02-16-2005 CSMMINUTES
CREEKSIDE COMPOST FACILITY ADVISORY BOARD
February 16, 2005 — 4:15 p.m.
Hutchinson City Center (Council Chambers)
Call to Order: 4:15 p.m.
Members Present: Casey Stotts, Brandon Fraser, Duane Hoversten, Doug
Johnson, Marion Filk, Bill Arndt, Gary Plotz and Steve Madson
Member Absent: Randy DeVries
Others Present: Ken Merrill and Steve Cook
Steve Madson, Creekside General Manager, suggested the Board start
thinking about appointing a Chair of the advisory board.
1. Presentation on New JD Edwards Computer Software
Steve Madson explained that over the last year or so the compost
site has been researching and implementing a new accounting and
inventory software.
Connie Maki, Accounting Specialist, and Becky Kobow, Sales &
Marketing Coordinator, gave a demonstration on the new system and
covered the processes and procedures used in creating the system
and maintaining the system. Benefits include better inventory control,
assigning costs to products, pricing on finished bagged items, less
manual handwriting on orders. Other benefits include time - savings
for invoicing, commissions configured automatically, and easily -
accessible support from LOGIS staff.
Overall the new system has saved a tremendous amount of time and
manual entry.
The second phase of the project is to include the "manufacturing
piece" of it which will automate more processes in the inventory side
of the system. This next phase is planned on being implemented in
June of 2005.
March 1 St a second shift of bagging will occur for this season's
product. This system will produce 650,000 bags of product.
Reorders then come in after May 15, 2005.
General discussion was held regarding price reductions on purchases
and other cost savings.
Bill Arndt asked that staff research bag film manufactured from corn
and soybean oils as opposed to petroleum. Mr. Madson stated he
will look into it.
Duane Hoversten asked if at the next board meeting, the January
financial statement be distributed. Staff answered it will be prepared
and distributed.
2. Update on Plastic Issues
Steve Madson stated that the plastic that is in the static piles should
be gone by mid -April of this year.
Bill Arndt asked if screen plantings have been put in place on the
southeast side of the property. Mr. Madson explained that a berm is
in place on the south side that has small evergreens on the top of it.
Doug Johnson stated that he has spoken with the City Forester who
has informed him that sumac trees can be transplanted and put on
top of the berm in addition to the evergreens. Gary Plotz also asked
that cedar trees be planted as well to allow for screening.
Mr. Madson also stated that the City's EDA has been having
discussions with Cenex who currently has a plant next to the compost
facility site. This discussion's result could ultimately allow the
compost site to acquire eight acres and allow for inventory storage
and /or expansion to the site. Additionally, the site could be
reconfigured to allow for better customer service and traffic flow.
Discussion was held regarding debagging product and developing
more efficient processes. Other changes being proposed to the site
include adding on to facilities to allow for 12 -month production.
Brandon Fraser suggested that the compost facility will probably have
to go beyond the City's minimum requirements as far as screening
goes to improve public perception of the cleanliness of the site. Mr.
Madson stated that that is the intention of the facility, however having
the Cenex facility next to the compost site precludes some screening
due to the inability of a berm being able to be placed. Mr. Fraser
further stated that if the Cenex property is acquired, the compost
facility will need to go beyond requirements to make sure the activity
is openly accepted by the public.
Gary Plotz stated that once the facility is making a profit, that
information needs to be marketed to the residents, as well as the
environmental benefits of the facility.
3. Chain -of- Command
Casey Stotts asked who is "in charge" of the facility. He is under the
impression that Doug Johnson directly supervises the employees,
however information that he has received from the employees is that
they get pulled between direction from the compost site supervisor
and the general manager.
Gary Plotz explained that several years ago a position was advertised
as an assistant to the Wastewater Director, however a pot of viable
candidates did not come about. After further review of the position, it
was determined that someone with a financial background was
needed. Based on that, a Request for Proposals was put out for a
contractual General Manager, thus Steve Madson being hired as a
contract employee.
Mr. Plotz stated that employees are supervised by Doug Johnson,
Compost Site Supervisor, then by Gary Plotz. If there are personnel
issues, they should not be handled by the contractual General
Manager but should come from Doug Johnson and Gary Plotz. Steve
Madson stated that he meets with Doug Johnson and then Mr.
Johnson executes the activity. He stated he does not give direction
to staff. Mr. Johnson stated that he does have city staff that fills in for
him when he is not in the office.
Brandon Fraser suggested having back -up leads or back -up
supervisors for when Doug Johnson is out of the office. Steve
Madson explained that a lead position is being developed.
Casey Stotts asked if a final contract was ever completed with Steve
Madson. Gary Plotz stated that the City Attorney is working on it and
the same language that is in the Request for Proposals will be
incorporated into the contract. Mr. Stotts also stated that since there
is only about a year and a half left of the General Manager's contract,
he suggested having a job description developed now for when the
position is filled again. Duane Hoversten suggested waiting about six
months to determine how, if at all, the job description needs to
change. Gary Plotz also mentioned that the Compost Site Supervisor
job description will continue to be reviewed as well.
Gary Plotz also mentioned that a Chair of the committee needs to be
appointed at the next meeting. In addition, the scope and
responsibilities of the advisory committee need to be established at
the next meeting.
With no further business to discuss, the meeting adjourned at 6:30
p. M.