Amended

GREENWOOD METROPOLITAN DISTRICT

MINUTES OF THE November 29, 2006

regular Meeting

 

The regular meeting of the Greenwood Metropolitan Commission was held Wednesday, November 29, 2006 at 3:00 p.m., in the Board Room of CPW/Greenwood Metropolitan District Administrative Office, 121 West Court Avenue.

 

In attendance:

             Bob Haynie                             George Martin              Brian Waldrep

            Gene Hancock                         Marion Boone              Roy Hemphill

            Michael G. Monaghan              Wayne Daniel               Danny Ware

            Byron Smith                             Gayle Grogan               Bill Moore

            Henry Watts                             Paige Holley                 Laurie Smith

            Richard Coleman                      Marsha Meyer              Richard Gentry

 

I.         Chairman Haynie called the meeting to order and George Martin gave the invocation.

 

II.      Chairman Haynie gave the statement of compliance with the notification provision of the Freedom of Information Act.

 

III.    Wilson Creek Update

Mr. Ware provided the Board with an update on the upgrade to Wilson Creek.  Mr. Ware distributed to the Board information concerning one change order. 

Mr. Ware reported:

The change order is due to poor soil conditions under clarifier #2.  With clarifier #1, we had poor soil conditions and we were able to remove enough water for the soil to tighten up.  We have run into a similar situation with clarifier #2 with unsuitable soil.  Under clarifier #2 we had 804 tons of materials that had to be installed in order to get a stable foundation.  We should have no more areas that would have unsuitable material.  As far as the rest of phase 1A, five wall sections have been poured on clarifier #1.  Now that we have the suitable sub-basin under clarifier #1, they are in the process of putting the 57 stone down.  Within a week or so they should be ready to pour slabs.  The basement area for the RAS/WAS pump station has been poured.  They are presently in the process of waterproofing the outside of the wall.  The electrical contractor is placing conduits and electrical manholes out there also.  Commissioner Watts asked if the work going on behind the main building is related to the electrical work.  Mr. Ware said that it was related.  The electrical subcontractor is setting manholes and running the conduit from the new work area up to the control building.  Davis and Floyd has reviewed the VE recommendation for phase 1B.  They have come back with some recommendations.  There are a couple of issues we are still discussing with the VE team.  We are still trying to establish the maximum flow we can push through the plant.

 

Commissioner Hancock moved and Commissioner Smith seconded the motion to approve the change order for the Wilson Creek Plant Upgrade Phase 1A Project in the amount of $27,472.68.  The motion was approved. 

 

IV.   The minutes for the November 8, 2006 regular meeting will be discussed at the next meeting. 

 

Commissioner Monaghan asked when the minutes are going to be added to the website.  Manager Coleman said the minutes from the past 5 meetings have been added.  Commissioner Monaghan asked when the minutes for the November 8th meeting are going to be added to the website.  Mrs. Holley said that after they are approved by the Board she will notify Ken Davis to add them to the website.  Commissioner Monaghan would like for us to make sure they are added and not just notify CPW.  Mrs. Holley said that she does check to see if they are added a few days after CPW is notified.  The first set of minutes to be added to the website were from the September 25^th meeting, October 3^rd called meeting, October 11^th called meeting, October 11^th regular meeting and the October 13^th called meeting. 

 

V.      Monthly Financial Report

a.       The monthly financial reports were reviewed.  Chairman Haynie asked if Manager Coleman had any highlights on the financial reports.  Manager Coleman said no.  Chairman Haynie asked if the Board had any questions.  The Board had no questions regarding the financial reports. 

 

b.      Laurie Smith with Elliot Davis presented the Management Letter to the Board and answered any questions the Board may have had regarding the letter.  Mrs. Smith also presented an Other Comments Letter to the Board.  This letter contains some suggestions and/or items that Metro may want to be aware of.  There is a new accounting standard that Metro will be required to implement next year.  The new standard will require us to disclose more things that come up in the course of the audit that might be something that is not considered material weakness or reportable conditions.  Chairman Haynie asked if Metro has an off-site back-up.  Mr. Martin said we have tape back-ups.  Chairman Haynie asked Mrs. Smith if that would comply with the plan.  Mrs. Smith said that most people have back-up tapes.  She recommended that Metro periodically check to make sure we have everything that we need on our back-up tapes.  Mrs. Smith also recommended that Metro have a back-up plan to operate and/or carry on the business from an accounting standpoint.  Commissioner Monaghan asked if we keep our back-up tapes in the same place as the originals.  Mr. Martin said the tapes from TSF are kept at the main office.  Chairman Haynie asked if Metro does an annual review on insurance and fidelity bonds.  Commissioner Monaghan asked if Mrs. Smith included that information because she thought Metro’s were inadequate.  Mrs. Smith said no; she thinks people sometimes forget to review their insurance on an annual basis.  Manager Coleman said Metro updates annually.  Mrs. Smith reminded the Board the importance of making sure Metro has a good cash management plan in place.  Mrs. Smith stated Metro may want to compare our investment account against certain benchmarks.  Manager Coleman said that is something that Greenwood Capital does for Metro.  Commissioner Monaghan said he was concerned about the capital asset.  Commissioner Monaghan did not understand why on different pages the capital asset number was not the same on all the pages.  Mrs. Smith asked if Commissioner Monaghan was talking about capital asset versus net capital asset.  Mrs. Smith said a lot of times in the notes you will see it as a total capital asset then you will see the cumulative broken out by what type of asset and on the balance sheet you will usually see a net.  On the balance sheet it will say capital asset net of accumulative depreciation.  It is just a difference in the terminology of what you are saying. 

 

VI.   Service Reports

Manager Coleman said West Alexander had some samples to fail the toxicity test.  They are retesting the samples now.  The reporting period on that particular test is two months. 

 

VII.      Rate Structure Information

A public hearing will be held on January 10, 2007 at 5:00 pm concerning the new rates. 

 

VIII.    Shrine Club Road

Commissioner Hancock moved and Commissioner Watts seconded the motion to award the Shrine Club Road construction contract to the apparent low bidder Meetze Plumbing in the amount of $498,203.65.  The motion was approved.

 

IX.   Cokesbury Road

Commissioner Smith moved and Commissioner Watts seconded the motion to award the Cokesbury Road construction contract to the apparent low bidder Moorhead Construction Company in the amount of $1,715,235.00.  The motion was approved.

 

X.      Bypass 72

Commissioner Watts moved and Commissioner Smith seconded the motion to award the Bypass 72 construction contract to the apparent low bidder Moorhead Construction Company in the amount of $57,000.  The motion was approved. 

 

XI.   Request for Budget Increase to Purchase Large Format Printer

Chairman Haynie stated that we have budgeted $10,000 for a large format printer.  Staff has found a system that can be networked and it is estimated to cost $5,000 more than what was budgeted.  The item will go out for bids.  The Board was in agreement for staff to proceed with obtaining bids for the printer.

 

XII. Value of the GMD Portion of the Administration Building

The Board has agreed to wait until the new Metro Commissioner has been appointed before continuing discussion on this matter.  Commissioner Watts would like to leave this matter open for discussion. 

 

XIII.    Report from the Greater Greenwood Partnership & Economic Alliance

Most of the major announcements have already been made.

 

XIV.    Report on Bond Issue

All papers have been signed.  The actual number was $3.1 million borrowed at 4.43% interest.  The maturity date is June 1^st.  It will be paid for out of the reserve fund from the County.  Commissioner Monaghan would like for Mr. Hemphill to continue to try to resolve the issue with the County’s attorney.  Commissioner Hancock said it needs to be done after January.

 

XV.TV Camera

The staff would like to purchase a new TV camera.  With the permission of the Board we would like to sole source a camera.  Metro has spent more money on keeping the Aries camera operating than what we have had to spend on the other one.  We can provide documentation of repairs if the Board needs it.  Commissioner Watts asked if Metro had to pay for the maintenance on the camera.  Mr. Martin said the camera is out of warranty.  Commissioner Monaghan wanted to know why Metro purchased that brand in the first place.  Manager Coleman said they were the lowest bidder.  Mr. Daniel said that was the first camera we purchased and it performed the best in the field demonstration.  Commissioner Monaghan would like to have a cost comparison with other brands that are comparable to the one Metro wants.  Mr. Daniel said that he has contacted different vendors letting them know what Metro wants and the estimates range from $40,000 to $50,000.  Mr. Martin said Metro is not asking for additional money, we are just asking to sole source the camera.  Commissioner Monaghan asked how many cameras we presently have.  Mr. Martin said we have two, but we would like to replace one of them.  Commissioner Hancock asked how much will the new camera cost.  Mr. Daniel said he has received a quote of $49,500.

 

Commissioner Smith moved and Commissioner Hancock seconded the motion to allow Metro to sole source a new TV camera not to exceed $50,000.  The motion was approved. 

 

XVI.    Executive Session

 

Commissioner Smith moved and Commissioner Watts seconded the motion to enter into executive session to discuss a contractual matter.  The motion was approved.

 

The Chairman returned the meeting to open session.  No action was taken in executive session.

 

XVII. With no further business, the meeting was adjourned.