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Commission Minutes

GREENWOOD METROPOLITAN DISTRICT

MINUTES OF THE May 9, 2007

Regular MEETING

The regular meeting of the Greenwood Metropolitan District Commission was held Wednesday, May 9, 2007 at 3:00 p.m., in the Training Room of Greenwood Metropolitan District Technical Service Facility, 110 Metro Drive.

In attendance:

Commissioner Bob Haynie, Chairman               Richard Coleman          Roy Hemphill

Commissioner Byron Smith, Vice Chairman      George Martin              Marsha Meyer

Commissioner Gene Hancock, Secretary          Daniel Clark                 Jamie Peeler

Commissioner Michael G. Monaghan               Wayne Daniel               Steve Pohlman

Commissioner Henry Watts                              Rick Dropps                 Brian Waldrep

Commissioner Tim Burke                                  Gayle Grogan

1. Chairman Haynie called the meeting to order and George Martin gave the invocation.

2. Chairman Haynie gave the statement of compliance with the notification provision of the Freedom of Information Act.

3. Pest Control Service Bids

Bidder                                      Amount

Adams Pest Control                 $4800

American Termapest, Inc.         $3600

Moore Pest Control                  $1200

Mr. Martin informed the Board that the current provider (Smith’s Pest Control) did not attend the mandatory pre-bid meeting.  They have sent a letter requesting to be allowed to bid.  The staff is recommending that the Board not accept their bid. 

Staff will review the bids to assure compliance with the specifications.  If the bid is in compliance, the bid will be awarded to the apparent low bidder, Moore Pest Control at the next Board Meeting.

4. Commissioner Monaghan made a motion that the minutes from the April 11, 2007 Regular Meeting be approved as mailed and Commissioner Hancock seconded.  The motion was unanimously approved.

5. Service Reports
   1. Collection System

Commissioner Watts inquired on how Metro determines if the overflow is reportable.  Mr. Daniel responded the criteria is 500 gallons or more, the overflow reaches the waters of the USA or a threat to public health.  The 500 gallons is an educated guess.  Metro does have some experience in just looking at them.  Commissioner Monaghan referenced page nineteen of the packet.  He would like an explanation in the variation on number of paid customers for the grinder pumps.  He expected the variation to go up rather than go down.  There is a 22 house spread between September and March.  Commissioner Monaghan would like to know if there is anyway to understand the variation.  Mrs. Grogan responded that in the beginning CPW may not have had all of the houses and facilities in their billing system.  CPW had to make an adjustment to add them.  The clubhouse is being charged for the two bathrooms built on the golf course and the clubhouse on the lake.  Mr. Martin responded that all grinder pumps have been accounted for.  Commissioner Monaghan responded that would be an increase and this is a decrease.  Mr. Martin responded there is a fluctuation because people are moving in and out.  Commissioner Monaghan asked if there would be a 22 house differences.  Manager Coleman stated the number billed each month is constant.  Commissioner Monaghan stated that it went from 167 to 145.  Mrs. Grogan responded that some of the customers are on the equal payment plan.  For example if the equal payment plan is $75 and the actual bill is $100 the payment first goes toward the payment of water, gas, electric and then sewer.  Sewer might not get paid until the next month.  Manager Coleman stated that some customers may pay on the thirty first of one month and the second of the next month.  The customers are billed once a month, but the payment might not come in the same month.  Commissioner Monaghan asked how does Metro know that everyone is being billed.  Mrs. Grogan responded that Metro receives a list from CPW each month and compares the CPW’s list to the list Metro has.  Commissioner Monaghan asked how did Metro develop the list.  Mr. Martin responded that every house in Stoney Point should be on the list.  Commissioner Monaghan asked is Metro certain about the number.  Mr. Martin responded that Metro verified the number.  Mr. Daniel responded that his department counted every house in Stoney Point.  Manager Coleman stated that Metro began with the number of water meters that CPW had for Stoney Point.  Metro made sure the number that CPW gave was correct and billed.  Commissioner Monaghan stated that Metro matched the CPW water meter list to the grinder pump billing list.  Manager Coleman stated the number of billed customers is consistent.  The month in which they pay may vary. 

2. Engineering

Commissioner Monaghan inquired about the Solutia BOD calculations.  Manager Coleman responded that he had talked to Richard Thomas.  Mr. Thomas was satisfied.  Mr. Waldrep stated that Metro is applying the method that gives Solutia the best advantage; and that is what has been sent and is under review by DHEC.  Commissioner Monaghan stated that Mr. Briere was not happy with that.  Manager Coleman stated that Mr. Briere wanted everything to stay the same.  Commissioner Monaghan stated that Mr. Briere had a question on whether it was 94, 95 or 96% efficient.  Commissioner Monaghan stated that he did not think Metro came up with a measurable way of determining how efficient it was.  He thought it was very important that Metro understood the calculations.  Mr. Waldrep responded that Solutia has zero treatment and they have never had any.  Mr. Briere’s goal is to never have to treat any of Solutia’s wastewater.  As the business grows, Solutia will have more BOD demand from the chemicals that are used.  Metro reaches a limit to where they can help the business as far as balancing the system so that the plants are not overloaded.  Commissioner Monaghan stated that he understands, but Mr. Briere was concerned that a multi-million dollar expansion would not take place if Solutia is saddled with new restrictions.  Commissioner Monaghan would like for Metro to make sure the calculations are correct before Metro impairs an industrial expansion that is in Metro’s best interest.  Manager Coleman stated that Solutia cannot “cherry” pick their numbers just to come up with a formula that will help Solutia.  Whatever the formula is, it will have to be passed by DHEC.  Metro is not just looking at what happens to one industry; Metro is looking at what happens to all industries.  Commissioner Monaghan stated that he understands that, but Metro needs to be sure that the numbers are correct.  Mr. Waldrep responded a new industry coming in would not be given the allotment that Solutia has.  Metro is trying to work with Solutia.  Most of the industries do not have surchargeable BOD.  Solutia is using a tremendous allotment and Metro is trying to make it to where Solutia can continue to do that.  Commissioner Monaghan stated that it is in Metro’s interest for Solutia to have a viable industry.  He stated it is in Metro’s interest that the entire community benefit from it; so if Metro does not know if it is 94, 95 or 96% efficient; that is what he does not understand.  Commissioner Monaghan stated that Metro did not seem to be real sure on how they came to the 95%.  Commissioner Monaghan asked if it is a guess.  Mr. Waldrep responded that it is based on calculations.  Commissioner Monaghan asked how did Metro calculate whether it is 95 or 96% efficient.  Manager Coleman responded that it is based on a formula.  Commissioner Monaghan would like to see the formula.  Chairman Haynie stated that Metro always wants to lean toward benefiting of the community, but Metro has to protect their ability to treat the wastewater.  Mr. Waldrep stated Metro has to work within the regulations that are imposed on them.  Chairman Haynie directed the staff to provide the Commissioners with information on how they came up with the 95% efficiency.  Manager Coleman noted there is some relationship to what Mr. Pohlman said earlier. Wilson Creek had the fecal coliform failure due to an increase of BOD which caused a permit failure.  Metro is not sure if this came from Solutia, but Solutia does not pretreat their wastewater.  Commissioner Monaghan would like for Metro not to have the attitude that they have figured this out and that is the way it is going to be.  He stated that Metro should be a partner with industries.  If Metro is absolutely sure the numbers are correct, then Commissioner Monaghan will go along with them.  If Metro is not sure, then Commissioner Monaghan would like for the staff to review the numbers to make sure Metro is correct. 

3. I/I Abatement

Commissioner Monaghan referenced page 26 of the packet.  The Abatement Department says “talked with several property owners or developers concerning sewer, etc”.  Commissioner Monaghan inquired if these calls were also recorded on page 35 of the packet.  Mr. Martin responded yes they are recorded on page 35.  Commissioner Monaghan asked if someone was to call downtown and ask about sewer is it recorded on the chart.  Mr. Martin responded all sewer inquires are recorded on the chart.  Commissioner Monaghan asked if Metro has employees trained so that when BP Barber is no longer working for Metro, Metro can update the system.  Mr. Martin responded that Metro has employees trained to do small things.  If there is a 200 house sub-division, Metro would want to hire someone to do it.  Metro is going to do all of Stoney Point.  Any of the low pressure systems will be done in-house.  Commissioner Monaghan inquired about updating the system.  Mr. Martin responded that Jay Reynolds updates the system and he is responsible for doing that.  Commissioner Monaghan stated that he thought part of the contract with BP Barber is to provide Metro with an intensive training program.  Mr. Martin responded that BP Barber will, but it was on software.  Metro has purchased a hand-held unit and has received training on the unit. 

4. Maintenance

No questions were asked from the Commissioners concerning this department.

5. West Alexander

Chairman Haynie inquired about the DHEC meeting that occurred yesterday.  Manager Coleman responded that it will be discussed in executive session. 

6. Wilson Creek

Commissioner Watts inquired about the fecal coliform violation.  He wanted to know what caused the problem.  Mr. Pohlman responded there was a dissolved oxygen level depleted in the aeration basin.  The low dissolved oxygen caused higher suspended solids in the effluent.  Those higher solids created a higher chlorine demand.  Once the higher fecal coliform was discovered the chlorine and sulfur dioxide dosage was increased.  The next morning the fecal coliform test was fine.  Manager Coleman stated the fecal coliform test is a twenty four hour test; the results are not known until twenty four hours later.  Commissioner Watts wanted to know how the ultra-violet light deals with this problem.  Mr. Pohlman responded the UV will take care of it no matter what.  Commissioner Monaghan inquired if Metro will be fined for the violation.  Manager Coleman responded there may not be a fine for a single instance, but if there is a continuing pattern Metro might receive a fine.  Mr. Pohlman stated he will have to send an explanation to DHEC.  Commissioner Monaghan asked where is the propane used.  Mr. Pohlman responded that it is used for heating.  Commissioner Monaghan inquired if natural gas is there.  Mr. Pohlman responded that natural gas is going to the Biosolids Building.  There is no natural gas going through the plant.  Commissioner Hancock stated that when they are finished with the upgrade, they need to install natural gas.  Mr. Pohlman stated that it would be a good time to install natural gas.  Commissioner Monaghan referred to page seventeen of the packet.  He would like some more information regarding the land application site above Hodges.  Mr. Pohlman responded some class “A” biosolids was applied to some land in Hodges.  Chairman Haynie inquired about the amount of acreage at the farm.  Manager Coleman responded it is over 450 acres, but sludge is applied to 350 acres.  An estimated 100 acres are in woods and buffer area.  Commissioner Monaghan stated that Metro does not use all of the acreage.  Manager Coleman responded that Metro does use all of it.  Mr. Pohlman responded the only areas that are not used are the woods.  Commissioner Monaghan asked if the bottom land could be made into a lake.  Mr. Pohlman responded the bottom land is currently a swamp.  Chairman Haynie asked if Metro is familiar with any plans to grow turf rather than hay.  Commissioner Monaghan stated that he and George have talked to someone in Dallas.  They grow something for gasoline and George was going to look into this.  Mr. Martin responded that they grow soy beans.  Commissioner Monaghan stated he was referring to a special grass and in return they gave the agency gasoline.  Mr. Martin responded he has not talked with them.  Chairman Haynie stated that Grand Strand has a turf farm.  Manager Coleman responded that Metro does have a limit on the amount that can be applied.  Metro can only apply 400 pounds of nitrogen per acre.  This is based on the amount the crop can consume.  Manager Coleman stated that when Metro went to class “A” you could not do the same things as the class “B”.  It became more cost effective to remove more liquid from the sludge to make class “A” than to be able to transport a smaller volume over a greater distance.  Commissioner Monaghan stated the finished class “A” product is like top soil.  The ones that they use in Orangeburg is granulated.  Commissioner Monaghan stated that Metro needs to look at different things.  Manager Coleman responded that Metro did look at irrigating the golf courses.  The average golf course takes in 400,000 gallons a day.  West Alexander takes in 1.2 million gallons a day.  Metro needs a lot of golf courses just to handle West Alexander. 

7. General Service Report Information

Commissioner Monaghan inquired about the bids for the flow meters.  Mr. Martin responded staff is still working on the bid specifications.  Commissioner Monaghan inquired about the status of the GMD license plates.  Mrs. Meyer responded that they had been ordered.

6. Action Items
   1. Consideration of changes to Bereavement Policy

Commissioner Monaghan made a motion to approve the changes to the Bereavement Policy to go along with CPW’s Policy; Commissioner Hancock seconded, and the motion was unanimously approved.

2. Consideration of contract for Engineering Services for the City Pond Project

Commissioner Monaghan made a motion to approve Genesis Consulting Group as the engineers for the City Pond Project; Commissioner Watts seconded, and the motion was unanimously approved.

3. Design Manual

This item will be discussed at the next commission meeting.  Chairman Haynie inquired if Metro had received any comments back CDM.  Mr. Martin responded that was the price from CDM.  Commissioner Monaghan asked if Metro went back and talked to CDM.  Mr. Martin responded that he did. 

4. Budget Workday

Commissioner Monaghan stated that he has reviewed the budget and he does not think it will take an entire day.  He asked will the budget need to be approved by the end of June.  Chairman Haynie stated Metro’s fiscal year runs July 1^st through June 30^th.  Manager Coleman responded technically you do not have to adopt the new budget by July 1^st.  However, Metro has always tried to adopt the new budget before the start of the new fiscal year.  Manager Coleman stated there are some parts of the budget that may need to be discussed such as the capital budget versus the overall financial plan and rates.  Commissioner Monaghan stated the Commissioners will need new actual and estimated expenses for the end of the year.  The better the actual is included the better the Commissioners can understand the variation from the actual.  In other words, if the budget meeting is held in the first or second week in May can Metro provide the Commissioners with May actual expenses.  Manager Coleman responded no, staff will be unable to provide May actual numbers.  Commissioner Monaghan wanted to know why.  Manager Coleman responded that the month of May will not be completed.  Commissioner Monaghan stated he meant the month of June.  Mrs. Grogan responded that it would probably be mid June before she has all of May completed.  She is just now completing the actuals for April.  She just received today the information from the County and the information regarding the bonds.  Commissioner Monaghan inquired if that is the only items lacking.  Mrs. Grogan responded yes.  Commissioner Monaghan stated so that would be the only information lacking at the end of May.  He stated staff could make a notation on those items.  Mrs. Grogan responded that as far as accounts payable, once the inventory is received and keyed in, the payables are pretty much done without the bond and tax information.  Chairman Haynie stated the June meetings will be on the 13^th and 27^th.  Commissioner Monaghan stated the CPW Commissioners will not be here on June 13^th.  He suggested meeting on Thursday afternoon June 14^th for both the regular meeting and the budget meeting.  Mrs. Grogan stated by the time she gets all of her information in she has to send it to all departments for them to estimate the last month.  Then the Department Managers will need to give the numbers back to Mrs. Grogan so that she can compile the overall budget.  Commissioner Monaghan asked what month are the actual expenses through now.  Mrs. Grogan responded the information right now is through March.  Commissioner Monaghan asked for the budget information to be through April.  Commissioner Smith requested that the June 27^th meeting be cancelled or rescheduled.  Commissioner Monaghan stated that the CPW Commissioners will not be available on June 27^th.  They (CPW) will be available on June 28^th.  The budget workday and regular meeting is scheduled for Thursday, June 14^th at 1:00 pm.  Lunch will be provided at 12:00 pm.  The meeting will be held at the Technical Service Facility (TSF).  The first part of the meeting will be the work session for the budget.  Manager Coleman inquired if there will be bids to be opened on June 14^th.  Mrs. Meyer responded that the chemical bids will be received in early June.  Mr. Martin asked if the chemical bids can be received at 1:00 pm.  Chairman Haynie stated the regular meeting will start at 1:00 pm for the opening of chemical bids, and the budget work session will follow.  The budget will probably be adopted on July 11, 2007.  The finances for June will be provided at this meeting.  Manager Coleman stated the tax resolution may need to be passed at the June 14^th meeting.  The County needs that information by July 1^st.

5. Commissioner Burke asked for the date of the photo.  Mr. Martin responded it will be Wednesday, May 23^rd at 3:00 pm. 

VII.      Commissioner Hancock made a motion to go into Executive Session to discuss a legal matter; Commissioner Watts seconded, and the motion was unanimously approved. 

VIII.   The meeting returned to open session.  No action was taken during executive session.

IX.        With no further business, the meeting was adjourned.