the audit showed a clean opinion. Brought to the agency’s attention under Non Significant issues were: 1. the agency does not have an accounting procedures manual, 2. that there are a few outstanding checks that were issued over a year ago and the agency should follow procedures for timely submitting unclaimed property, 3. accounts receivable ledger balances do not agree to the customer cards that are manually maintained and it is recommended that reconciliations be performed monthly so that reconciling items be resolved promptly.
Their findings and recommendations showed that because of inadequate segregation of duties: 1. the Agency needs to continue to use board oversight and review of account information as a check and balance. 2. It is also suggested that the Agency separate out the duties of those who open mail, from those who prepare the deposit slips and checks, and from the person who deposits the checks. 3. The person who sets up the new vendors or edits existing accounts not be the same person who issues checks. 4. Management should have a bank test reconciliation made from time to time, which should be reviewed, approved, and signed by management each month. 5. Management should periodically review the payroll master file.
Winkel also stated that press releases will be mailed November 9, 2007 on the audit.
The agency will approve the Audit at the December meeting.
EMERGENCY BUSINESS: (none)
DeWitt made a motion that we adjourn until our next regularly scheduled meeting on December 13, 2007, at the Recycling Center at 6:30. Delmar seconded. Motion unanimously carried. Adjourned at 7:09.
