MINUTES. Spartanburg Sanitary Sewer District Commission, Regular Meeting, held at 200 Commerce Street, Spartanburg, SC, August 26, 2014, at 2:15 p.m.

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1 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, Montgomery, and White. No one 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 Mr. Blanton opened with a prayer. 2. APPROVAL OF MINUTES OF REGULAR MEETING OF JUNE 24, 2014 Mayor White moved and Ms. Barnes 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 12-month period ending June 30, 2014, and the one-month period ending July 31, An explanation was provided for the favorable and unfavorable budget variances. 4. NACWA FACILITY PEAK PERFORMANCE AWARDS In July 2014, Spartanburg Water received eight Peak Performance Awards from the National Association of Clean Water Agencies (NACWA). NACWA S Peak Performance Awards recognize member agency facilities for outstanding compliance of their National Pollutant Discharge Elimination

2 Page 2 System (NPDES) permit limits. This recognition program consists of three categories Platinum, Gold, and Silver. Platinum Awards: South Tyger Platinum and Lower North Tyger Platinum 8 Platinum Awards recognize 100% compliance with NPDES permits over five consecutive years. Platinum 8 Awards recognize 100% compliance with NPDES permits over eight consecutive years. Gold Awards: Clifton Converse, Fairforest, Fingerville, Pacolet Mills, and Page Creek Gold Awards recognize facilities that have achieved 100% compliance with their NPDES permit for an entire calendar year. Silver Awards: Cowpens Silver Awards recognize facilities that have received no more than five NPDES Permit Violations per calendar year. Ms. Schneider reviewed the requirements necessary to achieve the NACWA awards with the Commission. The Commission congratulated Josh Smith and the Reclaimed Water Treatment staff for their accomplishments and thanked them for a job well done. 5. CANAAN POINTE PUMP STATION REHABILITATION PROJECT SUMMARY CHANGE ORDER This project was bid and awarded to Construction Resource Group of Union, SC, the lowest responsive bidder, on January 16, This is a former City of Spartanburg pump station which had experienced a major equipment failure resulting in only one of the two submersible pumps being operational. The station was placed in service during 1997, and the existing pumps and related hardware have exceeded their useful life. A receiving manhole and bypass connection was included as part of this project to bring the pump station into compliance with current Sewer District standards.

3 Page 3 A financial summary is listed below: Original Construction Contract Amount: $117, Change Order No. 1 (to install a disconnect switch) 2, Final Contract Amount $119, The above was provided as information to the Commission. 6. RECEIPT OF BIDS LOWER NORTH TYGER RIVER WWTP ROAD AND DRAINAGE MAINTENANCE PROJECT Bids were received on August 12, 2014, for the Lower North Tyger River WWTP Road and Drainage Maintenance Project. During the PCB remediation effort which took place several months ago; there was a significant increase in heavy vehicle traffic along the entrance roadway and throughout the treatment plant site. This activity, combined with the above-normal rainfall, resulted in significant deterioration of the roads and erosion and siltation of the drainage system at the site. This project will return the roadways and drainage system at the plant to their normal condition and operation. Bidder Capitol Grading, LLC Chesnee, SC Phillips Brothers Contracting, Inc. Hartwell, GA Upstate Grading & Engineering, Inc. Spartanburg, SC Evergreen Landscaping, LLC Gaffney, SC Harrison and Son Contractors, Inc. Woodruff, SC Amount of Bid $112, $149, $163, $178, $252, Engineer s Estimate $145,000.00

4 Page 4 Management recommended awarding the contract to the lowest responsive bidder, Capitol Grading, LLC for the amount of $112, This project will be funded by the capital reserve fund with monies previously unused during the PCB remediation effort. Ms. Barnes moved and Mr. Littlejohn seconded the motion to approve management s recommendation to award the bid to the lowest responsive bidder, Capitol Grading, LLC for the amount of $112, RECEIPT OF BIDS LAWSON S FORK FORCE MAIN PIG LAUNCH AND RETRIEVAL STATIONS Bids were received on July 10, 2014, for the Lawson Fork 42" diameter Force Main Pig Launch and Retrieval Station. Spartanburg Sanitary Sewer District (SSSD) is experiencing reduced flow conditions in the collection system line that transports wastewater from the Lawson s Fork Pump Station to the Fairforest Reclaimed Water Treatment Facility. It has been determined that settled material in the force main is contributing to the reduced flows by constricting the flow in the pipe. Furthermore, it has been recommended by operational staff and consultants that the Lawson s Fork Force Main should be cleaned due to settlement of these solids in the force main. One of the industry standard ways of cleaning a pipeline is called pigging the pipe. This process involves sending pigs, which are cleaning devices that are typically made of polyurethane and of varying densities, through the pipeline to push and scour the settled material out of the pipe. The process usually starts with a soft swab to get the lose debris and then the pigs get continually denser and possibly have external patterns to remove more debris and clean the pipe walls. To accomplish the goal of pigging the Lawson s Fork 42" diameter Force Main, a pig launching and retrieval station will have to be constructed. Results of a recent advertised bid to construct the retrieval station are as follows:

5 Page 5 Bidder Amount of Bid Buckeye Bridge, LLC $447,353 Canton, NC McClam & Associates $470, 865 Little Mountain, SC Dillard Excavating $498, 315 Pelzer, SC Wateree Construction $517,250 Sumter, SC Complete Sitework Services $688,628 Dublin, GA Management recommended awarding the contract to the lowest responsive bidder, Buckeye Bridge, LLC of Canton, NC, for the amount of $447,353. The project will be funded through the collection system rehabilitation fund. Ms. Schneider stated this would be for Phase I, which would consist of installation of a Force Main Pig Launch and Retrieval Station. Ken Tuck explained to the Commission that the launch and retrieval stations are necessary for the cleaning process. The cleaning process will be presented during Phase II. Ms. Bilanchone moved and Ms. Barnes seconded the motion to approve management s recommendation to award the bid to the lowest responsive bidder, Buckeye Bridge, LLC of Canton, NC, for the amount of $447, BIDS FOR CLEANING THE LOWER NORTH TYGER RIVER PLANT WET WELL Bids were received on August 12, 2014, for qualified contractors to provide routine cleaning of the Lower North Tyger River Treatment Plant wet well. The proposed scope of work requires the contractor to clean the wet well at depths of up to 25, remove and dewater debris on the plant site. The scope also requires the contractor to provide transportation of the dewatered debris

6 Page 6 to the Republic Landfill in Union, SC, for disposal. Cleaning services will be performed twice per month, not to exceed 24 cleanings per year for a 12-month term. Staff continues to monitor low levels of polychlorinated biphenyls (PCB) at the influent, which has prompted the effort to outsource the cleaning of this facility to eliminate the possibility of contamination of SSSD equipment. Invitations were provided to six contractors and responses were received from two. The bids results are tabulated below and include the cost of cleaning and transportation, (based on 24 loads). Bidder Amount of Bid J B Russell and Son $155,520 Spartanburg, SC Clean Harbors Environmental Services $163,296 Archdale, NC Management recommended an award to be granted to J B Russell and Son based on their lowest responsive bid of $155,520 for the 12-month term. The project cost will be funded through capital funds. Mr. Montgomery moved and Mr. Littlejohn seconded the motion to approve management s recommendation to award the bid to the lowest responsive bidder, J B Russell and Son for the amount of $155, LAWSON FORK LARGE LINE CLEANING AND CCTV PROJECT PHASE 3 Proposals were received on August 5, 2014, for the contract cleaning and CCTV inspection of a 12,000 LF section of 30" and a 3,000 LF section 42" sewer line along Lawson Fork Creek and extending from Elm Street to East Main St. The scope of work calls for the contractor to provide cleaning, disposal, and inspection services. Removal of 100% of loose debris and 95% of hardened debris is required of the contractor. Disposal fees will be paid by the District at pre-established contract rates.

7 Page 7 There have been no known issues with sanitary sewer overflows (SSO s) along this section of pipe, however a hydraulic model was conducted and it indicates this line may have capacity or inflow/infiltration issues. Proposals were solicited from suppliers requiring them to address submittal requirements pertinent to the scope of work. These requirements were scored as part of the evaluation criteria by a three person evaluation team. Requirements included the contractor s approach and strategy to the project; technical competency and experience; cost; MWBE utilization; and work schedule. Invitations were forwarded to seven prospective contractors, with four submitting proposals. A tabulation of the costs is listed below. Bidder Amount of Bid Hydrostructures $193,000 Pittsboro, NC Bio-Nomic Services, Inc. $291,900 Charlotte, NC Terra Contracting, LLC $498,000 Romulus, MI Compliance EnviroSystems, Inc. $522,000 Baton Rouge, LA Sunbelt Rentals Charlotte, NC Complete Sitework Services Macon, GA Godwin/Xylem Rock Hill, SC NO BID NO BID NO BID

8 Page 8 Management recommended an award to Hydrostructures with a cost of $193,000 based on their highest scoring proposal. The project will be funded from the SSSD collection system rehabilitation fund. Mayor White moved and Mr. Montgomery seconded the motion to approve management s recommendation to award the bid to Hydrostructures for the amount of $193,000 based on their highest scoring proposal. 10. OWNERSHIP AGREEMENT ROGERS MILL SECTION IV Saint Paul Properties, proposes to construct approximately 1,266 LF of 8-inch gravity sewer line to provide sewer service to an additional phase of the Rogers Mill Subdivision off Victor Hill Road. 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 South Tyger River Regional 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 Saint Paul Properties. 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. OWNERSHIP AGREEMENT DRAYMONT RIDGE PHASE 5B AND 5C Nehemiah Community Revitalization Corporation proposes to construct approximately 365 LF of 8-inch gravity sewer line to provide sewer service to Draymont Ridge Phase 5B and 5C, a 12-unit townhome development located off of Nehemiah Court in Spartanburg. The new sewer line will connect to an existing District collection system. The wastewater (4800

9 Page 9 GPD) will be treated at the Fairforest wastewater treatment plant. The developer will bear all costs. 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 agreement transferring ownership of the gravity sewer to the District has been executed by Nehemiah Community Revitalization Corporation. 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. 12. PRESENTATION BY THE CHIEF EXECUTIVE OFFICER Sue Schneider reviewed major accomplishments over the past year with the Commission. Ms. Schneider had previously provided a written report for the Commissioners review. 13. EXECUTIVE SESSION Mayor White moved and Mr. Blanton seconded the motion to enter into executive session to discuss personnel matters at 2:47 p.m. Mayor White moved and Mr. Littlejohn seconded the motion to come out of executive session at 3:22 p.m. Mr. Lynch stated the first item the Commission discussed was clarification on how to evaluate the Chief Executive Officer s performance and salary at year-end. Ms. Bilanchone moved and Mr. Montgomery seconded the motion for each company, the Spartanburg Sanitary Sewer District and the Commission of Public Works of the City of Spartanburg, base its salary recommendation for the Chief Executive Officer on one-half of the present salary this year.

10 Page 10 Mr. Lynch clarified that the Commissions observation is that the Chief Executive Officer works for two different companies and previously the salary has been split 50/50 and increases or adjustments were based on the Spartanburg Sanitary Sewer District Commissions recommendation. Going forward, each company, the Spartanburg Sanitary Sewer District and the Commission of Public Works of the City of Spartanburg, will make a recommendation on the portion of salary for that company. Mayor White moved and Mr. Littlejohn seconded the motion to increase the Chief Executive Officer s salary by 3% for the Spartanburg Sanitary Sewer District. Ms. Schneider thanked the Commission for their support during this year and for the salary increase. 14. NEGOTIATIONS AND MISCELLANEOUS ADMINISTRATIVE MATTERS A. Ms. Schneider noted that employees participated in the Tools for School, United Way Quarterly Project. There was a tremendous amount of support, with many items donated. Ms. Schneider also reminded the Commission that Corey Reid is the Spartanburg Water Volunteer Coordinator this year, and he will also lead the United Way Campaign. B. Ms. Schneider made the Commission aware of the 2014 Upstate Summit, Re-checking Our Reality; that will be held on Tuesday, September 16 from 8:30-1:30. This event will look forward to the next 5-years and where the upstate would like to be. Ms. Schneider provided a copy of the announcement and stated that if anyone would like to attend to please advise. C. Ms. Schneider stated that the next Drug Take-Back Day will be held on Saturday, September 27, Spartanburg Water will partner with Upstate Forever and others in the community to help with the Drug Take-Back event. D. Ms. Schneider informed the Commission that the Urban League Gala Whitney M. Young, Jr. Humanitarian Award, will be held on

11 Page 11 September 30, 2014, at the Marriott Hotel in Spartanburg, and Hope Blackley will be honored. More information will be provided as the event approaches. E. Ms. Schneider reminded the Commission of the WEFTEC Conference scheduled for September 27 through October 1, 2014, in New Orleans. More information will be provided to those who are planning to attend. F. Ms. Schneider shared that a new Employee Discount Program has been established and explained the process of why it was established. A brochure with participating vendors was provided to the Commission; and Ms. Schneider noted that it is also on the Spartanburg Water intranet. Please plan to use your employee ID when requesting these discounts. G. Ms. Schneider mentioned that some of the Commissioners recently participated in a Women Build project. Rebecca West reviewed the project and the process of the build. Mayor White complimented Ms. Schneider and staff on the Challenges and Opportunities report that was provided to the Commission. Mayor White and other Commissioners commented on the hard work and information that was included in the report. Ms. Schneider thanked them for acknowledging the effort, and stated that it is a good source of information to review all of the accomplishments that have taken place during the year. Meeting adjourned at 3:35 p.m. tbh G. Newton Pressley Secretary-Treasurer