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Commission Minutes
GREENWOOD METROPOLITAN DISTRICT
MINUTES OF THE
December 12, 2007
Regular meeting
The regular meeting of the
Greenwood Metropolitan District Commission was held
Wednesday, December 12, 2007 at 3:00 p.m., in the Training
Room of Greenwood Metropolitan District Technical Service
Facility, 110 Metro Drive.
In attendance:
Commissioner Bob Haynie,
Chairman Richard Coleman Marsha
Meyer
Commissioner Gene Hancock,
Secretary George Martin Bill Moore
Commissioner Michael G.
Monaghan
Marion Boone Jamie Peeler
Commissioner Henry
Watts Daniel Clark
Steve Pohlman
Commissioner Tim Burke
Wayne Daniel Keith
Rearden
Richard
Gentry Laurie Smith
Gayle Grogan
Brian Waldrep
Roy
Hemphill Danny Ware
Paige
Holley
I.
Chairman Haynie called the meeting to order and Mr.
Martin gave the invocation.
II.
Chairman Haynie gave the statement of compliance with
the notification provision of
the Freedom of Information
Act.
III.
The tape was not changed out so some of the meeting
was taped over when coming out of
executive session.
IV.
Audit Questions
Chairman Haynie pointed out
that Commissioner Burke was left off of the organizational
chart. Commissioner Monaghan noticed that for some time the
water consumption amount is down and even though Metro has
had an 8% rate increase the revenue is about the same as
last fiscal year. He noted that Metro received $400,000
from tax money. Commissioner Monaghan said the increase in
rates probably made up for that. Commissioner Monaghan said
the reports for the last several commission meetings shows
the revenue was down even though Metro had an 8% rate
increase. Chairman Haynie said Metro was just looking at
rates to rates. Commissioner Monaghan noted that Metro did
not receive any tax revenue. He said Metro has to include
that in the equation too. Mrs. Smith pointed out on the
audit report under operating revenues; even though Metro had
an 8% rate increase revenues are flat. She said that meant
the usage was down. Mrs. Smith noted that some of the
statistic tables in the back of the audit report show it.
Commissioner Monaghan asked if Metro received $1 million in
taxes the revenue would be over last years. Mrs. Smith said
she was comparing operating revenues from non-operating
revenues; taxes are really considered non-operating. She
said Metro’s taxes were down $1 million because of the levy
through the County; Metro’s investment income was up $1
million. Mrs. Smith said those offset each other.
Commissioner Monaghan said Metro was looking at the bottom
line. Chairman Haynie replied he has been looking at the
sewer service charges. He noted Metro is down over $100,000
from the previous year with an 8% increase. Mrs. Smith said
at the last meeting she attended, she and Gayle were talking
about some of the decreases in operating revenue. She
suggested for Metro to look back at some of the customer
concentration. Mrs. Smith referenced a chart on principle
customers, page 36 of the audit report. Fuji was number one
last year and nine years earlier. Fuji was 22% of the
charges last year; due to the closing of some of the plants
the usage has decrease and this may have offset the rate
increase. Mrs. Smith said Metro needs to look at the
billings from Fuji. She said anytime Metro has a principle
customer that is 22% of the total charges and they shut down
a plant that is going to impact Metro’s operating revenue.
Mrs. Smith directed the Board to page 40 “Operating and
Capital Indicators”. She said the peak average flow and the
average daily flow for 2007 has decreased compared to 2006.
Mrs. Smith said the rates went up but the usage went down so
the operating revenue ended up flat for the year. Manager
Coleman said those numbers are the flows to the plant which
is also influenced by rain amount. Commissioner Monaghan
referenced page 8, he still does not understand Metro’s
logic. He said the investment income was $1.6 million and
the interest expense was $1.1 million. Commissioner
Monaghan would like to know why Metro draws down the
investment levels rather than using bonds. He said it looks
like Metro is paying for the bonds out of Metro’s interest
income. Commissioner Monaghan asked if this was a wrong
analysis. Chairman Haynie said in the past those have been
a reasonable balance, but they are becoming unbalanced.
Mrs. Smith said there is a problem with looking at that way
because Generally Accepted Accounting Principles (GAAP)
accounting handles Metro’s investments is they adjust them
to the fair value. She said an adjustment to fair value at
the end of any audit period will mean are bonds in favor or
not in favor; that is typically what Metro can invest in.
Mrs. Smith said in the prior year investment income was $1.7
million and this year it was $566,000 because the bonds were
out of favor. Metro had a swing of about $1 million in
unrealized gains just from the bond market between FY 06 and
FY 07. Commissioner Monaghan said in FY 06 it might have
cost Metro $100,000 to float $27 million worth of bonds.
Chairman Haynie said as Metro issues more bonds the interest
will not increase to cover those additional bonds.
Commissioner Monaghan said he understands, but Metro has a
$500,000 pad. Mrs. Smith said the total interest expense on
a cash basis and Metro’s total investment income on a cash
basis is probably how Metro really needs to look at it; that
is not how it is accounted for up here. She said on the
interest expense side when Metro issues a bond for a
project(s) the interest expense has to be capitalized in
conjunction with what is paid to float the project(s) to the
extent that the expense exceeds the income. Mrs. Smith said
Metro has interest that is being capitalized and is not
Metro’s true interest expense on a cash basis; the
investment income is being impacted by unrealized gains or
losses which is not Metro’s true actual interest income
earnings. Mrs. Smith encouraged the Board to have Mrs.
Grogan give them that information on a cash basis.
Commissioner Monaghan asked if the investment income line on
page 8 is realized gains. Mrs. Smith replied unrealized
gains are in there too. Commissioner Monaghan asked if $1.6
million included unrealized gains. Mrs. Smith responded
that is correct. Commissioner Monaghan said he thought that
it was all realized. Mrs. Smith said Metro had unrealized
gains in the current year of $242,000 as an adjustment and
in the prior year Metro had $228,000 unrealized losses. The
numbers added together Metro had a swing right at $470,000;
that is included in the $1.6 million amount. Manager
Coleman commented that right now Metro just happens to have
about the same amount of money invested as they have
borrowed, so the interest Metro pays for borrowed funds is
about equal to what Metro’s earns off invested funds. As
Metro borrows more there will be more interest on borrowed
funds and unless Metro goes up corresponding with
investments it will not balance. Commissioner Monaghan
referred to page 11 “Inventory”. He wanted to know what the
$228,000 in inventory consists of. Mrs. Smith responded
that is various small items that the crews would use that
Metro would keep in inventory. Commissioner Monaghan asked
if that was the total amount of inventory. Mrs. Smith said
that Metro does not carry a lot of inventory. Metro might
have some pipes, manhole covers, chemicals, etc. Chairman
Haynie said it probably does not include table and chairs
like what Commissioner Monaghan wants to do. Commissioner
Monaghan asked if furniture (tables and chairs, etc) would
be under capital assets. Mrs. Smith responded furniture and
fixtures are considered as capital assets. Commissioner
Monaghan asked what is “Capital Assets Contributed” listed
on page 13. Mrs. Smith replied those are systems that have
been deeded over to Metro. Manager Coleman said some
sub-divisions can be operating, but Metro may not receive
the deed until the next fiscal year. Commissioner Monaghan
said he is nervous about what are Metro’s assets. Mrs.
Smith said what Metro has built as new infra-structure is
not considered in that line; that is for systems that
somebody else built. Manager Coleman said that was a value
in the lines that were donated from The Retreat, Spyglass
(to name a few). Metro installed the connecting lines.
Those systems were a depreciated system. Mrs. Grogan said
until Metro received the deed, the system is not added to
the books. Mrs. Smith said legally Metro does not own the
system until they receive the deed. Commissioner Monaghan
wanted to know who is responsible for making sure Metro
receives the deeds. Mr. Martin replied right now Joe
Swofford. Commissioner Monaghan asked if Metro is following
up on that. Commissioner Burke and Mr. Martin both
responded yes. Commissioner Burke reminded the Board that
if a developer spends $500,000 it is not the asset value
that Metro is putting on the books. He said the value just
includes the depreciable amount of the system. Commissioner
Monaghan said for The Retreat they are going to deed over
the pump station and that amount should go under the
“Contributed Assets”. Commissioner Burke said it is. He
wanted to know how Metro comes up with the value of that
pump station. Manager Coleman said when Metro received all
of the systems they were assigned a certain value based on
age of system, length of pipe, and pipe size. The systems
were depreciated over 50 years. For the City system, Metro
used the value that was on the CPW books. Mrs. Smith
referred the Board to page 33, table 2. She noted the
capital contributions column for 2003 and 2004 is when CPW
deeded their system over along with the majority of
sub-divisions. The CPW part was easy because CPW already
had a value. The systems that came from the County
(sub-division) were more of a struggle; they were an
estimate based on what Metro thought was there.
Commissioner Monaghan asked on page 18 if that means that
Metro is at a custodial risk of $3 million dollars. Mrs.
Smith responded Elliott Davis is required to look for areas
where Metro has deposits, whether repurchase agreements or
checking accounts to make sure that any deposit that
exceeded $100,000 are collateralized by the bank. Elliott
Davis is saying that all deposits were collateralized by the
bank; Metro was not exposed to any credit risk at the end of
June 30, 2007 or June 30, 2006. Mrs. Smith said Elliott
Davis is required to disclose to Metro if they do have
uncollateralized deposits. Commissioner Monaghan inquired
if Metro is at risk. Mrs. Smith replied no, Metro is not at
risk as of June 30, 2007. She said that Metro does need to
know what the bank does not release collateral. The bank is
required to notify Metro when they do release collateral.
Commissioner Hancock stated that is a part of the agreement
with the bank. Mrs. Smith referred the Board to page 16.
She said page 16 is talking about Metro’s deposits. Elliott
Davis stated all of Metro’s deposits at year-end were
covered by federal depository insurance. Elliott Davis then
talks about the investment interest risk, credit risk,
concentration of credit risk and the custodial credit risk.
Mrs. Smith noted on page 17 from June, 2006 to June, 2007
Metro’s exposure in longer term bonds has decreased by $1.3
million which means Metro’s interest rate risk went down.
The concentration of credit risk would be if Metro is more
in one investment than others. Commissioner Monaghan said
he thought if anyone was on Teacher and Employee Retention
Incentive (TERI) they still had to contribute to the
retirement system. Chairman Haynie said there was a change
in the law that requires it. Mrs. Smith said that employees
who entered TERI after July 1, 2005 are required to
contribute. Manager Coleman said that employees who entered
TERI before July 1, 2005 are not required to contribute to
the retirement system. Commissioner Monaghan commented on
how good the audit report was. Commissioner Monaghan asked
about the Management Letter. Mrs. Smith said this is an
internal control financial reporting compliance letter. The
language is different from past years because of the new
standards. Metro needs to increase their knowledge on what
should be in the audit report. There is a push to make sure
management understands the financial statements and for the
auditing firm to report whether management does or does not
understand the financial statements. Elliott Davis will be
offering some training in May. Mrs. Smith will notify Mrs.
Grogan of the dates and times so that Mrs. Grogan can notify
the Board. The Board accepted the audit report as presented
by Mrs. Laurie Smith of Elliott Davis.
V.
Commissioner Hancock made a motion that the minutes
from the November 14, 2007 Regular
Meeting be
approved as amended and Commissioner Watts seconded. The
motion was
unanimously approved.
VI.
Financial Report
a.
Insurance Reserve Fund
Manager Coleman stated Metro
needs to add $60,884.89 which is Metro’s portion to the
Insurance Reserve Fund to keep the fund balance at $250,000.
Commissioner Monaghan made
the motion to add $60,884.89 to the insurance reserved fund;
Commissioner Hancock seconded, and the motion was
unanimously approved.
VII.
Service Reports
a.
Collection Systems
Mr. Martin said that
Commissioner Monaghan emailed him a question on Folly Bend.
Mr. Daniel said the problem will still surface at Folly
Bend. Metro has filled the hole and noticed another small
depression. After the rain, Metro went back out and a hole
had opened up; Metro has since filled it. Mr. Daniel said
the hole will open up again once it receives more rain, but
right now they are keeping a check on it. He said the only
way to truly know what is going on is to start at the
manhole and excavate to the pipe; bring in good backfill and
re-tamp it. Metro does not have the equipment to dig that
deep. Commissioner Hancock asked if the problem is Metro’s
fault. Mr. Martin said he thinks it is Metro’s
responsibility to fix this problem. Commissioner Monaghan
stated the line is in Metro’s right-of-way. Commissioner
Burke asked if anyone knows where the dirt is going. Mr.
Daniel said the dirt eventually ended up in the sewer.
Commissioner Monaghan asked if Metro needs to hire a
contractor to fix the problem. Mr. Daniel responded if
Metro wants to fix the problem and be done with it that
would be the best approach. Commissioner Monaghan directed
staff to present a recommendation. Manager Coleman said he
does not think Metro should decide to fix the line right
now; hopefully maintaining it as it goes will resolve the
problem. He said if it does not then Metro can look at
having a contractor repair the line. Manager Coleman said
that since the pipe is in good shape he does not think Metro
should do something drastic right now.
b.
Engineering
Commissioner Monaghan
inquired on the status of the City Pond Trunkline Design.
Mr. Waldrep said the soil boring was completed this past
week. An engineer has been out there all week looking at
property for a possible wetland. Mr. Waldrep said this has
been an ongoing process with no down time. Commissioner
Monaghan asked when does Metro think they can bid this
project. He said CPW is anxious for the project to start.
Mr. Waldrep said it will be ready for bids in about two
months. Commissioner Monaghan said that Metro will still
need to obtain all of the right-of-way. Mr. Waldrep said
the design has to be set before Metro can obtain the
right-of-way, but Mr. Swofford has already begun to make
contact with some of the property owners.
c.
I/I Abatement
Commissioner Monaghan
inquired if staff can add new features to the GIS System.
Mr. Boone responded they can add features, but it is not the
same level of quality; they will not fit directly into
Metro’s system. Staff can add grease traps, manholes and
other features. Staff can make a map, but Metro will still
not be able to analyze the data. Commissioner Monaghan said
he does not want Metro to be tied to the contractor
forever. He thought that at some point Metro was going to
be able to do it ourselves. Commissioner Monaghan said
Metro may want to look at what Metro needs to do to be able
to do that. Mr. Martin commented that Metro is looking at
that. He said Metro will not be tied to BP Barber forever.
Metro had a meeting this week trying to figure out what they
can do. The technology has changed since this contract was
originally signed. Commissioner Monaghan inquired what this
contract is costing Metro. Mr. Martin responded Metro has a
contract based on certain points. Commissioner Monaghan
asked for the total expenses for this contract to be emailed
to him. He said he would like for Metro to be able to do
this for themselves at some point. Commissioner Monaghan
asked if the connections are made without Metro inspecting
them, how does CPW know to charge sewer. Mr. Martin
explained that the customer is automatically charged sewer
after 4 months from the date they applied for a water
meter. If they have not connected to the sewer once they
are billed, they will notify CPW. Commissioner Burke
inquired what would trigger CPW to start billing the
customer again for sewer if they had notified CPW they are
not using sewer after the four month time frame. Manager
Coleman said at that time a date will be set to start
billing sewer. Commissioner Monaghan inquired on the
location of the Bentley Park Subdivision. Mr. Boone
responded it is above Maxwell Springs. Commissioner
Monaghan asked if it is an AP Neal subdivision. Mr. Boone
said Bentley Park ties into his subdivision. He said that
AP Neal is tying into a line that CPW installed.
Commissioner Monaghan said there is a group of houses in
that subdivision that has septic tanks. Mr. Boone said that
is correct; it is the houses on Corrie Court. Commissioner
Monaghan asked if Metro was accumulating Chandler’s cost on
West Cambridge. Mr. Boone said they review invoices once a
month for that project. The last invoice was for
$1,642,175. Commissioner Monaghan asked what was Metro’s
estimation for this project. Mr. Martin replied Metro
thought this project would be in the $3.1 million range.
Commissioner Monaghan asked if Chandler was about half way
done. Mr. Boone responded as far as length of time they are
more than half done; as far as cost they are about half
done. He said there will be some more cost due to some
overlays that will need to be done. Chandler has had to do
some more digging than was initially expected because of the
destruction of the service line once they were TVed. Metro
was hoping to line some of those services, but are not able
to due to the age of the service line, some are on a reverse
grade, and/or the condition of the pipes. Commissioner
Monaghan said at a certain point those services are the
responsibility of the property owner. Mr. Martin said Metro
only goes to the edge of the public owned right-of-way.
Commissioner Monaghan asked if Metro notifies the homeowner
of a problem with their service line. Mr. Boone said there
are some of the homeowners that have done a deal with
Chandler (separate from Metro) to have their service line
replaced or repaired. Others are just waiting for the
problem before they deal with it. Commissioner Monaghan
referred to page 35 of the packet. He wanted to make sure
that all talking with property owners and developers are
included on the spreadsheet on page 11 of the packet. Mr.
Boone said they are incorporated on the spreadsheet except
for day to day talks. Commissioner Monaghan inquired on
when the Genetic Center line will start. Mr. Martin said
Metro is waiting on the engineer for Mr. Anderson to get
their piece of property designed. Metro is waiting on
information from the engineer. Commissioner Monaghan asked
if Billy Baer was taken care of. Mr. Boone said he talked
to him yesterday and the ball is in his court. Mr. Baer is
aware of all of his options and has not expressed any
displeasure with his options.
d.
West Alexander
Chairman Haynie asked about
the copper problem. Mr. Peeler said they will report a
violation for the month of November. He has pulled two
additional samples. Mr. Peeler said the limit is .021. The
first sample that was pulled was .022. The sample that was
pulled on Nov 27th was .021 and the sample pulled
on Nov 28th was .023. The average for the month
is .022. Manager Coleman said that is 1 part per billion
over the limit. Mr. Waldrep said that is the monthly
average. There has not been a problem with the daily
limit. Mr. Waldrep said there is an industry that has
copper; they are not violating their daily limit, but are
violating the monthly average. This industry has hired
Davis and Floyd to help them resolve their problem. Mr.
Waldrep said Metro went through this same thing with Self
Regional Laundry violating their monthly copper limit. Self
hired Davis and Floyd and found the problem was due to the
copper lines they used to help heat the water. Mr. Waldrep
said this is not affecting the receiving streams, just the
monthly limit.
e.
Wilson Creek
Commissioner Monaghan
referenced page 19 of the packet; he did not understand the
filamentous bacteria in the aeration basin problem. Mr.
Pohlman responded this is a problem that occurs from time to
time. He wanted to let the Board know when they see a bill
for 150 pound cylinders of chlorine instead of ton
containers it is to help with this problem. Metro is taking
the necessary steps to kill the bacteria, which is to feed
chlorine in the aeration basin. Commissioner Monaghan said
the report reads like the filamentous bacteria is generating
chlorine. Mr. Pohlman said in his report he said that Metro
has taken necessary steps to kill the filamentous which is
to feed chlorine; meaning to feed chlorine into the aeration
basin. Commissioner Monaghan asked what will happen once
the UV system is installed. Mr. Pohlman responded they will
still need to get the 150 pound chlorine cylinders, but it
will be small enough volume of chlorine so Metro will not
fall under the risk management guidelines. Commissioner
Monaghan inquired about the punch list for Phase 1A. Mr.
Pohlman responded when this report was done there were more
items left on the punch list. Currently there is only one
item remaining and that item is on order. Commissioner
Monaghan said that Metro has had continuous maintenance
problems with the Biosolids. Mr. Pohlman said that is a
very hard system to run; meaning it is harsh. With the
grit, biosolids and lime which is nothing but rock, it is a
very harsh environment. Commissioner Monaghan asked if this
was normal wear and tear not a construction issue. Mr.
Pohlman responded he thinks this is very normal. Manager
Coleman said the problems at the beginning had to do with
some of the wiring and that was worked out within a year.
Commissioner Monaghan said the idea to do the biosolids was
to save money by not having to take sludge to the Landfill.
Mr. Martin said it was so Metro could have Class “A”
sludge. Manager Coleman said the situation Metro was in,
Metro was applying all of the Class “B” sludge from Wilson
Creek at the farm. Metro was approaching about 85% of the
annual loading capacity. Metro needed to have another way
to handle the sludge. The lowest cost alternative was to
have a heated Class “A” biosolids which is the system Metro
has. The Farm has been kept as a backup. Commissioner
Monaghan wanted to know how the Farm is supervised. Mr.
Pohlman responded the main office for that department is at
the Class “A” Biosolids Facility. Danny Hall is the
Biosolids Supervisor and he reports to Mr. Pohlman. Mr.
Hall directs the necessary staff to go over to the farm when
needed. After the assigned task is completed, they come
back to the Biosolids Facility. Mr. Hall does go over to
the Farm to verify that the job was completed. The staff at
the Biosolids Facility knows what their job is to do and
will go and do it. Manager Coleman said the trailer is
still at the Farm for restroom purposes. Mr. Pohlman said
there is nobody that stays at the Farm all of the time.
Every day the staff reports to the Class “A” Facility and
then goes from there.
f.
General Service Report Information
Chairman Haynie stated as
usual the Board received good reports from each department.
Commissioner Monaghan asked for any questions that he
submitted that have yet to be answered to be emailed to him.
VIII.
Action Items
a.
Consideration of Bids for Vehicle Maintenance
Mrs. Meyer noted there are a
few instances where the hourly rate for one is $58 and the
other is $60 per hour and she is recommending the $60 hour
rate because there is only a 10% mark up on parts versus a
30% mark up on parts. Commissioner Monaghan noted in the
future CPW would like to join in the vehicle maintenance bid
process.
Commissioner Monaghan made
the motion to approve the vehicle maintenance program as
submitted; Commissioner Watts seconded, and the motion was
unanimously approved.
b.
Consideration of Bids for Wilson Creek Phase 1B
Mr. Ware reminded the Board
that the bid opening was held last Wednesday. A copy of the
bid tab sheet is provided on page 45 of the commission
packet. Wharton-Smith-Thamer (Wharton-Smith) was the low
bidder with a bid price of $31,777,000. There were 6
different bidders. The spread was from $31,777,000 to
$41,086,000. The bottom four bidders were within 12% of
each other and the bottom two were within 4% of each other.
Davis and Floyd did a post bid interview with Wharton-Smith
to make sure there were no problems. Wharton-Smith
indicated that they are ready to proceed with the project as
bid. A background check was performed on Wharton-Smith.
Commissioner Monaghan inquired on how long Phase 1B will
take. Mr. Ware responded it is a 30 month project (2 ˝
years). He said after the award is made Wharton-Smith has
10 days to provide Davis and Floyd with a proof of
performance bonds, insurance and payment bonds. After that
is obtained, Davis and Floyd will check them and then return
an agreement for execution, within 15 days. Within 10 days
from the agreement for execution, there will be a
pre-construction meeting and a notice to proceed will then
be worked out. Mr. Ware said it should be around the last
week of January or the first week in February. Commissioner
Monaghan said the reason why he is asking is because Metro
is going to fund the entire project with one bond issue and
Metro would only have 3 years to spend the bond. Manager
Coleman said there is language in the bond to allow Metro to
spend the money on other projects if needed. Mr. Ware said
as a part of the post interview Davis and Floyd did ask if
there was any problems with the 30 month schedule.
Wharton-Smith indicated at this time there is not a
problem. Commissioner Monaghan inquired if there is a
performance penalty. Mr. Ware replied yes. He said there
is a $1,000 per day liquidated damages associated with
exceeding the schedule. Chairman Haynie noted they did not
bid it anticipating exceeding the schedule. Commissioner
Hancock wanted to know what was Davis and Floyd estimate for
this phase. Davis and Floyd estimated the cost for Phase 1B
to be $32.8 million. Manager Coleman said Metro has dealt
with this group when it was just Thamer. He said in the
early 90’s Thamer did the upgrade to the Wilson Creek
Plant. Mr. Ware said the superintendent that will be on
site is the same superintendent that was at West Alexander
in the 80’s and the Wilson Creek upgrades in the 90’s.
Commissioner Monaghan made
the motion to award Wilson Creek Phase 1B to the low bidder
Wharton-Smith-Thamer in the amount of $31,777,000;
Commissioner Hancock seconded, and the motion was
unanimously approved.
c.
Consideration of Bond Issue Resolution
Chairman Haynie stated the
purpose of the bond resolution “fourth supplemental
resolution providing for the issuance and sale of Greenwood
Metropolitan District, South Carolina, Sewer System Revenue
Bonds, Series 2008, in the principal amount of not exceeding
$35,000,000 and other matters relating thereto”. Manager
Coleman noted the reason the bond resolution says $35
million when the project bid price is $31.7 million. He
said there are some issuance costs and 10% was added to the
cost of the project for change orders. There will also be
some construction engineering cost of a little over $1.5
million. The intent was for the bond to fund this project.
Metro could be where the expenses for this project exceed
the bond amount, but Metro will be receiving interest from
these funds during constructions.
Commissioner Hancock made
the motion to approve the bond resolution; Commissioner
Monaghan seconded, and the motion was unanimously approved.
d.
Consideration of Contract with Davis and Floyd for
Construction Management and Inspection for Wilson Creek
Phase 1B
Commissioner Monaghan wanted
to know what are management’s recommendations. Manager
Coleman responded that he recommends that the Board approve
this. Staff has had very good results from Davis and Floyd
in regard to Phase 1A. Manager Coleman asked if Mr. Ware
was assuming that Jack would be the inspector on this
project. Mr. Ware replied yes, he will be the inspector.
Commissioner Monaghan asked if the price was alright.
Manager Coleman replied yes, that was fine. Chairman Haynie
asked if Metro could negotiate a price. Manager Coleman
said Metro was provided a cost breakdown for certain items.
Commissioner Watts made the
motion to accept management’s recommendation for Davis and
Floyd to be the inspector on the Wilson Creek Phase 1B
Project; Commissioner Hancock seconded, and the motion was
unanimously approved.
IX.
Miscellaneous Administration Matters
a.
Expansion to Technical Service Facility (TSF)
Mr. Moore and Mr. Rearden
explained the expansion drawings for TSF to the Board.
Commissioner Monaghan asked if staff was happy with the
plans. Mr. Martin responded yes. Commissioner Monaghan
inquired if this will be big enough. Mr. Rearden said the
total expansion is just over 10,000 square feet; one side
will be expanded 4500 square feet and 5500 square feet on
the other end. Metro will be going from approximately 900
square feet in the training room to almost 2000 square
feet. Mr. Rearden said by code it will allow Metro to
assemble 132 people. He said currently the training room
can hold 60. The plans include for the room to have
petitions to make the room into two smaller training rooms
when needed. Commissioner Monaghan asked where will the
public access the building. Mr. Rearden replied the public
can come in from the main doors. He noted there will be an
entrance near the Manager’s office. A small conference room
will be adjacent to the Administrative offices.
Commissioner Monaghan asked if there will be bathrooms near
the Administrative offices. Mr. Rearden responded no
restrooms were added on the far end but one restroom was
added to the women’s bathroom. Both the offices for the
Manager and Assistant Manager will have their own bathroom.
Commissioner Monaghan inquired if it was because of plumbing
difficulties as to why restrooms where not added down
there. Mr. Rearden said according to code Metro is okay
with the number of fixtures Metro currently has.
Commissioner Monaghan noted the employees on that end of the
building have to walk down to the opposite end of the
building to use the restrooms. Mr. Rearden said as he
understands it those employees are not in the building all
day; they spend the majority of their time out in the
field. Mr. Rearden said they basically duplicated the
similar mechanical and made some improvements to the
electrical design. The finishes and textures will blend in
nicely with the existing. Commissioner Hancock stated that
if staff is happy with the design he is happy with the
design. Mr. Martin said Metro wants to have next year’s
Christmas Party in the new building. Commissioner Monaghan
asked if a set of plans will be kept by Metro. Mr. Rearden
replied they will have a set. Mr. Moore said the kitchen
will have storage for extra tables and chairs. The petition
wall in the training room has a very good sound rating which
means that if the wall is in place someone in one room
should not be able to hear someone in the other room.
Commissioner Monaghan inquired on how Metro will coordinate
the construction while working. Mr. Moore replied most of
the work is taking place outside of the existing building.
The contractor is responsible for putting up plywood to help
with the noise. Commissioner Monaghan asked what is the
estimate for construction time. Mr. Moore responded the
goal is for Metro to be in the new part by December, 2008.
They are estimating to bid the project in February or March
and for construction to take eight months. The cost
estimation for the expansion is $1.5 million.
b.
Grants
Chairman Haynie inquired if
Mr. Gentry had anything to present to the Board. Mr. Gentry
said that he and Mr. Martin will be meeting once a month to
discuss Metro’s needs and what kind of grant opportunities
are available for Metro.
c.
Partnership & Economic Alliance
Commissioner Monaghan said
that he and Chairman Haynie are meeting once a month to
review all expenditures. Chairman Haynie noted there are
some new staff members at the Alliance.
X.
Commissioner Monaghan made a motion to go into
Executive Session to receive legal advice and
discuss some contractual
matters; Commissioner Watts seconded, and the motion was
unanimously
approved.
XI.
The tape runs out before the Board returns to open
session.
XII.
The meeting returned to open session. No action was
taken during executive session.
XIII.
A motion was made and properly seconded to award a
contract to Chandler Construction
Services to install approximately 3200 linear feet of 72
inch diameter trunk line manufactured by Krah Pipe near the
Wilson Creek WWTP. Due to the uniqueness of this pipe and
it being the product of such advanced technology, utility
construction firms qualified to install it are limited. As
such, the Commission decided to forego competitive bidding
pursuant to its procurement policy on the basis that the
installation of the Krah pipe is so highly specialized. The
contract price with Chandler was the product of
negotiations.
XIV.
With no further business, the meeting was adjourned.
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