GREENWOOD METROPOLITAN DISTRICT

MINUTES OF THE September 25, 2006

 

The regular meeting of the Greenwood Metropolitan Commission was held Monday, September 25, 2006 at 3:00 p.m., in the Board Room of the CPW-Greenwood Metropolitan District Administration Building, 121 West Court Avenue.

 

In attendance:

                      Bob Haynie                              Byron Smith                             Gene Hancock

                      Michael G. Monaghan              Henry Watts                             Richard Coleman

                      George Martin                          Gayle Grogan                           Roy Hemphill

                      Danny Ware                             Paige Holley                             Richard Gentry

                      Marion Boone                          Laurie Smith                             Chris Clem

                      Tony Palmer                             Johnny McMahon Jr.                Tim Richardson

 

I.                    Chairman Haynie called the meeting to order.  The invocation was given by George Martin.

 

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

 

III.               Shrine Club Road Project Bids

Bidder                                Amount

Meetze Plumbing                $498,203.65

Dawn Development            $597,465.00

Ideal Construction Co.        $637,995.00

 

Staff will review the bids to assure compliance with the specifications.  If the bid is in compliance, the bid will be awarded to the apparent low bidder Meetze Plumbing at the next Board Meeting.

 

IV.              Wilson Creek Update

Mr. Ware updated the Board on the construction status of the Wilson Creek Upgrade.  The contractor has made the first pour for clarifier #1 last week.  They are hoping to do the second pour on Thursday of this week.  Clarifier #2 has been excavated to the bottom.  The contractor is working on the dewatering system now.  RAS pump station is excavated down to the basement.  Mr. Ware provided a spreadsheet containing information on the change orders.  Commissioner Monaghan wanted to know how Davis and Floyd calculated the rate of pay.  Mr. Ware said that with every monthly pay request that is submitted, they compare that with the progress that has been made.  Generally the contractor will submit a pay request to the field inspector towards the end of the month.  The field inspector will review it.  The field inspector will forward the request to Danny with a recommendation as far as here is what has been requested and here is where they are currently.  Danny will then review it.  If there is anything that we do not agree with, we go back to the contractor and say that we do not feel like they are that far along.  The contractor has given us an anticipated draw request so that gives us a guide.  Commissioner Monaghan wanted to know what anticipated draw request means.  Mr. Ware said based on the schedule of construction there are certain milestones in the schedule.  Based on construction cost for those milestones we anticipate them to be a certain percentage of the total bid.  Included in each pay request is a list of invoices from the contractor of items that they have paid.  Commissioner Watts asked if the contractors are on schedule.  Mr. Ware said they are on schedule according to the schedule that the contractor submitted.  Phase 1B 65% submittal was delivered to Metro and CDM on September 14^th. 

 

V.                 Commissioner Smith moved and Commissioner Watts seconded the motion that the minutes from the September 13, 2006 meeting be approved as corrected.  The motion was approved.

 

VI.              Monthly Financial Report

 

a.       A draft copy of the audit was given to the Board.  Elliott Davis will be available at the next meeting to answer any questions.  A condensed version has been sent to our investment banker to facilitate with our bond offering.  Commissioner Monaghan would like to look at the methodology of the balance sheet and the accuracy of the balance sheet.  Mrs. Smith will discuss this when they present the audit.

 

b.      The monthly financial reports were reviewed.  Commissioner Monaghan requested a glossary of what is under each category (i.e. what is included under human resources, benefits, other income, etc.).  Commissioner Monaghan asked about the $400 for the GO 04.  Mrs. Grogan said that money has been spent this month.  Commissioner Monaghan wanted to know if the allowance for doubtful account on the balance sheet is the same as bad debt.  Mrs. Grogan said yes.  Commissioner Monaghan wanted to know if the amount was written off.  Mrs. Grogan said yes it is.  Commissioner Monaghan asked if we carry bad debt all of the time.  Mrs. Grogan said yes, but whenever CPW writes off quarterly then Metro will write more off.  Commissioner Monaghan asked if the number is monthly or cumulative.  Mrs. Grogan said this is all we have thus far.  Commissioner Monaghan wanted to know for how long.  Mrs. Grogan said since whenever we started writing off bad debt.  Commissioner Monaghan said that over all of these years we have only written off $89,000 worth of bad debt.  Mrs. Smith said the allowance for bad debt is a contra-account against your accounts receivable which is an estimate of what might be uncollectible.  That is in the receivable number.  The number is based on historical trends.  Commissioner Monaghan wanted to know if the figure under bad debts on page 2 is written off.  Mrs. Grogan said that is the actual write offs for this fiscal year.  Commissioner Monaghan wanted to know where we get the number for accumulative.  Mrs. Smith said that your allowance is not really accumulative.  It is what is in the receivable number that we think might not be collectable.  Commissioner Monaghan wanted to know if we accumulate the amount of bad debt we have written off over the years.  Mrs. Smith said yes; you could look at your bad debt expense on your income statement and that is a combination of what has been written off plus any adjustments to the allowance account.  Commissioner Monaghan wanted to know if the inventory-PS is for pump station inventory.  Mrs. Grogan said that was for pump stations and it includes spare parts for the pump stations.  Commissioner Monaghan wanted to know what is the Supply House.  Mr. Martin said that is where Woody’s office is.  Commissioner Monaghan also asked what is under employee relations administration.  Mrs. Grogan said that includes the Safety Luncheon, and meetings where dinner is provided would be included in this category.  Commissioner Monaghan would like to look at some of these categories at the next budget session.

 

VII.            Service Reports

 

a.       The UV project is operational at West Alexander.

 

b.      Mr. Martin updated the Board on the Cambridge Road closing.  We had a water line leak which has slowed the project down.  We are anticipating to have the area finished and the road back open on Wednesday.

 

c.       Commissioner Watts asked if the Lakeshores Project is complete.  Mr. Martin said that phase I and II is complete and phase III is about three weeks from being complete.

 

d.      Commissioner Monaghan asked if we have heard anything regarding Eagles Harbor.  Mr. Martin said we have not heard anything.  We are waiting to hear from DHEC and the property owners.  Manager Coleman said that they have not annexed into the District and they have not formally requested sewer.

 

e.       Commissioner Monaghan asked about the sewer service for Laurens County.  Manager Coleman said we have not heard back from Laurens County Council.

 

f.        Mr. Martin said the Oregon Avenue Project started today.