Public Services Committee

TOWN OF MOUNT PLEASANT, SOUTH CAROLINA PUBLIC SERVICES COMMITTEE Monday, July 2, 2018 Municipal Complex, Committee Meeting Room, 3rd Floor 100 Ann Edwards Lane, Mount Pleasant, SC 29464 Minutes Members Present: Jim Owens, Chair; Joe Bustos, Kathy Landing, Kevin Cunnane Staff: Eric DeMoura, Jody Peele, Andrew Weis, Hillary Repik Mr. Owens called the meeting to order at 12:51 p.m. 1. Approval of Minutes from the April 30, 2018 meeting Mr. Owens called for a motion to approve the minutes from the April 30, 2018 meeting Mrs. Landing so moved; seconded by Mr. Cunnane; motion carried unanimously. 2. Public Comments None.  Public Services Committee Minutes July 2, 2018 Page 2 of 22 3. Update on rollcart distribution Jody Peele, Director of Public Services, stated that several weeks ago the Town started its transition to the fully-automated garbage truck. Mr. Peele added that the Town distributed approximately 8,000 rollcarts. Mr. Peele stated that Andrew Weis, Public Services Deputy Director, will be giving the update on the rollcart distribution. He added that Mr. Weis would also talk about the lessons learned from the distribution and the things that would change prior to the next distribution cycle.  Public Services Committee Minutes July 2, 2018 Page 3 of 22 Mr. Weis summarized the below slide. Mr. Weis stated that the communication efforts played a large part in the success of this effort in keeping the public informed throughout the project. He added that flyers were placed on every rollcart that was being replaced to explain the process and how it would affect their garbage collection in the future. Mr. Weis added that a social media blitz was also done by distributing information via Facebook, Twitter, Next Door, the Town website and homeowner’s associations regarding collection schedule, recycling information, and the difference between trash and garbage collection as shown in the below slide.  Public Services Committee Minutes July 2, 2018 Page 4 of 22 Mr. Weis stated that the week of May 14, 2018, Waste Recycling Services started their efforts in collecting all the old rollcarts and distributing the new rollcarts. Mr. Weis stated that they had three weeks to get the job done with the intent of putting out 1,000 new rollcarts per day. Mr. Weis added that Waste Recycling Services delivered 7,982 and removed 7,276 as shown in the below slide. Mr. Weis referred to the below slide also showing the cost to the Town for this process.  Public Services Committee Minutes July 2, 2018 Page 5 of 22 Mr. Weis stated that Enviro Vision Technologies from North Carolina is currently being used by the Town to pick up the 8,000 old rollcarts so they can be recycled. Mr. Weis stated that the map in the below slide shows the neighborhoods in green that have been given new rollcarts. He added that they are spread throughout the town which will enable the Town to use the fully-automated trucks on all four routes.  Public Services Committee Minutes July 2, 2018 Page 6 of 22 Mr. Weis stated that there were a few lessons learned during this effort. He added that in fiscal year 2019 they are scheduled to get two more fully- automated trucks and the Town will need to distribute another 8,000 rollcarts to support that effort. Mr. Weis added that preparation was a key component in this transition. He added that there was a lot of time spent with the Geographic Information System (GIS) team to build accurate maps and spreadsheets so that our contractors would have roadmaps of where to go and how many containers to replace. Mr. Weis added that the contractors commended the Town’s efforts by saying it was one of the most seamless processes they have encountered. Mr. Weis added that another thing that helped make this process successful was the addition of the new Communications and Marketing Coordinator which was a new position that was added last year.  Public Services Committee Minutes July 2, 2018 Page 7 of 22 Mr. Weis added that it was great having someone that could be involved in the project and know the ins and outs and be able to relay that information to the public in a timely manner. He added that these communications efforts are continuing with the Snee Farm State Revolving Fund (SRF) project. Mr. Weis added that another thing that was invaluable was the daily coordination meetings with the contractor. He added that the meetings allowed communication on where the contractor would be, so the Town could collect garbage from the rollcarts before they arrived. He added that this would allow them to pick up an empty cart and replace it with a new one as stated in the below slide. Mr. Weis stated that a few lessons learned were that it would be easier for the contractor to deliver and assemble the carts onsite rather than have the carts assembled before distribution as stated in the above slide.  Public Services Committee Minutes July 2, 2018 Page 8 of 22 Mr. Weis added that it was hard to estimate how many second containers were spread throughout the town due to the longevity of the containers. He added that the Department had to make an estimate how many second containers existed. He added that because of the rollcart replacement distribution we can now track how many containers are at each residence. Mr. Weis stated that one of the challenges that was presented were calls regarding dirty rollcarts. He added that he does not believe we would have been able to prevent this issue due to the assembling of 8,000 rollcarts over the course of several months. He added that the containers were stored in a dirt lot and once the carts were ready for distribution they needed to be stacked causing dirt to accumulate on the inside and outside of the containers. Mr. Weis stated that the Town does not have the ability to distribute these containers in house because 8,000 containers is a big task. He added that it would take away from the daily work that we do for the Town. He stated that this task would be extremely hard without the contractor’s support. Mr. Weis stated that they will make minor adjustments for Phase 2 when the next 8,000 rollcarts will need to be distributed. He added that overall this was a successful effort. Mr. Weis concluded his presentation and asked if there were any questions. Mr. Owens asked to elaborate on what happened to the old carts. Mr. Peele stated that in the past, the normal way of disposing the old carts was the landfill. He added that the Town is currently using a recycling company to come in and take the carts away at no charge to the Town.  Public Services Committee Minutes July 2, 2018 Page 9 of 22 Mr. Peele stated that the company wants the rollcarts to recycle. He added that there is a value for the carts, but not at a cost to where the Town would get involved. Mr. Peele added that there were some companies that offered to come down but would charge us for removing the metal, axles, and handles from the carts before they would take away the carts. He added that the cost was too high. Mr. Peele stated that two companies were interested in coming down to take the carts at no cost to us. He added that the company would bring their own trucks and employees, load up the carts and haul them away. Mr. Owens asked if any other municipalities were interested in the old rollcarts. Mr. Peele stated that the problem with the old containers was that the Town logo was on the side of every cart. He stated that it would cause more of an issue with other municipalities, so that is why they chose to recycle the carts. Mrs. Landing asked if Enviro Vision Technologies was doing the work. Mr. Peele answered in the affirmative. Mr. Owens asked if the committee had any other questions. Mr. Cunnane asked Mr. Weis for the name of the new Communications and Marketing Coordinator. Mr. Weis stated that Jennifer Knight is the Coordinator. Mr. Cunnane thanked Mrs. Knight for a great job. He stated that he saw the Town’s Public Services Facebook page grow as the rollcart distribution was ongoing.  Public Services Committee Minutes July 2, 2018 Page 10 of 22 Mrs. Landing also thanked Mrs. Knight and added that she saw posts on Next Door as well. Mr. Weis stated that if there were no further questions, he would be followed by Hillary Repik who would give the next presentation. Mr. Owens thanked Mr. Weis for his presentation. 4. Update on Snee Farm drainage project Mr. Peele stated that construction for the Snee Farm Drainage Project will start July 9, 2018. He added that several things will be occurring during this project and Mrs. Hillary Repik, Stormwater Division Chief, will talk about where we currently are, where we are going, and what the plan is for the project. Mrs. Repik stated that the Town has been working on the Snee Farm Drainage Project for several years. She added that the project started with assessment studies, design phases, and now the construction phase. Mrs. Repik stated that the project is broken down into 14 project areas as well as three core missions: flood improvement projects, water quality improvement projects, and asset rehabilitation as shown in the below slide.  Public Services Committee Minutes July 2, 2018 Page 11 of 22 Mrs. Repik stated that based on the initial study, the Town is fixing the worst things in Snee Farm at this time. Mrs. Repik stated that there are four different types of work that will be done during this project. She added that pipe rehabilitation is “no-dig” repair work on pipes. She added that the Town will also be digging up and replacing pipes that have completely failed, as well as cleaning canals and installing water quality systems as shown in the slide above. Mrs. Repik stated that the loan process is now complete. She added that a contractor is now under contract and working on getting ready for the project. She stated that they are working on the utility locates for: power, gas, phone, cable, and water which are all preexisting in the area.  Public Services Committee Minutes July 2, 2018 Page 12 of 22 Mrs. Repik added that tree removals and equipment staging are also coming up. Mrs. Repik stated that this project is scheduled to last two years. Mrs. Repik stated that they currently have three initial work areas (Basin 4, 11, 14). She added that Basin 4 mostly covers the golf course area, but also the Farm Quarter Road area, working on some of the flooding that occurs near that entrance way. Mrs. Repik added that they will also work on Whipple Road and Law Lane, which will cause some traffic impacts outside of the neighborhood as larger pipes are installed under Whipple Road and work is completed on the pond in that area.  Public Services Committee Minutes July 2, 2018 Page 13 of 22 Mrs. Repik stated that once construction is complete within each area, they will work on sod replacement, damaged driveways, curbing and asphalt road repairs. Mr. Owens asked if they were planning on waiting until the very end of the project to replace the sod, damaged driveways, curbing, and road repairs. Mrs. Repik stated that each specific work area will receive a close out. She added that when they are working in one section, they will do the road repairs, replace the sod and other items before they move on to the next phase. Mrs. Repik added that they may be working in multiple areas at one time, but these broken areas will be addressed once completed, not at the end of the two-year project.  Public Services Committee Minutes July 2, 2018 Page 14 of 22 Mrs. Repik stated that the Public Services Department Engineering Section; Ken Rhye and Sarah Mittermeier, will be taking over as the lead for this project and the Stormwater Division will take on a supporting role. Mrs. Repik stated that the design consultant is Woolpert and Gulfstream Construction won the bid award for construction as shown in the above slide. Mrs. Repik stated that the Public Services Department would be supported by the Town’s Building Inspections Division since there will be digging close to several homes. She added that the Finance and Procurement Departments will also play a large role in this project. Mr. Owens asked if there would be any personnel onsite during the construction phase that would be a direct contact. Mrs. Repik answered in the affirmative. She added that the consultant is providing the Construction Engineering and Inspection (CE&I) during the day. She added that they have also hired Ed Barbee as a part of that team as a construction liaison. She stated that he is currently working with the neighborhood to communicate with the affected residents in the project area. Mrs. Repik added that Building Inspections will also be supporting the project and overseeing inspections of areas where digging will be done close to houses. She explained that special Engineering Reviews were required for these areas. She added that Ken Rhye and Sarah Mittermeier will be working day to day on all these items and coordination. Mrs. Landing asked in the event of a big thunderstorm, which we often have during the summer, what would be the first point at which these residents will start to see a benefit.  Public Services Committee Minutes July 2, 2018 Page 15 of 22 Mrs. Repik stated that the original design for Snee Farm was built to lower standards than we have today. She stated that two of the flood improvement projects are being addressed to bring the system up to standard, so if a 10-year storm comes the water should stay in the green space rather than in homes or underneath homes. Mrs. Repik further explained that in a regular thunderstorm or afternoon shower that does not entail multiple inches of rain over a short period of time, that water should be farther away from the houses and kept within the drainage systems. Mrs. Landing asked if there was a specific time in which residents could expect a difference. Mrs. Repik stated that the first two areas for the project are Basin 4 and Basin 11, which show a completion by mid-winter or early spring. Mrs. Landing asked about the March 6, 2019 completion date for Basin 4. Mrs. Repik stated that if everything stays on schedule early March would be when all the pipes would be in place and restoration would be ongoing. She added that weather and utility conflicts could delay that date.  Public Services Committee Minutes July 2, 2018 Page 16 of 22 Mrs. Repik stated that a few things to know regarding this project are that they have identified 110 trees that are in the way. She added that some of these trees might have been planted over existing drainage pipes, and in some cases the roots are inside these pipes and to replace the pipes these trees will need to come down. She added that they have tried the no-dig method, but some of these pipes are in such bad shape there is no other alternative. Mr. Owens asked if the residents are aware that trees will be coming down. Mrs. Repik stated that they first surveyed all of the trees and all of the residents that have trees within the project scope were notified. She added that the Communications Coordinator has developed flyers, and that Ed Barbee will go door to door relaying this information.  Public Services Committee Minutes July 2, 2018 Page 17 of 22 Mrs. Repik added that all the trees that are coming down are now flagged so residents can see where they are located. Mr. Owens asked if there have been any community meetings. Mrs. Repik answered in the affirmative. She added that they have gone to several Home Owners Association (HOA) meetings since the project was first announced. She added that they have also been to a few annual meetings and a few in between, including Snee Farm HOA and Ventura Villas HOA. Mrs. Repik added that the HOAs also have information posted on their websites and that Town staff has been fielding phone calls as well. Mrs. Repik stated that most of the concern is from residents that are driving by and not directly a part of those individual communications. Mr. Peele stated that Ken Rhye has also met with several residents and has had positive feedback. He added that we are in communications with residents in these areas and will continue communication regarding the trees. Mr. Owens asked if it will be ongoing. Mr. Peele answered in the affirmative. He added that Jennifer Knight will communicate the information throughout the project; letting residents know where we are, where we are going next, and what they may see. Mrs. Landing asked if there was a plan in the current strategy for replacing some of the trees and at what time would they be replaced.  Public Services Committee Minutes July 2, 2018 Page 18 of 22 Mrs. Repik stated that out of the 110 trees, 16 of them are mitigation trees. She added that they have not decided any strategy for accomplishing that at this time. Mrs. Repik stated that the goal is to keep the trees away from the drainage system in the future so that we do not have conflicts moving forward. Mrs. Landing stated that she has a yard and understands that having trees helps with keeping flood waters back. She asked if, in time, the trees will be replaced or if that is not in the discussion right now. Mrs. Repik stated that they are going to work on the mitigation numbers. She added that tree canopies do slow water down and that trees do help soak up water, but do not work well with our infrastructure in most cases. Mr. Cunnane asked Mrs. Repik regarding water quality, if Snee Farm drains into Shem Creek. Mrs. Repik stated that Snee Farm only drains into Shem Creek during massive storm events. She added that Snee Farm drains into Horlbeck Creek and Boone Hall Creek. She stated that the Wando River is under new water quality restrictions which should help, and is a piece of the Town’s effort to work on that basin. Mr. Cunnane asked what this does to make the water better. Mrs. Repik stated that they are using a combination of systems. She added that bioretention is one of the systems which allows more green space that is lower. She added when it floods we flood out green space and allow the water time to soak into the ground rather than pushing it out. Mrs. Repik added that they also have a manufactured treatment device which is similar to a scrubber cleaner which goes in on a pipe where there is  Public Services Committee Minutes July 2, 2018 Page 19 of 22 no green space in which to put anything. She stated that it is a combination of diverting water and letting it flood and soak into the ground, so it can move on more cleanly into the systems. Mr. Owens asked if those devices have maintenance programs attached to them. Mrs. Repik answered in the affirmative. She added that the manufactured treatment device is on a regimented schedule, whereas the green spaces are maintained by the HOA cutting the grass and they would be inspected once a year. Mr. Bustos stated that this is a little off topic but inquired as to the status of the Old Village Drainage Plans. Mr. Peele stated that they recently walked through the Royall Avenue Basin with Thomas & Hutton. He added that they wanted to check the locations of trees before they made a final decision about placement. Mr. Peele stated that there have been adjustments in the field for Royall Avenue and are hoping to have something back from Thomas & Hutton soon regarding the Royall Avenue Basin. He added that the Edwards Park Basin is behind, due to the discussion about going for gravity flow, so they had to redo some engineering designs and surveying in order to capture that information. Mr. Peele stated that the Royall Avenue Basin is still on schedule whereas Edwards Park is still a little behind. He added that the walk through with Thomas & Hutton covered the entire Royall Avenue Basin area and went very well. He said that they saw some things where changes or adjustments need to be made.  Public Services Committee Minutes July 2, 2018 Page 20 of 22 Mr. Bustos thanked Mr. Peele for the update. Mrs. Repik started back with her presentation stating that there will also be fence removals as shown in the above slide. Mrs. Repik added that as the project moves on there will be some road work disruptions within the community which will cause neighborhood detours. In addition, she stated there will be night work on Whipple Road. Mrs. Repik stated that Jennifer Knight will be working on the communications plan. She added that when restoration starts, sod and mulch will be the only things being replaced. She added that fences will not be put back, but residents can check with the Town regarding placing them back, but they do not want any fence posts drilled through the new pipes. Mrs. Repik stated that the above slide is Basin 4 which is one of the first areas where construction will begin. She added that most of this basin is along the golf course, but it does back up to a few homes. She added that  Public Services Committee Minutes July 2, 2018 Page 21 of 22 this basin will see the installation of large pipes as well as work on diverting water into an existing pond and regrading some of the drainage canals through the area. Mrs. Repik stated that the project will encompass 1.2 miles of pipe will be removed and replaced, 2.13 miles of pipe will be cleaned, .53 miles of canal reconstruction, and .47 miles of pipe cleaning as shown in the above slide. Mrs. Repik stated that the largest pipes that will be installed will be 43 inches by 68 inches. She added that they will be removing 24-inch pipes and replacing them with much larger pipes. Mr. Owens asked if there was any spiral metal pipe that we will be replacing.  Public Services Committee Minutes July 2, 2018 Page 22 of 22 Mrs. Repik stated that the plan is to replace all of the metal pipe with concrete pipe since that is the standard. Mr. Owens stated that it looked like they will be using some elliptical pipe. Mrs. Repik stated that they will be using a box culvert and elliptical end box culverts. She added that it is very shallow, so they are restricted, so things are going wider since they cannot go higher. Mrs. Repik concluded her presentation and asked if there were any questions. Mr. Owens thanked Mrs. Repik for her presentation. 5. Adjourn There being no further business, Chairman Owens adjourned the meeting at 1:18 p.m. Respectfully submitted by, Andrew Dolan April 6, 2018 UPDATE ON ROLLCART DISTRIBUTION 2018  BACKGROUND • As part of the FY18 Budget the Town purchased two fully-automated garbage trucks which should arrive this summer/fall • Each truck is expected to be able to collect 1000 containers per day • In order to prepare for these trucks, the Town purchased 8000 rollcarts that would be compatible with the trucks • To accomplish this in the most efficient manner without disrupting service to the residents, we contracted with Waste Recycling Services Inc. to distribute the new carts and collect the old ones  COMMUNICATIONS • During the week of May 7, 2018 a flyer was distributed on all rollcarts that were to be replaced with new, compatible carts • Updates were provided daily via social media (Facebook, Twitter, Next Door etc.) • Updates were provided daily via the Town website • Updates were communicated via neighborhood homeowners associations etc. • Each new cart received a bag of literature outlining our collection schedule, recycling centers, and helpful tips  DISTRIBUTION/COLLECTION/DISPOSAL • Waste Recycling Services Total: 7,982 Delivered; 7,276 Removed • Week 1: 3,925 Rollcarts Delivered; 2,888 Removed • Week 2: 3,990 Rollcarts Delivered; 3,187 Removed • Week 3: 67 Rollcarts Delivered; 1201 Removed • Waste Recycling Services invoice: $85,400 • Post contract PSD efforts: 393 Rollcarts Removed • The PSD is using Enviro Vision Technologies to have the old containers disassembled, hauled away, and recycled NEIGHBORHOODS  LESSONS LEARNED • PSD preparation efforts (maps/spreadsheets) and materials provided to the contractor were commended by the contractor • The new Communications and Marketing Coordinator position was invaluable for this effort • Daily coordination with the contractor was invaluable • The contractor would prefer that containers were assembled during distribution • Houses with second containers were hard to track • Some residents complained about receiving a “Dirty” container. This occurred because they were assembled over the course of several months, were stored in a dirt lot, and there were heavy rains while they waited to be distributed • Distribution of 8000 containers is a big deal and PSD does not have the resources to take on while maintaining daily services • Minor adjustments will be made for Phase 2 but the overall concept of operations will remain the same QUESTIONS?  Update on Snee Farm Drainage Project  • (14) Project Areas • (3) Missions • Flood Improvement • Water Quality Improvement • Asset Rehabilitation • (4) types of work • Pipe rehabilitation • Pipe replacement • Canal cleaning • Water quality systems installation Project Information  • Utility locates • Tree removals • Equipment staging Pre - Construction • Est. 2-years • Ready to start! • Initial work areas •Basin 4 – Farm Quarter Rd./ Golf Course •Basin 11 – Whipple/ Law Lane Construction •Basin 14 – Ventura Villas/ Golf Course • Sod • Driveways Project Schedule Closeout/ Restoration Phase • Curbing/ Asphalt Overview  • Town Project Managers • Ken Rhye • Sarah Mittermeier • Consultant • Woolpert • Contractor • Gulfstream Construction Construction Phase Project Team  Things to Know Communications Tree Removals Fence Removals Road Work Restoration Items Plan 110 Trees identified Fences and other items Whipple Road Project Website Sod only •In easements encroaching in •Night work Information Flyers to Damaged driveways •In rights of way easements will be Law Lane/ other streets residents in project removed Curbing and roads •Neighborhood detours areas Not in contract to Update notices to HOAs replace Social Media Posts Project Liaison  Basin 4 Highlights • Larger pipes across the Golf Course • Flood water diversion to pond to provide water quality treatment and flood control  1.2 Remove and Replace pipes miles 2.13 Clean and line pipes miles Project Canal reconstruction .53 miles Fast Facts .47 Pipe Cleaning miles Largest pipes will be 43” x 68” Questions?