MINUTES OF REGULAR MEETING HORRY COUNTY SOLID WASTE AUTHORITY, INC. October 24, 2017

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1 MINUTES OF REGULAR MEETING HORRY COUNTY SOLID WASTE AUTHORITY, INC. October 24, 2017 The Horry County Solid Waste Authority, Inc. held a Board Meeting on Tuesday, October 24, 2017, at 5:30 P.M., at the Authority s Administrative Office, 1886 Highway 90, Conway, South Carolina. In accordance with the Freedom of Information Act, notices setting forth the date, time, and place of the meeting were mailed to the news media. Present were the following Board Members: Pam J. Creech, Chairman; J. Michael Campbell, Vice Chairman; M. Lance Thompson, Secretary; Bo Ives, Treasurer and Board Members, Dan P. Gray, Michael Hughes and Samuel T. Johnson, Jr. Steve Gosnell, Director of Horry County Infrastructure and Regulation was present. Mr. David DeKleva of Smith Sapp Bookhout Crumpler & Calliham represented the public in attendance. There were no members of the media in attendance. The following individuals were also in attendance: Danny Knight, Executive Director; Esther Murphy, Director; Jan Bitting, Director; Mike Bessant, Director; and Wayne Martin, Deputy Director. Other staff members in attendance included, Chris Calhoun, Nannette Powell, Stephanie Todd, Cecil Terry and Susie Wofford. CALL TO ORDER Chairman Creech called the meeting to order and Mr. Gray rendered the invocation. PLEDGE OF ALLEGIANCE Mr. Campbell led the group in the Pledge of Allegiance. APPROVAL OF AGENDA Chairman Creech asked for any revisions to the Agenda as contained in the Agenda Packet; however, there were none. Mr. Campbell moved to approve the Agenda. There was a second by Mr. Hughes and the Motion was carried. APPROVAL OF MINUTES Chairman Creech asked for any questions on or amendments to minutes of the Regular Meeting held on September 26, 2017 as contained in the Agenda Packet; however, there were none. Mr. Ives moved to approve the Minutes of the Regular Board Meeting held on September 26, There was a second by Mr. Campbell. There being no further discussion, the Motion was carried. PUBLIC INPUT There were no requests to present Public Input. 1

2 EXECUTIVE DIRECTOR REPORT Recycling and Corporate Affairs Update Ms. Esther Murphy offered an update of various projects in the Recycling and Corporate Affairs Division that were included as pages in the Board Packet. Horry County Community Cleanup Update Mrs. Murphy informed the group that the Horry County Community Cleanup was held on October 21, She stated that the SWA hosted the after-party at the landfill. Mrs. Murphy thanked Mr. Chris Calhoun, who took pictures of the event using the SWA s drone. She indicated that Horry County Parks and Recreation, Horry County s Sheriff department and Keep Horry County Beautiful also participated in this event. Mrs. Murphy reviewed the site layout and informed the group that containers were set up for litter drop off and the cans were manned by Nancy Tindall of Horry County Planning Department who counted the bags and recorded which district the material was from. She stated that 2.3 tons of MSW was collected,.5 tons of recyclables and.29 ton of Construction and Demolition was picked up during this event. Mr. Ives praised Mr. Knight and Mrs. Murphy for all of their hard work and for hosting this event. McDowell Relocation Construction Update Mrs. Murphy stated that the McDowell Recycling Center opened on September 30, She informed the group that the Grand Reopening of the McDowell Center would be October 25, 2017 at McDowell Shortcut Road at 10:00 A.M. Mrs. Murphy indicated she hoped to see Horry County Council and Solid Waste Authority Board Members in attendance. She commented that the media was also invited to this event. Caught Green Handed Update Mrs. Murphy informed the group the September 2017 Caught Green Handed winner was Ms. Annette Adams. She indicated that Ms. Adams used the Ketchuptown Recycling Center and was appreciative for the gift card and recycling bins. Don t Waste Food SC Update Mrs. Murphy indicated on Wednesday, November 15, 2017 which was also Americas Recycle Day the SWA was hosting the Don t Waste Food SC press event at 10:00 A.M. She commented the purpose of this event was to educate and encourage the public not to be wasteful when it comes to food. Mrs. Murphy indicated that Charleston, Columbia and Greenville had hosted similar events. She stated that Ms. Creech would be speaking on behalf of the SWA and speakers for Coastal Carolina University and Horry County Schools would be in attendance as well. Mrs. Murphy indicated there would be a food waste stakeholder meeting following the press event. In conjunction with the event and in celebration of Americas Recycles Day, the SWA would be giving away 100 free home composting bins that day. Mrs. Murphy commented these bins were purchased through a SCDHEC grant. She invited the Board to attend this event and commented the advertising campaign for this event would begin soon. Mr. Gray asked Mrs. Murphy if this was similar to the event that had been advertised in the Post and Courier in the Charleston area. She replied it was. Mr. Ives asked Mrs. Murphy about the date for the Coastal Carolina Football game. Mrs. Murphy replied December 2, She commented that Santee Cooper was promoting the Green Power at that football game also. Mrs. Murphy reminded the group about the SWA Annual Dinner would be held on Friday, November 3, 2017 at Cherry Hill Missionary Baptist Church starting at 7:00 P.M. 2

3 Ms. Creech thanked Mrs. Murphy and staff for the great work at the Horry County Community Cleanup. She thanked Mr. Chris Calhoun for an excellent job flying the drone and taking great pictures. Operations and Planning Update In Mr. Hilling absence, Mr. Wayne Martin offered an update of the following which were included as pages in the Board Packet. Landfill Inspections Update Mr. Martin stated the landfill had received all 1 s for the October inspection. He stated landfill staff had done an exceptional job. Mr. Martin commented the third lift of the piggyback expansion had started. Driver of the Month Update Mr. Martin stated the September Driver of the Month was Frank Paccione from the Horry County Solid Waste Authority. Mr. Martin commented Mr. Paccione has worked for the SWA for 21 years. He informed the group Mr. Paccione was an excellent employee. Recycler of the Quarter Program Update Mr. Martin indicated each quarter staff would select recipients based on the amount of loads processed through the Construction and Demolition Processing Facility. He stated Sherwin Williams driver Mr. Eduardo Irazada had been chosen as the Horry County Solid Waste Authority Construction and Demolition Recycler of the Quarter for July-September Household Hazardous Waste (HHW) Facility Update Mr. Martin informed the Board that the Household Hazardous Waste facility had a pickup on October 3, He indicated the total amount of material picked up in FY18 was 27,000 lbs. or tons of paint and 3,700 lbs. or 1.85 tons of batteries. Mr. Martin stated that overall 37,235 lbs. (18.61 tons) of household hazardous waste material had been collected since July Mr. Ives asked if the household hazardous waste facility had experienced an increase since opening every day. Mrs. Todd replied the volume has been staggered with more customers through the week and less on Saturday. Mr. Martin commented that the residents were aware that the facility was open six days a week. Finance and Administration Update Mrs. Bitting offered an update of the following which was included as page in the Board Packet. Monthly Finance Reports Mrs. Bitting stated for the period ending September 2017 the SWA should be at 25% of budget. She indicated tipping fees overall had increased 20.24% over last fiscal year due to the tipping fee increase. Mrs. Bitting stated MSW year-to-date revenue was at 30.01% of budget. She indicated Construction and Demolition revenue was at 43.48% of budget and yard waste revenue was at 24.25% of budget year-to-date. Mrs. Bitting stated the Construction and Demolition Processing Facility saved days of airspace. She commented recyclable sales were at 31.18% of budget. Mrs. Bitting indicated the Construction and Demolition Processing Facility revenue was $74, and expenses were $102,117.56, which equated to a deficit of $27, She stated net income for September was $254, and year-to-date was $1,794, Mrs. Bitting explained the MRF revenue was $1,624, and expenses was $1,275, with a surplus of $348, Mr. 3

4 Thompson asked Mrs. Bitting about the mixed construction tonnages and for the past two years had the tonnages decreased. Mrs. Bitting commented she would get the information. Mr. Knight indicated that the graphs showed the decrease in tonnage materials. Mr. Gray commented that new construction had increased along the Grand Strand. Mr. Thompson indicated he was referring to the mixed construction being hauled out of county and not the budget figures but the two years tonnages. Mrs. Bitting stated she would have that information at the next Board Meeting. Mrs. Bitting explained the MRF processed 4, tons for September. She stated the current market value for processed material was $ for September Mrs. Bitting informed the group that tonnage sold for September was 1, tons. Mrs. Bitting indicated the total MRF revenue for material sold in September was $281, and expenses were $395, resulting in a deficit of $114, She stated year-to-date total MRF revenue was $1,339, and total MRF expenses were $967, with revenue over expenses of $371, Mrs. Bitting informed the Board she would be giving an update to the Infrastructure & Regulations Committee on the Charleston County material. Mrs. Bitting commented she wanted to inform the Board that the SWA would be giving out annual bonuses that were approved in the budget at the Annual Dinner for the same amount as previous years. Mrs. Bitting commented she and Mrs. Wofford attended a conference in Nashville, Tennessee that focused on the accounting software used by the Finance department. She stated that over 2,500 people attended the conference. Mrs. Bitting indicated that she and Mrs. Wofford had a chance to network with people who used the software and discuss the pros and cons of using the program. She thanked the Board for giving them the opportunity to attend the conference. Mr. Gray asked about the China policy. Mrs. Bitting commented that Mr. Bessant would discuss this issue. Recycling Services & Special Projects Update Mr. Bessant offered an update of the following which was included as page in the Board Packet. MRF Update Mr. Bessant informed the Board that during the recent storm the MRF facility was struck by lightning. He stated that maintenance staff corrected the defective systems and MRF resumed normal operations. Mr. Bessant indicated that overall tonnages had increased since FY16 from 34,000 to 38,000 for FY17 but overall prices had decreased. He stated that the MRF was still stockpiling material at this time. Mr. Bessant informed the group that the material was being warehoused in the rear parking lot and in the electronics storage facility. Mr. Bessant commented that China had started to accept material. He indicated that 37 tractortrailer loads of OCC had been shipped. Mr. Bessant stated that another 14 loads had been shipped on Monday. He commented that prices continued to decline. Mr. Bessant indicated that Thailand had started to accept material at the present and the MRF had shipped 740 bales. He commented at present the MRF floor had 943 bales of material and had sold 1,300 bales 4

5 this month with prices currently decreasing from $160 per ton last month to $122 per ton this current month. Mr. Bessant stated revenue had increased over the previous month. Mr. Gray asked if Charleston County was sending all of its material to the MRF facility. Mr. Bessant commented that all of their material was coming into the MRF facility. He stated he had halted material from Charleston when the MRF facility was down. Mr. Knight informed the group that he had spoken with Mr. Andrew Quigley, who was the Director of Environmental Management Department for Charleston County, and was informed that construction would begin again on their facility. He stated a group from Charleston County would attend the SWA next board meeting. Mr. Campbell asked how long would the delay set the construction project back. Mr. Knight replied at least six-months. Chairman Creech explained to Mr. Johnson that Charleston County had some issue with the soil and this had delayed the project for a few months. Mr. Knight stated that Charleston County would send a letter asking for another six-month extension. Mr. Gray asked if Charleston County would attend a Board Meeting. Mr. Knight replied they would be attending the November Board meeting. Mr. Ives made a Motion that the Executive Director convey that the Board of Directors was in support of Charleston County as long as the work on their new MRF continued, and progress was being made on the facility and that the SWA was inclined to give sixmonth extensions as long as they continued to keep the Board apprised of any changes. There was a second by Mr. Gray. There being no further discussion, the Motion was carried. Executive Director Update Mr. Knight offered an update of the following which was included as page 55 in the Board Packet. Solid Waste Management Plan Update Mr. Knight informed the group that the Solid Waste Management Plan (SWMP) had to be updated every three years. He indicated the governmental agencies and municipalities had selected their representatives to serve on the committee. Mr. Knight stated that HDR had been selected to perform the Solid Waste Management Plan Update. He commented the SWA was in the process of scheduling the meeting with the Technical Advisory Committee (TAC). Mr. Knight indicated the TAC would schedule their own meetings. Mr. Knight indicated this was not the SWA s plan but a countywide plan for Horry County. He stated the plan would have goals and objectives for the unincorporated areas of Horry County and the municipalities. Mr. Knight commented that each mayor should take ownership of this plan and have a knowledgeable understanding. He indicated when the meetings were scheduled the Board, Horry County Council and Mayors would have the information. Mr. Knight indicated the first meeting would start in November and be completed by the end of January and then the resolution process would start for the governmental agencies. Mr. Gray asked how many meetings would this process take. Mr. Knight commented at least five different meetings. He stated the Board would have two or three workshops with the 5

6 committee then the Mayors and elected officials. Mr. Knight indicated the SWA Board and Horry County Council would have final approval. Chairman Creech commented the Mayors and municipalities should have representation at some meetings and would be notified. Mr. Gray asked if the Board could attend the meetings. Chairman Creech indicated the Board was invited to all of the meetings. Mr. Knight commented this was not the Board s committee; this committee was comprised of individuals from the municipalities, private haulers, recyclers and communities. COMMITTEE REPORTS Recycling & Corporate Affairs Committee Meeting Committee Chairman Michael Hughes stated the Recycling and Corporate Affair Committee Meeting was held on October 12, 2017 at 9:00 A.M. He indicated Committee Members Pam Creech and Dan Gray were present. Mr. Hughes commented he gave a brief overview of the WasteCon Conference held in Baltimore, Maryland. He informed the group that the conference was dedicated to recycling and highlighted the differences between the United States and the European countries. Mr. Hughes indicated that 72 countries attended the conference and they all basically had the same problems as the US regarding plastic film. He stated that manufacturers and recyclers were getting involved to combat the problems. Mr. Hughes indicated that the US lagged behind other countries such as Australia which recycled 41% and Germany which recycled 65% but the US only recycled 35% as compared to other countries. Mr. Hughes stated there were no action items or votes taken. Finance & Administration Committee Update Committee Chairman Lance Thompson stated the Finance and Administration Committee met on October 17, 2017 at 10:00 A.M. He indicated Committee Members Bo Ives were present. Board Member was Dan Gray due to illness. He said discussion was held on the following items: FY2017 Audit Presentation Mr. David DeKleva of Smith, Sapp, Bookhout, Crumpler and Calliham, PA. presented an overview of the Fiscal Year 2017 Audit. He generally reviewed with the Board the financial statements. Mr. DeKleva indicated there were no finding to warrant the issuance of a management letter. He stated overall the Authority remains in good financial condition. He indicated he would answer any questions the Board may have regarding the audit. Mr. Johnson asked why on closure and post closure the cost was based on the present rate and why the SWA did not give itself more cushion. Mr. Knight replied the rates have increased but it reflects the cost before the tipping fee increase. He commented the tipping fee increase in July was due primarily to the increase in construction and demolition tonnage. Mr. Knight indicated that in previous years the designated accounts for closure and post closure were not adequately funded that was the reasoning behind the tipping fee increase. Mrs. Bitting asked Mr. Johnson what was he referring too. Mr. Johnson indicated he was referring to funding set aside for closure and post closure. Ms. Creech commented that the 6

7 SWA was obligated by law to put funding away for closure and post closure and the SWA was using todays current rates and this increased yearly. Mrs. Bitting explained the engineer reviewed the schedule and the SWA was behind due to not having enough funding for the closure and post closure. She indicated since the increase in tipping fees the SWA would now increase the amount of funding set aside in the closure and post closure accounts. Mr. Bitting stated the funding for the closure and post closure was at a rate the engineer recommended. She indicated the SWA would continue to review this and every few years factor in the inflation rate to see if the SWA was putting in the recommended amount. Ms. Creech commented in a different equation it would depend on how much tonnage came into the landfill, how many days of airspace was saved and the compaction rate and then the engineer would review the information and figure out how many more years of life the landfill had. Mr. Gray commented the tipping increase was not a factor in this year s audit. Mr. DeKleva indicated the SWA is continuing the policy to fund the future cost for closure/post closure. He believed currently the SWA was on track to have these obligations funded. Ms. Creech says the SWA was one of the few governmental organizations that has its monetary obligations up-to-date. She said that she appreciated the past Board Members who set up this policy and will continue this in the future. Mr. Knight commented the SWA had caught up funding of its OPEB obligations within a three-year-period. Mr. Thompson moved to adopt the Fiscal Year 2017 Audit as prepared by Smith, Sapp, Bookhout, Crumpler and Calliham, P.A. There was a second by Mr. Campbell and the Motion was carried. MRF Update Mr. Thompson indicated the MRF had some challenges this past month. He stated commodity pricing and outgoing material was down. He commented that year-to-date the MRF was operating at a profit. Mr. Thompson indicated that Charleston County would probably ask for another six-month extension on the contract and it would benefit the MRF facility for the tonnage. Mr. Johnson suggested using box trailers for extra storage for the MRF and stated the excess cardboard and office paper could be stored in the trailer. Mr. Campbell asked about the cost of the trailers. Mr. Johnson said the cost would be $4,000 per trailer. Mr. Campbell asked if the trailers were weather resistant. Mr. Thompson asked Mr. Bessant what was his opinion of the trailers. Mr. Bessant commented that staff reviewed the trailers options but would have to unload them because the shipyard used shipping containers which use booking orders and everything must match the paper work. Chairman Creech indicated that Mr. Bessant could review this option and bring the information back to the next Board meeting. Mr. Bessant informed the Board he would review this option and bring the information to the next Operations Committee meeting. Mr. Thompson stated those were his agenda items and that concluded his report. 7

8 Corporate Planning Committee Update Committee Chairman Pam Creech stated the Corporate and Planning Committee met on October 17, 2017 at 11:00 A.M. She indicated Committee Members Michael Campbell, Bo Ives and Lance Thompson were present. She said discussion was held on the following items: Disposition of SWA Property Update Ms. Creech indicated the Committee met with Mr. Fred Richardson from Grand Strand Water and Sewer Authority. She stated Mr. Richardson discussed the purchase of another acre of property on the 1187-acre tract off of International Drive. Ms. Creech commented the Committee asked Mr. Richardson for some additional information. She indicated there were some additional concerns about Grand Strand Water and Sewer losing a well with the paving of International Drive. Ms. Creech asked what would the liability be concerning ground water contamination with this location being close to the landfill. She asked if Grand Strand Water and Sewer Authority could get another appraisal for the property. Ms. Creech indicated these were the concerns of the SWA and informed the Board that Mr. Richardson would address these concerns and come back before the Committee with the information. Mr. Thompson commented that the information was very informative. Mr. Johnson asked how many wells did Grand Strand Water and Sewer Authority have. Mr. Ives commented 15 wells. Mr. Campbell asked if the property was adjacent to the current property. Mr. Knight commented the property was a horse shoe around the current property. Ms. Creech indicated the Committee discussed the selling of SWA property. She commented that the SWA property was an asset. Ms. Creech stated the MRF facility needed to purchase property behind the facility to expand its operations. She asked Mr. Knight what SWA property was inquired about. Mr. Knight replied the 701 property and the old MRF site. Ms. Creech stated the other items discussed and by the Committee, and the Solid Waste Management Plan, had already been discussed. SWA Property Usage Policy Discussion Ms. Creech stated the Committee discussed the usage of SWA property and the information that staff had prepared on the liability. She commented that staff has found trespassers on the property and SCDNR patrolled the property also. Ms. Creech indicated this property is not for public use. Mr. Ives stated SWA property was not like private property where exceptions could be made. Mr. Gray asked how would the SWA keep people from trespassing on the property. Ms. Creech commented that the SWA would have to patrol and prosecute the trespasser. Mr. Knight commented this would be on the next Board agenda. Mr. Gray suggested that no recreational use of any kind be included in the guidelines and have Mrs. Brittain make sure to add any verbiage if there were illegal dumping and things of that natural. Mr. Ives moved that staff develop a guideline stating no private use of the SWA property to include no private or recreational use of the SWA property. There was a second by Mr. Campbell and Motion was carried. 8

9 OLD BUSINESS There was no Old Business to come before the Board. NEW BUSINESS There was no New Business to come before the Board. ROUNDTABLE DISCUSSION There was no Roundtable Discussion to come before the Board. MOTION TO ADJOURN There being no further business to come before the Board, Mr. Thompson moved, seconded by Mr. Campbell to adjourn the meeting. The Motion was carried and the Regular Meeting was adjourned at 6:50 P.M. Minutes approved on November 21, HORRY COUNTY SOLID WASTE AUTHORITY, INC. BY: (L. S.) Pam J. Creech, Chairman ATTEST: (L. S.) M. Lance Thompson, Secretary (L. S.) J. Michael Campbell (L. S.) Dan P. Gray (L. S.) Michael H. Hughes (L. S.) Bo Ives L. S.) Samuel T. Johnson, Jr. 9