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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.