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Commission Minutes

GREENWOOD METROPOLITAN DISTRICT

MINUTES OF THE May 23, 2007

Regular Hearing

The regular meeting of the Greenwood Metropolitan District Commission was held Wednesday, May 23, 2007, at 3:30 p.m., in the Board Room of CPW/Greenwood Metropolitan District Administrative Building, 121 West Court Avenue.

In attendance:

Commissioner Bob Haynie, Chairman               Richard Coleman          Paige Holley

Commissioner Byron Smith, Vice Chairman      George Martin              Bill Moore

Commissioner Gene Hancock, Secretary          Richard Gentry             Danny Ware

Commissioner Michael G. Monaghan                Roy Hemphill

Commissioner Henry Watts

Commissioner Tim Burke

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

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

3. Wilson Creek Update
   1. Mr. Ware provided the Board with handouts regarding phase 1A.  The first sheet was an updated schedule.  The hydrological testing of clarifier #1 has been completed with essentially no loss of water.  The equipment installation on clarifier # 1 has started.  All of the clarifier equipment is on site for both clarifiers.  The contractor is in the process of installing the equipment.  The contractor is going to install the equipment on clarifier #2before doing the hydrological testing.  This will not impact the testing in any way.  Commissioner Monaghan inquired about the ramification to the equipment if it leaks.  Mr. Ware responded there is no ramification to the equipment if there is a leak.  The structure cannot be hydrologically tested until the concrete has aged for twenty eight days.  The testing takes at least a week.  It takes a week to fill, a week to test and then a week to draw the water off.  Overall the project is going well.  Pictures of the construction were explained.  The contractor is ahead of their schedule.  There is a change order request that has been received since the last meeting.  The staff and Davis and Floyd requested the contractor to provide them with a cost for adding two additional wash down hydrants around the clarifiers to help from a maintenance standpoint.  A plan view was included in the handout that shows what is being recommended; basically 243 feet of water lines and the adding of two hydrants on opposite sides of the clarifier.  Commissioner Monaghan inquired on the location of the other hydrant.  Mr. Ware pointed out the location of the proposed new hydrants and existing hydrant on the plan.  The contractor’s price is $9,200.  Mr. Ware used the Means Cost Estimator using the Greenville area to assure the price is in line with regional prices.  The estimated price is $9,700.  Regarding phase 1B, Davis and Floyd has received some comments back for SCDHEC.  DHEC sent a questionnaire on the UV disinfection system for Metro to fill out and return to them.  According to DHEC the rest of the review is going well.  Commissioner Monaghan inquired about building a new control building or renovating the existing control building.  Mr. Ware responded that before the VE, there were some internal discussions on renovating the current control building.  One of the VE recommendations was to renovate the control building.  Right now the estimated cost to renovate the building is $400,000.  Building a new building of comparable size is estimated to cost $1.4 million.  It is about a $1 million difference in the cost.  Commissioner Monaghan inquired on the relative merits of having a new control building with a second floor that overlooks the plant.  Mr. Ware responded one additional merit would be the aesthetic of the new building.  The current building was designed and built in the 1960’s.  Commissioner Monaghan inquired as to what renovations would be made to the existing building.  Mr. Ware responded the back room that used to house the old sludge facility pumps would be changed to a conference room, a new control room, adding a break room and a handicap accessible restroom.  The plans for the front part of the building include replacing the ceiling with a suspended grid system ceiling, putting sheet rock on the walls to cover up the old block walls and removing the existing control panel.  The present control room would be converted into the plant supervisor’s office.  And the current office could be the shift supervisor’s office.  Also electrical upgrades will be made as well as replacing some HVAC ductwork in the front part of the building.  Replacing the tile and the floor covering throughout the front part.  The laboratory area will stay the same.  Commissioner Monaghan asked if the operators will be able to see the entire plant from the control building.  Mr. Ware responded there would still be some dead spots in the back corners of the plant.  The operators may not be able to see over at the tower filters or the sludge pump station.  The plans include extending the back porch and installing a canopy and guard rails.  Commissioner Monaghan asked if the new clarifiers will be visible to the operators.  Mr. Ware responded yes they will be able to see them.  The back porch area is elevated three to four feet above grade.  Commissioner Watts inquired if the project is within the budget.  Manager Coleman responded he has spoken to Mr. Ware about updating the estimate.  It is pretty close to the 2005 estimated cost.  Mr. Ware responded the estimation of future dollars to mid-point of construction was around $28.6 million.  The latest estimate is $29.6 million.  Manager Coleman stated it is roughly 4% more than what was estimated.  He stated this information along with the updated capital improvement program was given to Daryll Parker.  Mr. Parker is working on it, but Manager Coleman does not have an update for the Board yet. 

Commissioner Hancock made a motion to approve change order #11 in the amount of $9,218; Commissioner Smith seconded, and the motion was unanimously approved.

4. Commission Monaghan inquired on the status of the design for the addition to the Technical Service Facility (TSF).  Mr. Moore responded the contract was sent to Manager Coleman.  Mr. Hemphill stated he has reviewed the contract and recommends signing the contract.  Mr. Moore stated Davis and Floyd is ready to start working on the design. 

5. Commissioner Hancock made a motion that the minutes from the April 25, 2007 Regular Meeting be approved as mailed and Commissioner Watts seconded.  The motion was unanimously approved.

6. Financial Report
   1. Chairman Haynie asked for questions from the Board on the Financial Report.  Manager Coleman noted the revenue is still under what was projected.  He noted the property taxes would be under budget because the Country eliminated the Metro millage after the budget was approved.  Manager Coleman handed the Board a memo from Mrs. Grogan regarding the 2006 GO Bond.  The payment is due on June 1^st.  After the payment, the balance is $489,000; Metro has an October payment which will bring the balance to $260,000.  Commissioner Monaghan asked if County Council understands this.  Manager Coleman responded that County Council understood this in November.  He reminded the Board the resolution that needs to pass tonight is for next year’s collections.  Commissioner Monaghan pointed out on page 17 taking depreciation into account, Metro actually has $2.5 million that will be available for capital improvements.  Manager Coleman responded in the accounting world Metro has to pay the principal out of that money; this is just the interest showed on debt retirement.  Commissioner Monaghan asked if the principal comes out of the $2.5 million.  Manager Coleman responded that is correct.  Manager Coleman referred to page 19 and stated this is the payments for each year.  Chairman Haynie stated he expects the County to take the balance and deduct it from the requested amount.  Commissioner Hancock asked if Metro is still collecting tax money from personal property.  Manager Coleman responded it is zero mills for Metro.  Chairman Haynie stated Metro was collecting through January 15^th and for any late payments.  Manager Coleman stated Metro may have received late payments from previous years.  He reminded the Board that nothing was billed from Metro for the 2007 year.  Commissioner Monaghan inquired as to why Metro does not include principal.  Manager Coleman responded so it would coincide with the audit amount.  Commissioner Monaghan stated that at CPW they put bond interest and principal.  Manager Coleman stated on a cash basis you put principal and interest payments and you have a replacement fund but not a depreciation fund.  Commissioner Monaghan stated it would be interesting to know how much Metro accumulated with the current rates for capital improvements.  Commissioner Monaghan asked for staff to look at this for next month.  Commissioner Watts referenced page 29, he asked about the facility maintenance and repair for the administration department.  Manager Coleman responded he did not exactly know what this is for, but he would find out and respond back to him.  Commissioner Watts referred to page 35 “Special Contracts- Collections”.  He inquired as to what the account is used for.  Mr. Martin responded it was for a repair that was made.  Commissioner Watts noted that Metro has spent a lot more than what was budgeted.  Mr. Martin responded a lot of that has to do with things that come up unexpectedly for example, the intersection at the hospital.  Metro cannot anticipate those things.  These repairs are too deep for Metro’s equipment.  Commissioner Monaghan noted on the memo it states Metro has $3.169 million for principal and interest at the County; on page 19 it looks like Metro has $3.6 million plus $1.3 million.  He asked if that was the same account.  Manager Coleman responded this is how much the voucher is to pay.  Commissioner Monaghan stated if you add those two amounts together your mathematics don’t work.  Manager Coleman responded that Commissioner Monaghan was adding up the proceeds.  He stated this is how much money is in the treasurer’s office right now.  Commissioner Monaghan asked what are these two.  Manager Coleman responded that is the money that is from the bonds.  Commissioner Monaghan asked if that money was in the County’s account.  Manager Coleman responded that $3.6 million is at the County Treasurer which is taxes collected; Metro pays projects out of the proceeds from the 2006 GO bond.  Commissioner Monaghan asked if that money is at the County.  Manager Coleman responded that is the investment account.  Commissioner Monaghan inquired as to why was the grant fund money shown on the revenue bond proceed distribution spreadsheet.  Mr. Martin responded it was to account for money on the project.  Commissioner Monaghan stated that spreadsheet is supposed to show how much money is left in the 2006 revenue bond proceeds.  Mr. Martin stated Mrs. Grogan is documenting that Metro has received the grant funds. 

VII.      Service Reports

1. Collection System

Mr. Martin updated the Board on the two employees that were overcome by carbon monoxide.  The employees were using a gas powered pipe saw and that was the source of the carbon monoxide.  The employees were following all safety procedures.  One employee came back to work on Tuesday and the other employee is expected to return to work on Thursday.  Metro has changed the policy of using gas powered pipe saws inside manholes and has purchased a hydraulic saw for use inside manholes.  The respirators are being sent off to see if they were faulty. 

2. West Alexander

Manager Coleman informed the Board of some silver toxicity problems at West Alexander.  He presented the Board with a cover letter of what has to be done to trace the source.  Commissioner Watts noted that West Alexander seems to have more toxicity problems than Wilson Creek.  Manager Coleman responded that West Alexander is a smaller plant so therefore it takes a smaller quantity to effect the plant.  West Alexander has an average of 1.2 million gallons of flow per day; where as Wilson Creek has an average of 8 million gallons of flow per day.  Commissioner Monaghan inquired about the fathead minnows.  Manager Coleman responded there are two things you have to test; one is water fleas and the other is fathead minnows.  Chairman Haynie asked if Metro has found out who is causing this problem and can Metro be reimbursed for the cost.  Manager Coleman stated it will depend on what is found.  He responded that silver could be below the detection limit and still be toxic.  It could be there are no violations by the users.  An industry is nontoxic on an individual basis, but when all industries are combined they become toxic.  Commissioner Monaghan stated that Fuji goes into Wilson Creek so it is not from photographs.  Mr. Martin responded it is not from Fuji.  Chairman Haynie stated the hospital discharges to West Alexander.  Commissioner Hancock stated the hospital has done away with silver plates.  Manager Coleman stated that Metro has not had any silver violations from the hospital in a long time.  He stated it could take several months to figure out this problem.

VIII.   Action Item

1. Pest Control Bid

Commissioner Watts made a motion to award the pest control bid to low bidder Moore Pest Control in the amount of $1200.00; Commissioner Smith seconded, and the motion was unanimously approved.

Commissioner Hancock abstained from voting due to the fact that Moore Pest Control services his house.

2. Tax Resolution for Bond Payments

Chairman Haynie stated the Resolution is requesting County Council to levy sufficient millage to generate $1,143,742.31 for the coming year bond payments (principal and interest).  Mr. Hemphill stated that he feels it would be best if a cover letter is included with the signed Resolution and Metro follow-up with County Council.  Chairman Haynie asked if Metro knew what the mills will generate.  Manager Coleman responded that he had talked to Jim Kier and Mr. Kier thinks the millage may be less than what it has been in previous years. 

Commissioner Smith made a motion to sign the resolution; Commissioner Hancock seconded, and the motion was unanimously approved.

9. Miscellaneous Administrative Matters
   1. Report from the Partnership/Economic Alliance

Commissioner Monaghan stated they are in the process of recruiting a new chief executive officer.  Commissioner Hancock stated he thought someone had been hired.  Commissioner Monaghan responded that was for workforce development.  In the meantime, Commissioner Monaghan is approving all requisitions and signing all checks until a new chief executive officer is hired.  The plans are to hire someone by mid-August.  Commissioner Monaghan informed the Board that the money that Metro contributes does not help fund the workforce development; that money is funded from the Self Foundation and other foundations and industries.  The Partnership Foundation is paying the salary for the workforce development officer. 

2. Mr. Gentry stated that he has resubmitted the Wilson Creek Grant Request and that it will need to be resubmitted each year.  He stated that he is looking everyday for grants. 

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

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

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