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Commission Minutes

GREENWOOD METROPOLITAN DISTRICT

MINUTES OF THE September 12, 2007

Regular meeting

The regular meeting of the Greenwood Metropolitan District Commission was held Wednesday, September 12, 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          Paige Holley

Commissioner Byron Smith, Vice Chairman      George Martin              Marsha Meyer

Commissioner Gene Hancock, Secretary          Marion Boone              Jamie Peeler

Commissioner Michael G. Monaghan                Daniel Clark                 Steve Pohlman

Commissioner Henry Watts                              Wayne Daniel               Joe Upchurch

Commissioner Tim Burke                                  Richard Gentry Brian Waldrep

                                                                        Gayle Grogan               Danny Ware

                                                                        Roy Hemphill

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

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

3. Commissioner Monaghan made a motion that the minutes from the August 8, 2007 Regular Meeting be approved as amended and Commissioner Hancock seconded.  The motion was unanimously approved.

4. Financial Report

Manager Coleman reported that Metro is behind on sewer collections year-to-date (August).  Chairman Haynie asked if Metro has zeroed in to see where the difference lies.  Is it residential, commercial or industrial?  Manager Coleman responded that if Metro was to look at last year’s numbers, it seems to be industrial.  It appears the CPW billing and collecting is behind what Metro projected.  Chairman Haynie asked if something was missed in the rate change.  Manager Coleman responded he has not had enough time to analyze it.  He was given the information just before the meeting.  Commissioner Hancock commented he believes the drought condition has something to do with it.  Manager Coleman said that should help Metro.  Commissioner Hancock said people will stop watering their yards in a drought.  Manager Coleman said through July, Metro was $168,000 behind and through August, Metro was $141,000 behind.  Metro has caught up some.  Chairman Haynie said what worries him that if Metro is 5% behind and has an 8% rate increase, Metro is still behind.  Commissioner Watts inquired if there is any history of this happening before.  Manager Coleman responded he received the information right before the meeting today and has not had time to look at it.  He noted last year CPW’s billing versus collecting was at 99.7% and this year to date it is about 95%. 

5. Service Reports
   1. Wilson Creek

Commissioner Monaghan asked if Metro has enough class “A” biosolids to distribute to everyone that wants it.  Mr. Pohlman said Metro has a list that they go by.  The Biosolids Department goes down the list and looks at the vicinity to where they are located.  For example if they are spreading the biosolids in South Greenwood, they try to go to all the farms in South Greenwood on their list.  Commissioner Monaghan asked if there is a surplus of class “A” biosolids.  Mr. Pohlman responded there is no surplus.  Commissioner Monaghan asked if there are more people who want the biosolids than what Metro can supply.  Mr. Pohlman responded sometimes there are more people that want it at a particular moment than Metro can supply.  Metro can supply them if they are willing to wait long enough.  Commissioner Monaghan asked if Metro has a policy that states Metro will not give the biosolids to people outside of the Metro District.  Mr. Pohlman said Metro does not have a policy that limits where the biosolids are distributed.  Commissioner Monaghan asked if Metro has a policy for somebody outside the county.  Mr. Pohlman responded there is no policy for anyone outside the district or county.  Commissioner Monaghan shared with the Board that a farmer in Abbeville inquired about receiving biosolids and was told that Metro would not supply him with biosolids.  Mr. Pohlman said he was not aware of anybody saying that.  Commissioner Monaghan stated Metro wants to get rid of the biosolids.  Mr. Pohlman said Metro does get rid of it.  Manager Coleman said Metro tries to deliver the biosolids to locations close to the Wilson Creek Plant.  Commissioner Monaghan stated it was his understanding that the overall objective is to have people pay for the biosolids.  Mr. Pohlman said that is the goal.  Commissioner Monaghan said if that is the case then Metro would want a good number of customers.  Mr. Pohlman stated there have been some people that are willing to pay for the biosolids to be delivered to them.  Those people willing to pay to have it delivered are moved up the list because they are willing to pay to have it hauled.  Commissioner Monaghan asked if Metro has a plan to phase in a charge.  Mr. Pohlman responded Metro currently does not have a plan.  He said there are not that many people that want to do the hauling themselves.  Commissioner Monaghan said people are willing to take it if Metro delivers, but people are not willing to pay to have it delivered.  Mr. Pohlman said there are not enough people that are interested in hauling the biosolids themselves.  Commissioner Monaghan inquired about the criteria Metro uses to determine who can receive the biosolids.  Mr. Pohlman responded the land owner is required to get a soil sample and take samples to a certified lab for soil sampling to see if the land is low in pH and it requires lime.  If the land is low enough to require lime, Metro will then figure out how many tons of lime the landowner needs.  If Metro already has other landowners lined up that will require 600 tons of the class “A” biosolids and an individual farmer wants 200 tons then the 600 tons goes first.  This way Metro can stay in one area.  It saves money on hauling and moving equipment.  Once that area is taken care of, Metro will move to the next area.  Metro tries to stay in one area for a long period of time to keep from frequently moving equipment.  Manager Coleman said without a written formal policy if somebody wants to come and pick it up they can have all of the class “A” biosolids they want.  Commissioner Monaghan said he understood that was not true.  Manager Coleman said they would need to have the soil sampled.  Mr. Pohlman said they can have all they want provided they meet the limits.  Chairman Haynie said the only consideration is the pH factor.  Commissioner Smith asked if someone was to come and pick up the biosolids themselves, the distribution is on them.  Mr. Pohlman said Metro has had people come and haul it themselves and Metro will land apply it for them.  The distribution of the product is not user friendly.  It takes a certain spreader.  Metro tries to get the product out as economically as they can.  Metro takes into consideration how close they are, how many people they have in the area so Metro can get as many tons in that area as possible.  Commissioner Monaghan asked if Metro hauls it with their trucks.  Mr. Pohlman and Mr. Daniel both responded yes.  Commissioner Monaghan said he does not want Metro to get stuck in the status quo for another 10 years.  He said at some point it would be nice to have the biosolids pay for themselves.  Mr. Pohlman said Metro has done the first step which is getting the product out to people.  He said presently the number of people that know about it has increased in the past five years.  Mr. Pohlman said he believes more people will get trucking companies to haul it for them in order to get the biosolids quicker.  At that point Metro could start charging.  Commissioner Monaghan said he still does not understand the procedure.  For example if a person comes with a 2 ½ ton pick-up truck and wants Metro to fill it up with class “A” biosolids, does the person need to show Metro something from DHEC.  Mr. Pohlman responded Metro can give one dry metric ton (pick-up truck load) to anybody that comes to the plant as long as they sign a paper that provides Metro with their name, address and phone number.  If someone gets over one dry metric ton, then they will need to have soil samples.  Commissioner Monaghan asked does the person show Metro a document or something.  Mr. Pohlman responded the person has to provide Metro with the soil sample results.  Metro takes the figure that is provided from the soil sample results to determine how much class “A” biosolids Metro can spread on the land.  Commissioner Monaghan asked if a person comes with a 2 ½ ton pick-up truck and he wants the biosolids; how much can he get.  Mr. Pohlman said that the person would be allowed to get one dry metric ton.  If the person wants more than one dry metric ton, they will need to have a soil sample.  If this person is a landscaper, they can sign a letter stating he is a landscaper and the biosolids will be applied to different small yards.  They will need to sign the letter and date it.  Metro would then give them a dump truck load.  Metro has to take the soil sample and what Metro says they can apply to the land including the number of acres.  Metro then fills out a form to send to DHEC.  DHEC approves or disapproves the application.  Commissioner Monaghan said so he cannot get it until the application is approved.  Mr. Pohlman said DHEC has told Metro that if Metro has not heard back from DHEC within 30 days the application is approved.  Mr. Peeler said the person can bring a letter saying he is going to use the biosolids for soil amendment or landscaping and date and sign the letter and give it to Metro; he could get the biosolids right then.  Mr. Peeler said Metro has to send in a report to DHEC every two months and Metro will include the person’s name, address and the tonnage received.  It is up to DHEC to question what he is doing.  Commissioner Monaghan inquired about any outreach programs.  Manager Coleman said just word of mouth.  Commissioner Monaghan asked how serious is Metro trying to sell this.  Mr. Martin responded initially, Metro had meetings inviting farmers so Metro could explain the benefits of the biosolids.  Commissioner Monaghan commented that Metro may want to try and market the biosolids.  Manager Coleman said it is not a big money maker.  Commissioner Monaghan said right now it is a loser because Metro is doing all of the work.  Commissioner Hancock said the Biosolids Plant was built big enough to handle a bagging operation.  Chairman Haynie asked if the supply was keeping up with the demand.  Mr. Pohlman responded the supply is lower than the demand.  Commissioner Monaghan noted that people are not paying for it.  Manager Coleman said it is like the septic tank.  As long as it was almost free everybody brought it.  When Metro started to charge what it cost to process the waste; they have hardly received any septic tank waste.  Mr. Pohlman said farmers are receiving the benefits of lime.  Right now lime cost about $45 a ton.  The farmer’s benefit is it is free, but if they have to start paying for it, then the farmer starts weighing other options.  Chairman Haynie said if the biosolids is seen as a benefit and people can pick it up, the hauling cost would be the only expense.  Mr. Pohlman said if a person says they are willing to haul it then they will get it.  Commissioner Monaghan asked what are the monthly expenses on hauling.  Mr. Daniel said they haul the biosolids on an average of two to three days a month with more than one truck.  It will depend on the volume.  Commissioner Monaghan asked if Metro knows what it costs each month to haul the biosolids.  Mr. Martin responded that they will calculate it.  Chairman Haynie inquired if the dump trucks were used elsewhere.  Mr. Daniel responded they are also used for pulling equipment.  Mr. Martin said the dump trucks are used more in the rehab program.  Commissioner Monaghan said the labor for hauling and spreading should be included in the expenses.  Mr. Pohlman said in the beginning Metro estimated the cost for hauling and spreading.  Mr. Martin said Metro can now more accurately figure the cost.  Mr. Pohlman said Metro is not making any money and it is costing to do it.  Metro also has to factor in getting rid of biosolids which is a major item for wastewater treatment.  Commissioner Monaghan commented that it may be cheaper to take the biosolids to the landfill.  Chairman Haynie directed staff to obtain the distribution cost for the biosolids.  Commissioner Hancock inquired on the hay at the farm.  Mr. Pohlman responded Metro has sold every bale this year. 

2. West Alexander

Chairman Haynie inquired if West Alexander is ready for the renewal of their Nation Pollution Discharge Elimination System Permit.  Mr. Peeler responded the renewal application has already been submitted to DHEC. 

3. Collection System

Chairman Haynie noted the expenses for the low pressure systems were up.  Mr. Daniel said August’s expenses are projected to be up.  Metro has done some in-house cleaning of the septic tanks in Eleven Acres.  Commissioner Monaghan said the start-up cost should be listed separately.  Chairman Haynie noted the start-up cost were a part of the cost.  Commissioner Monaghan said if Metro was to separate the start-up then the rest on the expenses look reasonable.  Mr. Martin said the septic tank cleaning was planned.  It was a part of the start-up, but Metro was just now able to clean them.  Manager Coleman said pumping out the tanks is an ongoing process.  Commissioner Watts asked how often the tanks need to be cleaned.  Mr. Daniel said the average is every five years.  The cut off is 24 inches deep of sludge.  Eleven Acres is a true septic tank; it is gravity to the pump station.  Manager Coleman stated the drain field goes to a central pump station which pumps into the low pressure system.  Commissioner Hancock commented the rates will be reviewed after three years.

4. Maintenance

Chairman Haynie inquired if the bill of origin has been found for the three trailers.  Mr. Clark responded no and Mrs. Meyers is working on another avenue.  Mr. Martin pointed out the Omni-Site report information that was included in the Commission packet.  The information provided was from Wisewood Pump Station.  Commissioner Watts inquired if Metro receives a reading each day.  Mr. Martin responded yes. 

5. General Service Report Information

Chairman Haynie noted the rainfall amount is recorded in several different places for the month.  Mr. Boone said the normal amount of rainfall for Greenwood is a little over 50 inches.  Mr. Burke said currently Greenwood is at 50% of the normal amount. 

6. I/I Abatement

Chairman Haynie inquired about the trees that have died on some of the construction projects.  He asked if Metro is protecting the trees.  Mr. Boone said some of the trees died due to blasting activities and; some was due to the dry weather.  Under normal weather if Metro was to cut the roots, the trees would be able to recover.  Mr. Burke said he has spoken with an Arborist and he said with the late frost it put a lot of stress on trees along with the drought situation. 

7. Engineering

Commissioner Hancock inquired about the Notice of Violation that was issued to Anderson Metals.  Mr. Waldrep said the monthly average exceeded the daily limits.  It was viewed as a minor violation.  Metro will continue to monitor it. 

6. Action Items
   1. Wilson Creek Change Order

Mr. Ware presented a Change Order #16 in the amount of $14,542.  The change order is for the demolition of the RAS/WAS Pump Station.  The construction plans called for the demolition of the two clarifiers.  The RAS/WAS Pump Station demolition was to be at a later phase.  Davis and Floyd now believes it would be better to take the structure down three feet below grade just like the clarifiers.  Commissioner Monaghan asked if this was planning to happen in a later phase.  Mr. Ware said they planned on doing it in phase 1B.  Commissioner Monaghan asked if it has already been included in phase 1B.  Mr. Ware said it is close to being done; Davis and Floyd is finishing the plans now.  Commissioner Monaghan asked what was recommended in phase 1B.  Mr. Ware said to demolish the pump station.  Commissioner Monaghan asked if the amount for the change order was the estimated price.  Mr. Ware said he would need to go back and review the estimated figures for phase 1B, but he believes the change order amount is below the estimate.  Commissioner Hancock asked if the pump station could be used for other things.  Mr. Ware responded no and it would be a liability for Metro.  Commissioner Hancock inquired if the pump station will be taken down far enough so it would not effect any construction that may go on top of it.  Mr. Ware said there are no plans for any construction to happen in that area.  He said in phase 1B there are items being removed for potential future construction for example the rock trickling filters. 

Commissioner Monaghan made a motion to approve the Change Order #16 for $14,542; Commissioner Smith seconded, and the motion was unanimously approved. 

Mr. Ware provided updates on the phase 1A.  Mr. Ware provided pictures of the installation of the new clarifiers.  The switch over to the new clarifiers went smoothly.  The contractor was organized and had everything ready to go.  The contractor has 60 days from August 29, 2007 to finish the project.  He has asked for an additional 7 days for the demolition of the RAS/WAS Pump Station.  Currently the new pumps are running in a manual mode due to some programming issues.  Chairman Haynie asked if the operators at Wilson Creek were happy.  Mr. Pohlman said everybody is getting there real quick.  It will be better once the SCADA System is working properly.  Mr. Pohlman said the new clarifiers and the pump station are flawless; better than he could have imagined.  Mr. Ware said Davis and Floyd is planning to advertise bids for phase 1B on Sunday, October 14, 2007.  They believe the contractors should be given 45 days to bid.  Davis and Floyd would like to open the bids on Wednesday, December 5, 2007 and award the bid the following Wednesday, December 12^, 2007.  Chairman Haynie asked how would this work with the bond timeline.  Manager Coleman said it would work fine.  Metro should have the money within the first few days of December.  Chairman Haynie said Metro will not know the actual cost.  Manager Coleman said this project is about $30 million.  Metro is borrowing $20 million now and will borrow about $15 million in two to three years.  Metro will have to spend the money from each bond issue within two years.  Commissioner Monaghan commented that it is a long time before the start of phase 1B.  Chairman Haynie asked if he is talking about the time before the project bids.  Commissioner Monaghan said yes.  Chairman Haynie said the project has to be advertised for so many days before you accept bids.  Mr. Ware said Metro needs to give the contractors 45 days to compile their bid.  Internally, Davis and Floyd feels comfortable in having the plans ready, doing the final checks and everything else by October 14, 2007.  Commissioner Hancock inquired about the flow at the treatment plant.  Manger Coleman said it is still at 12 million gallons a day at the plant.  Mr. Ware said he believes the peak flow is 18 million gallons.  Commissioner Monaghan inquired on the status of the big pipe.  Mr. Martin said Mr. Krah is in Germany and is finalizing his calculations of the pipe.  Metro will try to meet next week with Krah and Metro’s engineer.  Metro should have more information at the next meeting.  Chairman Haynie inquired if Metro is getting any free pipe.  Mr. Martin said he does not think so.  Manager Coleman noted receiving the bids for phase 1B on December 5^th is not a normal meeting date.  Metro will not have a full meeting; only the bids will be opened.  The recommendation will be at the regular meeting on December 12^th. 

VII.            Miscellaneous Administrative Matters

1. Technical Service Facility (TSF) Expansion Project Update

Mr. Martin informed the Commission that staff met last week to review the plans.  Davis and Floyd is planning on having the project ready for bid on November 1, 2007.  The drawings are ready for Metro’s comments.  Commissioner Monaghan asked why it would take another month.  Mr. Martin said it is actually two months.  Commissioner Monaghan said he did not understand.  Mr. Martin said he is just reporting what Mr. Moore told him. 

2. Flow Monitoring Specifications

Chairman Haynie said the Commissioners have a copy of the Request for Proposals for flow monitors.  He asked if the Commissioners had any comments.  Mr. Martin said that he and Mr. Boone have spent many hours researching this and they believe they have chosen what the best approach is for Metro.  Mr. Martin said the bids will come back to the Commission for their approval.  Commissioner Hancock asked if Metro is talking about putting in mag meters.  Mr. Martin said these will be permanent meters.  Metro can move them if needed.  Mr. Martin said Metro is asking for bids on 9 permanent meters and 15 rain gauges.  Metro’s bid package will request prices for temporary flow monitor installation.

3. Partnership & Economic Alliance

Chairman Haynie and Commissioner Monaghan are both on the Finance Oversight Committee.  Chairman Haynie said he shared with Mr. Hemphill the recent communication he received.  He was not sure the communication met all conditions.  Mr. Hemphill inquired on who wrote this communication.  He said the annual audit information was very vague.  Commissioner Monaghan stated they are going to hire an outside audit firm.  Mr. Hemphill asked if the Board is starting to acknowledge that it is a governmental agency.  Chairman Haynie said the Board acknowledges that they have been interpreted as that, but they do not seem to want to act like that.  Mr. Hemphill said the auditor may need to ask about Governmental Accounting Standards Board (GASB).  Commissioner Monaghan stated it is a mixed bag; the salary benefit comes from the County who is subject to GASB.  The salary is the County’s contributions.  Chairman Haynie said they are County employees and he does not understand why the County has not dealt with this issue.  Chairman Haynie said this issue does not need to be dropped. 

4. Long Range Financial Plan

Manager Coleman said a date needs to be set for the public hearing on the rate changes.  Chairman Haynie said the notice needs to be published more than the usual times.  Manager Coleman said in the past Metro has published the notices three times.  They are normally published on three different days about two weeks before the meeting.  Commissioner Hancock suggested placing the ad where people would see it.  The meeting will be held at the main office on Wednesday, October 24, 2007 at 5:00 pm.  Commissioner Monaghan inquired if any signs have been designed for the move.  Mr. Martin said no.  Manager Coleman said Metro will have enough time to do it before the move.  The information for the bond is being worked on.  Mr. Parker will be at the public hearing to answer any questions that may come up.

5. Commissioner Monaghan commented that the public can hardly see the decals that are on Metro’s trucks.  Mr. Martin said the new decals have been ordered.  Commissioner Monaghan said that CPW has redone theirs and they look really good.  Mr. Martin commented the lettering size is the same size that CPW currently uses.  Commissioner Monaghan said the letters should be big on the trucks so people can see who they are. 

6. Puckett’s Ferry

Mr. Upchurch asked to speak to the Commission regarding the low pressure at Puckett’s Ferry.  They would like to know what steps they need to do in order for Metro to start maintaining their low pressure system.  Commissioner Monaghan said he was under the impression that Puckett’s Ferry rejected the offer.  Mr. Upchurch said they did, but have now reconsidered.  The Puckett’s Ferry Commissioners have the power to make the change; however they would like to make sure all homeowners are aware of the change.  Commissioner Monaghan inquired if Puckett’s Ferry has any money in their sewer fund.  Mr. Upchurch responded they have some money, but he is not sure of the amount.  Commissioner Monaghan stated the start-up is very costly for Metro.  He asked if Puckett’s Ferry has money in their sewer reserves, can Metro use it to off-set the start-up cost.  Mr. Upchurch asked if Stoney Point was required to pay some of the start-up fee.  Commissioner Monaghan said he did not know.  Mr. Martin said Stoney Point was not required to pay, but the offer was only for that time period.  Chairman Haynie stated the Commission and staff will respond back to Puckett’s Ferry concerning the process of what needs to be done.  Commissioner Hancock commented that it cost Metro a lot of money to get started.  Chairman Haynie inquired as to when Puckett’s Ferry would like for Metro to take over.  Mr. Upchurch said they would like to allow enough time to get the information out to the homeowners.  Commissioner Monaghan inquired on how it is currently financed.  Mr. Upchurch said they have a special tax on their property tax bill.  Commissioner Monaghan asked if Puckett’s Ferry will do away with that tax.  Mr. Upchurch said that he believes they would.  Chairman Haynie asked if it is a special tax district just for sewer service.  Mr. Upchurch responded it was a sewer sub-district.  Chairman Haynie asked if the only items paid out of the account were for sewer.  Mr. Upchurch responded they had a special fund that was maintained by the County as the system needed maintenance it was paid for out of that fund.  Tank cleaning was not paid for out of that fund; that was at the homeowner’s expense.  Chairman Haynie asked if street lights or other items similar to that were paid out of the fund the County manages.  Mr. Upchurch said they had an excess of funds; part of that money was used for street lights.  Puckett’s Ferry had hoped to continue to pay for street lights out of the fund managed by the County.  They still collect separate homeowners’ dues. 

VIII.   Commissioner Smith made a motion to go into Executive Session to receive legal advice; Commissioner Watts seconded, and the motion was unanimously approved. 

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

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