MINUTES Spartanburg Sanitary Sewer District Commission, Regular Meeting, held at 200 Commerce Street, Spartanburg, SC,, at 2:15 p.m. Copies of the agenda were forwarded to the following news media: Spartanburg Herald-Journal, The Spartan Weekly, Greenville News, The Greer Citizen, Hometown News, WSPA-TV 7, WYFF-TV 4, WLOS-TV 13, WHNS Fox Carolina, WORD News Radio, WOLT-FM Radio, Tribune Times, and the Times Examiner. Commissioners present were Mses. Barnes and Bilanchone and Messrs. Blanton, Littlejohn, Lynch, and White. Mr. Montgomery was absent. The meeting was opened with the following statement: This is a regular meeting of the Spartanburg Sanitary Sewer District Commission. Written notice of the date, time, and place for this meeting, along with the agenda, has been posted on the bulletin board, and copies mailed to local and nearby news media, at least 24 hours prior to this meeting. All motions were unanimously approved unless otherwise indicated. 1. PRAYER Mr. Lynch called the meeting to order and Ms. West opened with a prayer. 2. APPROVAL OF MINUTES OF REGULAR MEETING OF MAY 27, 2014 Mayor White moved and Mr. Littlejohn seconded the motion to approve the minutes as written. 3. MONTHLY FINANCIAL REPORT Newt Pressley presented a financial summary of SSSD expenditures and revenues for the 11-month period ending May 31, 2014. An explanation was provided for the favorable and unfavorable budget variances. The above was provided as information to the Commission. 4. 2014 CUSTOMER SURVEY Debbie Liberty of Research, Inc., presented the results of the 2014 Customer Survey. She reported that Spartanburg Water maintained a rating of 91% for very satisfied customers, this is a high rating that is hard to achieve,
Page 2 and Spartanburg Water had done well by maintaining it. Ms. Liberty stated that even more notable was the 1% dissatisfaction rating. These results were based on telephone interviews of a random sampling of 400 customers. 5. RED FLAGS PROGRAM Lisa Johnson reviewed and provided the Commissioners with a written annual report regarding the status of the Red Flags Identity Theft Program. The Red Flags Rule is a federal regulation established to protect consumers against identity theft. During FY13-14 Customer Service received 79,420 customer calls. There were 7,514 move-in transactions and identity was verified without additional requirements on 72% of those applicants, with 27% having Red Flags due to discrepancies in applicants names, or no record of the applicant s information. Only 1% of Red Flags were due to deceased or non-issued social security numbers. Three customers contacted Customer Service to report the theft of their personal information. Each of these customers were given the identity theft affidavit form provided by the Federal Trade Commission to use to notify creditors and credit reporting agencies that unauthorized accounts may have been opened in their name. Kevin Brown also discussed systems in place to protect the transmission of electronic data. There are no changes recommended at this time. 6. SOUTH TYGER RIVER SAPPHIRE POINTE OFF-SITE SEWER PROJECT SUMMARY CHANGE ORDER The South Tyger River Sapphire Pointe Off-Site Sewer Project is complete. The project involved the installation of approximately 4300 LF of 12-inch gravity sewer which will serve an additional portion of the South Tyger River drainage basin. This project was partially funded by an initial $125,000 contribution by the developer of the Sapphire Pointe Phase I project. SCDHEC s Final Construction Approval was issued on April 23, 2014. The Summary Change Order to the contract with Capitol Grading, LLC reflects the actual costs based on construction of the gravity sewer extension. Change Order No. 1 was an increase in the contract price of $86,250.00 for the installation of a specialized helical pier foundation system to support the
Page 3 sewer line across a section of unsuitable wetland soils. The developer of the Sapphire Pointe Phase 1 project contributed one-half the cost of this Change Order ($43,125.00). The Financial summary of the project construction is as follows: Original Contract Price $326,595.00 Change Order No.1- Install Helical Pier Foundations $86,250.00 Change Order No.2 (Summary) - additions and deductions to unit quantities based on actual construction ($2,378.48) Revised Contract Price $410,466.52 The Developer has reimbursed the District $168,125.00 as agreed to, which reduced the District s construction project cost to $242,341.52. The above was provided as information to the Commission. 7. COWPENS DEWATERING SERVICES CONTRACT Sealed bids were received on June 3, 2014, for sludge dewatering services at the Cowpens Reclaimed Water Treatment Plant. The scope of work calls for the contractor to treat and dewater approximately 100 dry tons of sludge from the aerobic sludge holding basin at the Cowpens Plant. The desired outcome is for the awarded contractor to yield a filter cake of at or better than 14% solids. Since waste transportation and disposal fees will be paid by the District at pre-established contract rates, consideration was given to any contractor that could successfully demonstrate the ability to produce a cake with a higher percent of solids, thus reducing the disposal fees and reducing the total cost of the project. Invitations were forwarded to ten prospective contractors, with four submitting a response. A tabulation of the bids is listed below. The tabulation shows the cost of service based on 100 dry tons. Synagro Central, LLC $49,600 Baltimore, MD
Page 4 P&H Senesac, Inc. $50,750 Milton, VT LKE Environmental, LLC $53,879 Ellington, CT Bio-Nomic Services $54,300 Charlotte, NC P&H Senesac, Inc., as second low bidder is able to guarantee a disposal product that is 19% solids through the use of a centrifuge as part of their bid. Synagro as low bidder is only able to guarantee a disposal product that is 14% solids. Taking this into consideration, it is expected that the overall project cost will be less if the contract is awarded to P&H Senesac per the cost analysis below: P&H Total Project Cost Synagro Total Project Cost Dewatering Service Cost Percent of Solids Extracted Wet Tons to be Disposed Disposal Fees Transportation Fees Misc Cost (Electricity Total $50,750 19% 526 $11,579 $15,400 $334 $78,063 $49,600 14% 714 $15,714 $21,000 $0 $86,314 Management recommended an award to P&H Senesac, Inc., based on their bid of $50,750 and overall project costs of $78,063. The project will be funded from the SSSD operating budget. Ms. Bilanchone moved and Ms. Barnes seconded the motion to approve management s recommendation. 8. EMERGENCY GENERATORS FOR THE C&D COMPLEX AND LAB SERVICES BUILDING In January 2013 a scope of work and preliminary funding request was presented to the Commission for furnishing emergency generators to power
Page 5 and operate the C&D complex and Lab Services building at the South Avenue location. The Commission authorized $120,000. The actual bid came in approximately 50% higher. Therefore staff is bringing this item back for re-approval because of the increase in costs. Bids have been received for the equipment and contractor services to make the electrical connections and install the equipment, and are tabulated below. Generators and Transfer Switches 1. Cummins Atlantic $119,098.42 Spartanburg, SC 2. Blanchard Machinery $162,137.60 Greenville, SC Electrical Connections and Installation 1. Excel Electric $50,713.79 Spartanburg, SC 2. Ivey Electric $76,500.00 Spartanburg, SC 3. J.F. Blakely $98,600.00 Spartanburg, SC Management recommended the equipment portion of the project be awarded to Cummins Atlantic, and the installation be awarded to Excel Electric, based on their submittal of the lowest responsive bids. The total cost of the project, including equipment, installation, and Engineering services to design and calculate the load requirements is $180,400. The project costs will be funded by Sewer District and Water System Capital Funds as follows: SSSD - $72,160; SWS - $108,240.
Page 6 Ms. Bilanchone moved and Ms. Barnes seconded the motion to approve management s recommendation. 9. PROFESSIONAL SERVICE AGREEMENTS FOR OUTSIDE LABORAT0RY SERVICES Laboratory Services utilizes select outside vendors to perform a variety of required analytical and consulting services to meet regulatory monitoring requirements and evaluate water quality conditions over a variety of programs. These professional services include analytical testing for parameters in which the Water Quality Laboratory is currently not certified or does not have the technical capability, and associated consulting. Services include sampling and monitoring design, result interpretation and historical evaluation/trending, regulatory and reporting services, and event characterization. The following vendors are proposed to be utilized in FY14-15: Rogers and Callcott Environmental: General analytical, engineering, and consulting services to support drinking water, wastewater, biosolids, groundwater, and watershed monitoring. Shealy Consulting: Toxicity testing, biological assasys, investigations, special consulting, and regulatory services. Microbac Laboratories: General analytical support services for all programs. Eurofins/Eaton Analytical: Taste and Odor analysis, Disinfection By- Products, general analytical services and special studies. General Engineering: Radiological and specialized sampling and associated analytical consulting. A&L Laboratories: Biosolids analysis and special characterizations. ASI Laboratories: Cryptosporidium and Giardia analysis, biological consulting, program design, and regulatory consultation.
Page 7 Management recommended the use of selected vendors for professional services for FY 14-15 at costs not to exceed $435,443 to be paid out of existing Spartanburg Sanitary Sewer District operational funds. Mayor White moved and Mr. Littlejohn seconded the motion to approve management s recommendation. 10. OWNERSHIP AGREEMENT GLENLAKE SUBDIVISION, PHASE 3C Mark III Properties Inc., proposes to construct approximately 580 LF of 8-inch gravity sewer line to provide sewer service to an additional phase of the Glenlake Subdivision on Stewarts Landing. This project had previously been submitted to the Commission, but construction did not start prior to the expiration of the original agreement. The sewer line will connect to the District s existing infrastructure. The domestic waste will be treated at the Fairforest Creek Wastewater Treatment Plant. The line will be constructed according to District-approved plans and specifications, with District inspection provided. The owner will provide all necessary right-of-way and easement agreements for this project. The form of the agreement transferring ownership of the gravity sewer to the District has been approved by the District s attorney and executed by Mark III Properties, Inc. Under the terms of the resolution adopted by the Commission on May 29, 1990, this agreement has been executed on behalf of the Commission by the Chief Executive Officer. The above was provided as information to the Commission. 11. SSSD BIOSOLIDS MANAGEMENT MASTER PLAN Rebecca West provided a brief overview of SSSD s Biosolids Management Plan that was completed in November 2011. The Master Plan outlines the long-term management strategies designed to manage current and projected solids produced by all of SSSD s reclaimed water treatment facilities. The major components of the Biosolids Master Plan included the following:
Page 8 A review and evaluation of potential changes and impacts to the current SSSD s practices of solids management based on regulatory changes. A plan for shifting SSSD s land application program to a program that uses new technology and could result in a biosolid product that is dried and easily applied to a farm or home use applications. An outline of planned capital projects to add a centrifuge to the Fairforest Reclaimed Water Facility; add solids dewatering capabilities to the Lower North Tyger Reclaimed Water Facility, and explore the possibility of adding a solar dryer to the Fairforest Reclaimed Water Facility by 2020. 12. NEGOTIATIONS AND MISCELLANEOUS ADMINISTRATIVE MATTERS A. Ms. Schneider stated that Spartanburg Water received the First Place Chamber of Commerce Small Public Services Landscape Award for 2014. B. Ms. Schneider informed the Commission that Spartanburg Water was recently presented with two awards at the United Way Annual Meeting. The two awards were the United Way Volunteer Spirit Award, which promotes involvement of employees in community activities; and the other was the United Way Circle of Excellence Award, which is for the quality of the United Way Campaign, employee participation, and other non-financial reasons. C. Ms. Schneider noted that the Commissioners received an invitation to the Ten at The Top Upstate Elected Officials Meeting scheduled for Tuesday, July 22, 2014, at the BMW Zentrum. D. Ms. Schneider reminded the Commission that the Welcome Reception for Allen Smith, the new Chief Executive Officer for the Chamber of Commerce, will be held, at the Piedmont Club from 5:30 7:00 p.m. Meeting adjourned at 3:17 p.m.
Page 9 tbh G. Newton Pressley Secretary-Treasurer