MINUTES OF REGULAR MEETING HORRY COUNTY SOLID WASTE AUTHORITY, INC. March 25, 2014

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1 MINUTES OF REGULAR MEETING HORRY COUNTY SOLID WASTE AUTHORITY, INC. March 25, 2014 The Horry County Solid Waste Authority, Inc. held a Board Meeting on Tuesday, March 25, 2014, 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: Rev. James H. Cokley, Chairman; M. Lance Thompson, Vice Chairman; Dan P. Gray, Board Secretary; John R. Long, II, Board Treasurer; and Board Members J. Michael Campbell, Pam J. Creech and W. Norfleet Jones. Ex Officio Members Kevin Blayton and Steve Gosnell were in attendance. Michael Hughes, Highway 90 Liaison represented the public in attendance. There were no members of the media in attendance. The following individuals were also in attendance: Executive Director, Danny Knight; Assistant Executive Director; Mike Bessant, Esther Murphy, Director; Bill Hilling, Director; Jan Bitting, Director; Mrs. Emma Ruth Brittain, SWA Attorney and other staff to include Rodney Cannon, Wayne Martin, Chris Calhoun, Cindy Keith, Cecil Terry, Stephanie Todd, and Susie Wofford. CALL TO ORDER Chairman Cokley called the meeting to order and Mr. Thompson rendered the invocation. PLEDGE OF ALLEGIANCE Mr. Jones led the group in the Pledge of Allegiance. APPROVAL OF AGENDA Chairman Cokley asked for any revisions to the Agenda as contained in the Agenda Packet; however, there were none. Mr. Campbell moved to approve the Agenda as presented. There was a second by Mr. Jones and the Motion was carried. APPROVAL OF MINUTES Chairman Cokley asked for any questions on or amendments to the Minutes of the Regular Meeting held on February 25, 2014, and the Pre-Budget Workshop held on March 12, 2014 as contained in the Agenda Packet. Mr. Jones moved to approve the Minutes of the February 25, 2014, Regular Meeting and approve the Minutes of the March 12, 2014, Pre-Budget Workshop. There was a second by Ms. Creech and the Motion was unanimously approved. PUBLIC INPUT There were no requests to present Public Input. Minutes of Regular Meeting, March 25,

2 EXECUTIVE DIRECTOR REPORT Recycling and Corporate Affairs Update Mrs. Murphy offered an update of various projects in the Recycling and Corporate Affairs Division that were included as Pages in the Board Packet. RMDAC/RCSC Meeting Update Mrs. Murphy offered an update on the Recycling Market Development Advisory Council Meeting which was held in Columbia, SC on March 11, She informed the group that presentations were given by several SC recycling businesses/organizations. Mrs. Murphy indicated various recycling issues were discussed. She stated Jana White from SCDHEC presented information on the revisions to the composting regulations that will become effective in May Recycling Coalition of South Carolina Update Mrs. Murphy attended the Recycling Coalition for South Carolina held on March 11, She stated discussion was held on the planning of the upcoming inaugural conference which will be held in December Storm Debris Update Mrs. Murphy informed the Board there was no storm debris on the ground at any of the centers. She stated the centers would return to regular operations which included limiting residents to four cubic yards per day. Mrs. Murphy applauded the efforts of her staff Rodney Cannon, William Casey, Rusty Uhler, Truman Dewitt and every site attendant for a job well done. Various Events Update Mrs. Murphy reviewed with the Board various upcoming events of the Solid Waste Authority. She informed the Board that she and Mike Bessant would be attending the Carolina Recycling Association conference in Asheville, NC, on March 31, 2014 April 4, Mrs. Murphy indicated that she would be participating in a roundtable discussion on plastic recycling in the Carolinas. She reviewed updates on the following events: April 11, 2014 Earth Day at Walmart Mrs. Murphy indicated the SWA staff will be participating in the Earth Day Event sponsored by the Carolina Forest Walmart from 10:00am -2:00pm. April 15, 2014 Statement of Economic Interest Due Date Mrs. Murphy reminded all Board Members their annual Statement of Economic Interest must be completed and submitted by April 15, April 15 & 16, 2014 Quarterly Unincorporated Collection System Meetings Mrs. Murphy informed the Board of the quarterly meetings with Unincorporated Collection System staff will be held from 7:30am-9:00am on these dates. April 22, 2014 Community Open House Mrs. Murphy indicated the SWA will be holding another Community Open House on Tuesday, April 22, 2014, from 11:00am- 3:00pm. SC SWANA Spring Conference Update Mrs. Murphy reminded the Board of the 2014 SC SWANA Spring Conference held in Pawleys Island, SC, May 7-9, She inquired if any Board member wanted to attend the conference please contact her for registration. Minutes of Regular Meeting, March 25,

3 Operations and Planning Update Mr. Hilling offered an update of various projects in the Operation and Planning Division that were included as Pages in the Board Packet. Driver of the Month Update Mr. Hilling stated Mack Davis from Waste Industries was selected February s driver of the month. Mr. Hilling indicated Mr. Davis was very professional and courteous when interacting with operational staff. Relocation of the Grinding Area Update Mr. Hilling offered an update on the relocation of the grinding area. He stated the contractor had some clean up and touching up work on the pad to complete. Mr. Hilling indicated the project was nearing completion and would be completed in the next two weeks. Closure of Saddle Area and New Access Road Update Mr. Hilling offered an update on the closure of the saddle area and new access road. He stated 99% of the backfill work on the access road had been completed. Mr. Hilling indicated the hauling of the stone had begun. He stated work on the Phase 2 of the saddle area closure project had been slow due to the inclement weather. Pre-Bid for East Hill Closure Update Mr. Hilling informed the Board that ten contractors attended the Pre-Bid Meeting. He stated local contractors and some from out-of-town attended the mandatory Pre-Bid Meeting for the East Hill Closure Project. He invited the Board to view the 30-acres for the east hill closure project. Mr. Campbell asked about the pre-bid date. Mr. Hilling stated the date of the pre-bid was April 10, 2014 at 2:00pm. Mr. Gray asked when a recommendation would be presented. Mr. Hilling indicated at the April 22, 2014 Board Meeting. Mr. Gray asked if the estimated project cost was $7 Million. Mr. Hilling indicated that was correct. Finance and Administration Update Mrs. Bitting presented the Finance & Administration reports to the Board, which were included as Pages in the Board Packet. Monthly Finance Reports Mrs. Bitting offered a review of financial reports as contained in the packet and informed the Board on the summary page the SWA was at 66.64% of budget through eight months of the year. She stated on the income statement MSW was at 67.82% of budget, an increase from last year; mixed construction was at 63.48% of budget; and yard waste was at 72.16% of budget. Mrs. Bitting indicated yard debris had increased due to the storm debris material and mixed construction was down due to inclement weather. Mrs. Bitting informed the Board that in February net income had a loss of ($119,809.71). She stated revenues were at 60.91% of budget and expenses were at 58.22% of budget. Mrs. Bitting indicated overall tipping fees were 66.97% of budget and recyclable sales were 59.74%, which was below budget. Mrs. Bitting indicated only tons of material was processed in February at the Construction & Demolition Processing Facility, and stated the decrease in tonnage was due to the two (2) winter storms. Construction and Demolition Tonnage Analysis Mrs. Bitting reviewed with the Board a vehicle tonnage comparison report on the decline of construction and demolition material being brought to the SWA. She indicated this report was an overview of the loss of material for March Minutes of Regular Meeting, March 25,

4 2014 and the figures were compared to March Mr. Gray asked Mrs. Bitting was the report for the 1 st three (3) weeks in March She stated that was correct. Mrs. Bitting indicated the vehicle comparison report was based on the number of trucks per day and the number of tons per day as compared to Mr. Gray asked if projected losses were 30,000 tons. Mrs. Bitting stated that was correct or 30%. She commented that staff would continue to monitor the construction and demolition tonnage on a weekly basis. She indicated the current loss was 1, $26.50 per ton a loss of ($46,016.72). Chairman Cokley asked about the projected loss for the rest of the current year. Mrs. Bitting stated the projected loss for FY14 would be $472,000 and $927,000 for FY15. Chairman Cokley indicated the SWA would average a loss of $15,338 weekly. Mr. Knight informed the Board of the new landfill opening in Marion County and indicated companies were hauling construction and demolition material out of Horry County. Special Projects & Governmental Affairs Update Mr. Bessant presented an update on various projects which were included as Pages of the Board Packet. C&D Recycling Designated Facilities Update Mr. Bessant offered a report for Lee Disposal concerning the C&D Recycling Incentive Program. Mr. Bessant stated for February, the total tons of material received from Lee Disposal were tons, of which, tons were recycled. Mr. Bessant indicated the total incentive tons for February were tons. He stated the reduction in tipping fees to the designated C&D hauler were $1, for February. Mr. Bessant indicated Lee Disposal s year-to-date tonnage for the program was 5, He commented the total tons of concrete recycled for February were 1, tons. Mr. Bessant stated the year-to-date recycling tonnages were 3, or 70.48%. Mr. Bessant indicated the year-to-date recycling tonnages without concrete were 1, or 53.39%. He stated the yearto-date recycling credit in tipping fees to Lee Disposal were $7, Mr. Bessant indicated Lee Disposal would meet their 75% goal in order to stay in the program. Ms. Creech asked Mr. Bessant about the other C&D designated recycling hauler and what percentage of material Lee Disposal recycled in FY2013. Mr. Bessant stated since Horry County abolished construction and demolition from the flow control ordinance that EZ-Dump Disposal was no longer required to report their recycling efforts as of December Ms. Creech stated she would like that information. Mr. Bessant indicated he would be glad to FOI that information from SCDHEC. Recycling Incentive Programs Update Concerning the recycling incentives, Mr. Bessant indicated the following incentives were given by the SWA: MSW Recycling $152,739.02, C&D Recycling Facility $42,393.10, C&D Designated Facilities $7, He stated the total incentive saving year-to-date for SWA customers were $203, Legislative Update Mr. Bessant gave a brief overview on legislative matters. He indicated Senate Bill S203 was still active in the Medical Affairs Committee. He indicated Bill # 3290 the Flow Control Bill, was still on the uncontested calendar and in the Senate. Mr. Bessant stated the SWA lobbyist was doing a good job of keeping him informed on the legislative issues. Disaster Debris Plan/ Solid Waste Management Plan Update Mr. Bessant informed the Board that the disaster debris plan had not been updated since He stated the funding was in the budget for FY2015. He requested that the Board select a committee to oversee the development of this plan before July 1, Mr. Bessant stated the plan would work in Minutes of Regular Meeting, March 25,

5 conjunction with the Horry County Emergency Operations Center. He indicated updating this plan and including EOC would ensure a cohesive relationship with the County. Mr. Bessant stated the disaster debris plan would cost $20,000 for consulting fees. He indicated the firm would ensure that FEMA guidelines and regulations were followed to make certain of the maximum reimbursement to the municipalities. Mr. Bessant stated the Solid Waste Management Plan required an update every three (3) years and also needed the Board to select a committee to develop a new plan. The cost to update the Solid Waste Management Plan would be $15,000. Mr. Long moved to accept staff recommendation on the updating of the Disaster Debris Plan and the Solid Waste Management Plan. Mr. Campbell seconded the motion. The motion was unanimously carried. Ms. Creech asked if the SWA was duplicating the County s Public Safety plan. Mr. Bessant stated the County never had a disaster debris plan and that the SWA initiated the plan. Mr. Gray asked if this $20,000 for the consulting fee was for one company and $15,000 for the other. Mr. Bessant stated that was correct. Mr. Gray asked if the consulting would have an RFP/RFQ. Mr. Bessant indicated this would be at Mr. Knight s discretion. Mr. Gray said then this would be sole source. Mr. Bessant stated for contractual services a bid was not required. Mr. Knight indicated this issue was time sensitive. Mr. Gray asked if Mr. Knight had made a selection. Mr. Knight stated Mr. Wayne Floyd assisted in the last Disaster Debris Plan. Mr. Gray asked if the County would pay half of the bill. Mr. Knight stated he would ask the County if they would pay a part of this cost. Mr. Bessant indicated he wanted to ensure the County was involved in the process of the disaster debris plan. Executive Director Update Mr. Knight briefly discussed the following items with the Board on Pages 72 in the Board Packet. FY 2015 Budget Discussion/Board Input Update Mr. Knight briefly discussed the proposed FY2015 and FY2016 budgets. He stated that staff recommended some proposed budget reductions. He then proposed 1% reduction in departmental budgets, which equates to $54,000, would go into the contingency account. Mr. Knight indicated the elimination of the recycling incentive program was being proposed. He stated due to the loss of construction and demolition material this incentive was no longer practical. He stated a freeze of the MSW incentive program was being proposed which would not allow any new funding for new customers. Mr. Thompson asked for clarification. Mr. Knight stated this meant the funding budgeted for the companies in the program now would continue; however, no new companies would be added. He indicated this would be reviewed again in six months. Ms. Creech asked had the contracts ended. Mr. Knight stated the contracts could be cancelled if the SWA showed a significant decrease in funding. Mr. Gray asked how much MSW incentive has been given in customer savings. Mr. Bessant stated $300,000 was budgeted for the program for FY2014. Mr. Knight indicated the elimination of the addition to The Store and the establishment of new operational guidelines for The Store with Horry County Council on the Aging was being proposed. Mr. Knight generally discussed several comments made at the Pre-Budget Workshop. He distributed a copy at the Pre-Budget Workshop minutes and indicated the highlighted portions would be discussed further at the Budget Workshop. Minutes of Regular Meeting, March 25,

6 COMMITTEE REPORTS There were no Committee Reports to come before the Board. OLD BUSINESS There was no Old Business to come before the Board. NEW BUSINESS Land Use Recommendation Green Sea Property Mr. Hilling reviewed the land usage of the Green Sea Property. He proposed maintenance improvements to the property. Mr. Hilling stated the property was maintained by a farmer who was under contract. Mr. Thompson asked how much was paid on this property. Mr. Hilling stated the farmer pays $10,000 or $85.00 per acre per year. Mr. Hilling stated some of the property was forested and needed to be thinned. He informed the Board this property needed to be available in case of a storm debris emergency. He informed the Board that The Brigman Company were the SWA s project managers and would be handling the timbering of the property and also stated the company worked off a percentage of the timber. Mr. Hilling stated The Brigman Company oversees any environmental issues for the SWA. Mr. Hilling stated there was no cost to the SWA. Ms. Creech asked if the job was going to be bided out. Ms. Creech stated the SWA needed to oversee this project to receive the maximum return on the timbering. Mr. Hilling indicated he spoke with Tom Garrigan from Horry County Stormwater Management and the County wanted an easement for drainage ditches. Mr. Hilling stated the County would maintain approximately 8,400 linear feet of ditches along the southern and northernmost boundary. He indicated this would be at the County s expense and the SWA would benefit from the improved conditions of the property. Mr. Gray moved to approve staff s recommendation to grant the Executive Director approval to enter into an agreement with The Brigman Company to provide maintenance improvements to the Green Sea property Mr. Long seconded the motion and the motion was carried. Mr. Jones asked what percentage of the timber revenue would The Brigman Company receive. Mr. Hilling replied he did not know. Mr. Hilling stated The Brigman Company would oversee all loads of outgoing timber. Mr. Hilling advised the Board that staff planned to ask the Board to authorize the Executive Director advertise a RFP to convert the 30 acre portion adjacent to and south of SC Highway #33 to be converted into agriculture production on the Green Sea Property. However; he stated, this recommendation was withdrawn because the SWA could not reach an agreement with the farmer concerning the property. Mr. Long moved to approve staff s recommendation to give the Executive Director authority to enter into a Drainage Easement with Horry County Stormwater to maintain approximately 8,400 linear feet of ditches along the southern and northernmost boundary which will assist with the overall maintenance of the Green Sea Property. Mr. Campbell seconded the motion and the motion was carried. Ms. Creech asked if the easement would sign the property over to the County. Mr. Knight stated it would not. He said this would give the County the permission to maintain the ditches. Minutes of Regular Meeting, March 25,

7 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. Long moved, seconded by Mr. Jones to adjourn the meeting. The Motion was carried and the Regular Meeting was adjourned at 6:50 P.M. Minutes approved on April 22, HORRY COUNTY SOLID WASTE AUTHORITY, INC. ATTEST: BY: James H. Cokley, D. Min, Chairman Dan P. Gray, Secretary J. Michael Campbell Pam J. Creech W. Norfleet Jones John R. Long, II M. Lance Thompson Minutes of Regular Meeting, March 25,