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Commission Minutes

Amended

GREENWOOD METROPOLITAN DISTRICT

MINUTES OF THE march 28, 2007

Regular Hearing

The regular meeting of the Greenwood Metropolitan District Commission was held Wednesday, March 28, 2007 at 3:00 p.m., in the Board Room of CPW/Greenwood Metropolitan District Administrative Building, 121 West Court Avenue.

In attendance:

                       Tim Burke                                Richard Coleman          Brian Waldrep

                       Bob Haynie                              George Martin              Bill Moore

                       Gene Hancock                         Richard Gentry             Danny Ware

                       Michael G. Monaghan              Gayle Grogan               Thomas Cannon

                       Byron Smith                             Roy Hemphill                Bill Weeks

                       Henry Watts                             Paige Holley

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

2. Chairman Haynie welcomed Mr. Tim Burke as he began his service as a Greenwood Metropolitan District Commissioner.

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

4. Bids for New Haven Line Replacement

Bidder                                      Amount

Chandler Construction  $44,483

Goodwater, Inc.                       $63,400

The engineer’s estimate was $72,000.

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, Chandler Construction, at the next Board Meeting.

5. Wilson Creek Update

   1. Mr. Ware provided the Board with handouts regarding phase 1A.  The vertical dash line on the time line represents the status of the contractor as of last week.  The yellow highlighted items are ahead of schedule.  Overall the project is at or ahead of the contractor’s schedule, which is the contractor’s late schedule.  The contractor needs to pour a small amount of concrete on clarifier #1 before it is completed. This is scheduled for next week.  Regarding the masonry, the block is done and the brick is halfway completed.  The roof slabs should arrive within the next few weeks.  The weather has been great and has allowed the contractor to be ahead of schedule.  Mr. Ware explained an updated handout of the change orders and pictures of the construction.  Change order # 8 and change order #9 have been added.  Change order #8 was discussed at the last Board Meeting.  Change order #9 is for the poor soil condition encountered outside of clarifier #1 effluent structure for $3,656.  Commissioner Monaghan inquired if the minutes contain any motions regarding the approval of the change orders.  Manager Coleman responded that the Board approves all of the change orders over $10,000.  Commissioner Monaghan asked if change orders #6, #7 and #8 were formally approved.  Manager Coleman responded that they were approved if they are over $10,000.  Commissioner Monaghan stated that the Board should approve all change orders no matter the amount of the change order.  Commissioner Monaghan stated that normally the general manager has the authority to spend up to $10,000 without the Board’s approval.  Commissioner Hancock stated that this is not within that parameter.  Commissioner Smith stated that he thought the Board was to approve the change order even if they are approved after the fact.  Commissioner Burke stated that it might be helpful if on the change order summary the approval dates of the change order are included.  Mr. Ware stated that from an overall standpoint phase 1A is going well.  SCDHEC has the construction permit request for phase 1B.  Davis and Floyd is working on electrical, structural and mechanical issues.  Manager Coleman inquired of the anticipated bid date for phase 1B.  Mr. Ware responded that they hope it will be in September.  Commissioner Monaghan asked if Metro had a time penalty on this project.  Mr. Ware responded, yes.  Commissioner Monaghan stated that the contractor is going to pay the penalty.  Mr. Ware responded the contractor is aware of the penalty and included the liquidated damages in the bid price. 

6. Commissioner Monaghan made a motion to approve change orders #1 through #9; Commissioner Hancock seconded, and the motion was unanimously approved.

VII.   Commissioner Hancock made a motion that the minutes from the March 14, 2007 Regular Meeting be approved as mailed and Commissioner Smith seconded.  The motion was unanimously approved.

VIII.   Financial Report

a.       Chairman Haynie asked for questions from the Board on the Financial Report.  Manager Coleman stated the operating revenue is down; about $60,000 is due to some industrial payment received the first of March.  The revenue is below the budgeted amount.  Manager Coleman crossed checked to see if the water billing amounts were down also.  It appears to be from the normal winter usage.  The revenue is expected to increase during the summer months.  Chairman Haynie asked if this is based on historical trends.  Manager Coleman responded that historically less water is used in the winter than the summer.  Commissioner Monaghan requested for Mrs. Grogan to provide him with information regarding the total interest income for FY06 and the total bond interest for FY06.  Chairman Haynie inquired about the sewer service income because the new rates were effective February 1, 2007.  Manager Coleman responded generally what is billed in February will be collected in March.  Commissioner Monaghan inquired on the status of the website.  Manager Coleman responded that it is being worked on.  Commissioner Monaghan stated that if we cannot figure out what the rates are what the hell is the consumer to do.  Commissioner Monaghan asked when will this be done.  Manager Coleman responded that the information will be given to Jeff Auman this afternoon or tomorrow morning.  Commissioner Monaghan stressed that this is an important item that will need to be done as soon as possible.  Manager Coleman stated that the rates are posted on the website and the problem has to do with the flat rate.  Commissioner Monaghan stated that you cannot look there and tell what it is.  Commissioner Monaghan referred to page 4 under the County Treasurer.  He was under the impression that the money would no longer be there in 2007 and that the money was going to be used against the 2006 GO bond.  Manager Coleman responded that the payment is not until June 1, 2007.  Commissioner Monaghan asked what will be left after the GO bond is paid.  Manager Coleman responded there may be a remaining balance.  Commissioner Monaghan asked why the proceeds are $2 million.  Chairman Haynie said some of the money has already been spent.  Commissioner Monaghan asked if there is a payment schedule for the GO Bond.  Mrs. Grogan referred the Board to page 10 of the packet.  Commissioner Monaghan stated the amounts do not add up to $4 million.  Mrs. Grogan stated those are the pay requests to date.  Commissioner Monaghan stated that according to the report Metro is saying we only have $2 million left.  Mrs. Grogan stated the bond was for $3.1 million.  Commissioner Monaghan asked if Metro was going to have $1.4 million left.  Manager Coleman responded that there was an amount of money at the start of the year; Metro has not collected anymore tax revenue.  A payment was made in April and October of the already outstanding bonds.  The balance remaining was approximately $3.1 million that the County would not allow Metro to spend.  Metro in turned issued a bond for $3.1 million for these projects to be paid for out of those reserves.  Commissioner Monaghan asked about the $1.4 million.  Mrs. Grogan said Metro will have bond payments for the 1999 bond and the 2004 GO bond this month.  Those payments will come out that account.  Manager Coleman stated that should just about zero the account.  Commissioner Monaghan asked when will the County issue a tax.  Manager Coleman responded that the County will issue a tax for the projected interest and principle payment for the following year.  He also stated that the 2006 bond will be paid off during this year.  Commissioner Monaghan asked if any vehicles or large trucks will be purchased before the end of the year.  Manager Coleman responded that the large format printer and a generator have just been received but more than likely will be paid in April.  Commissioner Monaghan wanted to make sure Metro is recognizing capital assets and depreciating them.  Commissioner Watts inquired to the status of the City Pond project.  Mr. Martin responded that Metro is working on it now.  Commissioner Monaghan asked if Metro only spent $11,000 on the Lander project.  Mr. Martin responded that the punch list items have not been completed and we have not received a bill from the contractor.  Commissioner Watts inquired about the Cambridge Avenue project.  Mr. Martin responded that Metro has two Cambridge Avenue projects.  One is the big rehab project and should be bid on within the next couple of weeks.  The other is the Bailey Circle project.  Commissioner Watts inquired about the project that is running parallel to the railroad.  Commissioner Hancock responded that is the Cokesbury project.  Commissioner Monaghan asked about the penalty for the Bailey Circle project.  Mr. Martin stated that Metro is holding the money; $800 a day.  Commissioner Monaghan asked if Metro has enough money to cover it.  Mr. Martin responded that Metro has enough to cover it.  He also stated that at some point in time Metro may want to finish the project themselves.  Chairman Haynie asked if the project is finished.  Mr. Martin responded that there are some punch list items left.  Commissioner Monaghan asked if the $800 a day keeps going.  Commissioner Watts asked if the contractor is working on the project.  Mr. Martin responded that the contractor knows what needs to be done, but chooses not to come.  Chairman Haynie asked if Metro retains the penalty until the completion and then refunds the balance.  Mr. Hemphill stated that is how he thinks Metro should handle it.  Commissioner Monaghan asked if Metro has sent letters to the contractor.  Mr. Martin responded that the contractor is aware that the penalty will be enforced.  Commissioner Monaghan asked if anything was sent to the contractor in writing.  Mr. Martin stated that Marion Boone was instructed to send a letter, but he will confirm it was done.  Commissioner Burke asked who is the contractor for the project.  Mr. Martin responded D.R. Terry is the contractor.

IX.              Action Items

1. Request to Receive Bids of Permanent Flow Meters

Chairman Haynie stated that this is not a budgeted item; roughly the cost will be $90,000 including installation.  Mr. Martin stated that the staff is asking for permission to receive bids for that service.  Commissioner Hancock stated that if Metro wants to find out about inflow there is no way to do it without permanent flow meters.  Commissioner Monaghan asked for an explanation of the benefits of permanent flow meters.  Mr. Martin explained that Metro would have constant monitoring of the flow in nine strategic parts of the collections system.  This information would be sent to computers at the plants.  At any time during the day Metro would know the flow.  It will help us isolate where Metro needs to spend the money on rehab.  Manager Coleman stated that it will allow us to measure the effectiveness of the rehab.  Commissioner Monaghan stated that Metro had a study done.  Commissioner Hancock stated that it was done when we were designing the upgrades to the Wilson Creek Plant.  Mr. Martin stated that a study is a snapshot of what happened at that time.  He also said that the permanent flow meters will provide us a record of constant history of what happens at all times.  Commissioner Monaghan stated that Metro could spend $90,000 studying the water leaks or stop the water leaks.  Chairman Haynie stated that the permanent flow meters can direct Metro as to where they should spend the money.  Manager Coleman stated that the flow study that was done was about a six to eight week study.  It helped us to determine what would be a 2 year, 5 year and 10 year storm event.  Commissioner Monaghan asked if Metro thought it was worth $90,000.  Mr. Martin responded that he believed it could be worth millions of dollars.

All of the Commissioners were in agreement for Metro to receive bids on permanent flow meters. 

2. Value of the GMD portion of the Administration Building

Mr. Waldrep presented the Commissioners with an updated proposed expansion drawing of the Technical Service Facility (TSF).  Chairman Haynie stated that Metro will sell CPW their portion of the Administration Building and then Metro will use those proceeds plus more money to expand the TSF.  Mr. Waldrep explained that the original master plan was to expand on the left side of the building toward the parking lot.  Metro will also expand on the right side of the building approximately sixty five feet.  The expansion is around 10,000 square feet.  Offices were grouped (i.e. financial area, collections area, maintenance area, etc.).  Commissioner Monaghan stated that at some point the Board will interview architects to do the formal drawing.  Commissioner Monaghan asked if bathrooms will be available on both sides.  Mr. Waldrep stated that bathrooms have been added off the manager and assistance manager offices and in the women’s locker rooms.  Restrooms can be installed on both sides, but Metro may need to install some pump systems.  Commissioner Watts inquired about “Collections”.  Mr. Waldrep responded that is Wayne Daniel’s department and he has the largest group of employees that maintain the sewer system.  Chairman Haynie inquired if the large room would be cubicles.  Mr. Waldrep responded that the details have not been formalized, but the plans are for each employee to have their own workstation.  The training room area was doubled.  Commissioner Monaghan commented on the number of offices and wanted to know if all of them were designated.  Mr. Martin responded that not all of them are designated.  Commissioner Monaghan inquired if there are employees Metro anticipates on hiring.  Mr. Martin responded that this is just a conceptual footprint.  Chairman Haynie responded that Metro would want to have room to grow.  Chairman Haynie asked what would be the next logical step.  The next step would be to hire an architectural firm to complete the design.  Mr. Moore stated that he believed that Davis and Floyd had been selected as the architect.  Commissioner Monaghan stated that the Board had not voted to select an architectural firm.  Chairman Haynie stated that he does not recall selecting Davis and Floyd, but knows that they have helped Metro.  Manager was directed to solicit Request for Proposals from local architectural firms.  Chairman Haynie asked if CPW has a certain date for the bond closing that CPW is issuing.  Chairman Haynie asked if Metro would delay CPW if Metro waits until Commissioner Burke has been fully informed of the situation.  Manager Coleman stated according to Mr. Reeves the bond issue should be within two months.  Chairman Haynie stated that Metro will take formal action at the next regular meeting.  Mr. Hemphill added that the Board will need to vote and include a written agreement stating what is to be sold.  Chairman Haynie inquired as to when the next bond would be issued.  Mrs. Grogan responded that it would be determined by the Board.  Mr. Hemphill stated that Metro will need to work out a closing date and an agreement for Metro employees to remain in the present building until the new building is ready.  Chairman Haynie directed staff to present a time line to the Board at the next meeting.  Commissioner Monaghan stated that the staff can start gathering information for the bid packets for potential architects.  Mr. Waldrep provided an updated handout of the proposed new layout for buildings B & C.  Metro has grown since TSF was built in the number of employees and the amount of equipment.  Some of the new equipment needs to be in a heated and covered space.  In regards to building B, Metro would like to add sixty more feet of bay space.  In building C there is a small heated space; Metro would like to enclose three bays with walls.  Commissioner Monaghan asked if that was really necessary.  Mr. Martin responded that the heated covered space and more bay space was needed.  The purpose of this was to make the Board aware that we are looking at more space for building B & C.  Mr. Martin stated that Metro has a lot of equipment that is weather sensitive.  Commissioner Monaghan stated that he thought that is why the existing buildings were built.  Mr. Martin responded that it is, but the space is full.

3. Mr. Martin stated that Metro has sent information to Palmetto Utility Protection Services (PUPS) and are waiting to hear from them.

4. Mr. Martin informed the Board that Metro’s operation challenge team won the state championship.  The team won four out of five events.  The team members were: Sam Robinson, Kevin Fleming, Jay Reynolds and Travis Brownlee.  They now have the chance to compete for the national championship in San Diego, CA, in October.  South Carolina will pay $5,000 toward their trip.  Chairman Haynie directed the staff to provide the Board with an estimated travel expense report for the trip. 

10. Commissioner Hancock made a motion to go into Executive Session to receive legal advice and discuss a personnel matter; Commissioner Smith seconded, and the motion was unanimously approved. 

11. The meeting returned to open session.  No action was taken during executive session.

XII.      The Commission directed staff to contact CDM regarding a proposal to review the design manual.  The proposal will be presented to the Commission at the next board meeting.

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

Approved April 11, 2007                                             ______________________________

                                                                                    Secretary