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10-16-2013 CSMCREEKSIDE RENEWABLES ADVISORY BOARD MINUTES City Center October 16th, 2013 - 4:30 p.m. Members Present: Marian Filk, Nathan Winter, Juli Neubarth, and Bob Anderson Members Absent: Bob Peterson, Gary Forcier, Brandon Fraser Others Present: Andy Reid, Andy Kosek, Jeremy Carter The meeting was called to order at 4:30 p.m. 1. Approval of Minutes from April 17, 2013 Motion by Anderson, second by Filk, to approve the minutes as presented. Motion carried unanimously. 2. Financials Andy Reid, Controller, reviewed the compost fund income statement. There is a substantial increase in sales from last year — approximately $2.5 million. Revenue over expenditures is $334,896. A wheel loader and bagging line improvements are included in capital outlay expenditures. Mr. Reid then reviewed the refuse fund income statement. Total revenues are comparable to this time last year. The net revenue over expenditures is $188,578. Additional expenses this year are due to the grinder and compost bags and increases at Spruce Ridge. 3. 2013 Season Sales a. Year to Year comparison Andy Kosek and Andy Reid reviewed the 2013 season sales. The 2013 season was recorded as the best year in Creekside's history with 2.2 million in bagged sales. This is mainly due to a very large Menards contract. Bulk sales remain flat. One adjustment made has been decreasing the cost per yard of bit -con due to the large inventory of it. Bulk mulch sales will not be as strongly focused on moving forward, but rather more focus will be placed on soil products. 4. 2014 Forecast Andy Kosek and Andy Reid explained that the 2014 season forecast is the same as 2013's with the Menards and Home Depot contracts compiling 1.5 million bags. Creekside staff has forecasted a total of 2 million bags being produced. 5. Operation/Production a. Bagging- 2 Shifts b. Grinding- County Yardwaste Program Andy Kosek explained that the bagging operation is working two shifts which began October 1St. 16,000 bags a day will be processed until mid -late December. By then the yard should be full of inventory. Mr. Kosek explained that there has been a funding change in the county yardwaste program which may affect grinding operations. It is proposed that Creekside would be reimbursed for truck/loader time for operation/maintenance of grinding in other McLeod County cities. The County has reduced the funding for this function by 50 %. All invoices need to be turned in by December 31, 2013. Creekside began to grind all the brush in other McLeod County cities in October and will go back in November to collect all leaves and brush so that the invoices can be submitted by December 31St and receive funding. Other grinding jobs include material on site and grinding in St. Cloud (yard waste material). Litchfield has agreed to allow Creekside to pick up material. Creekside ground material for Litchfield at no charge earlier this Fall. Mr. Kosek spoke to Creekside's relationship with S &S Tree Sales for wood /yard waste contracts. Juli Neubarth asked if funding is being set aside to replace the grinder when necessary. Mr. Kosek noted that Creekside is no concentrating as much on bulk mulch sales and more on soil products. Jeremy Carter, City Administrator, noted that he has had conversations with other county communities on partnering in the funding of this piece of equipment. Replacement for the grinder is included on the City's capital improvement plan for 2017. 6. United Hardware Generic Topsoil Inquiry No discussion was held on this item. Andy Kosek explained that United Hardware had an idea brought forward to Creekside, however the buyer was not interested so the idea was pulled. 7. Product Procurement a. Raw b. Finished Andy Kosek explained that raw material is coming from Ramsey County, Sherburne County and St. Cloud, which includes grass and leaves. Finished material is coming from smaller communities such as Olivia, Mayer, Willmar, a private company in Maple Grove and Elk River Composting. 8. Creekside Bag Redesign Andy Kosek distributed new designs of the Creekside bags. The intent is that the new design will boost sales. 9. Equipment Back -up Alarms Andy Kosek explained that staff has been working with the neighbors in the area on alternatives to a full -blown back up alarm system used on payloaders. Mr. Kosek explained that the three front end loaders will have back up cameras and strobe lights that will be used after 6:30 p.m. A muffled alarm system will be used between 7:00 a.m. — 6:30 p.m., which will be 20 decibels above normal ground levels as required by OSHA. Mr. Kosek asked that Creekside have until November 15 to install the back up cameras, which will be used after 6:30 p.m. instead of the audible alarms. Jeremy Carter, City Administrator, spoke to the OSHA compliance and safety regulations that must be followed by Creekside. Bob Anderson mentioned that families with young children have moved into the neighborhood and perhaps the City may wish to consider fencing in the facility. It was suggested to place signs around the perimeter as a precaution as well. Staff can make contact with those residences that have young children as an additional precaution/warning that the site has heavy equipment moving around. IO.New Business None With no further business to discuss, the meeting was adjourned at 5:45 p.m.