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Commission Minutes
GREENWOOD METROPOLITAN DISTRICT
MINUTES OF THE
August 20, 2008
Regular meeting
The regular meeting of the
Greenwood Metropolitan District Commission was held
Wednesday, August 20, 2008 at 3:00 p.m., in the Training
Room of Greenwood Metropolitan District’s Technical Service
Facility, 110 Metro Drive, Greenwood, SC 29646.
In attendance:
Commissioner Bob Haynie,
Chairman Richard Coleman Marsha Meyer
Commissioner Byron Smith,
Vice Chairman George Martin Bill Moore
Commissioner Gene Hancock,
Secretary Marion Boone Jamie Peeler
Commissioner Michael G.
Monaghan Daniel Clark Steve
Pohlman
Commissioner Henry
Watts Wayne
Daniel Brian Waldrep
Commissioner Tim Burke
Roy Hemphill Danny Ware
Paige Holley Ben Wofford
Chuck Joy
I.
Chairman Haynie called the meeting to order and gave
the statement of compliance
with the notification
provision of the Freedom of Information Act.
II.
Mr. Martin gave the invocation.
III.
Update on Technical Service Facility (TSF) Expansion
Mr. Bill Moore of Davis and
Floyd, Inc. (D&F) gave an update on the expansion progress.
He provided the Commission with a bi-weekly summary sheet.
The contractor hopes to have the roof panels on the north
side of the building installed by the end of the day. The
steel framework was delivered on July 31st and
has been erected on the north end and the majority of the
south end. The contractor will start pouring the concrete
slab on the south end tonight. The wall framing crew is
expected to start on the north end next week. The
contractor installing the studs is trying to finish
installing the exterior studs while the masonry work is
being completed. They will be working on opposites sides of
the building. The contractor wants the framing crew to
start on the north end right after Labor Day. Mr. Moore
said this is the time when the contractor can start to pick
up the pace. He said the contractor has worked 112 days of
the 300 day contract. Mr. Moore said the third pay request
has been given to Metro for their approval. The
contractor’s plan for the next two weeks is to have the
concrete slabs on both sides completed; the pre-engineered
metal building complete with roof panels. Mr. Moore said
within the next month the contractor should have the
interior and exterior walls up; and the masonry work should
be finished. Mr. Moore said they have received two change
orders. One is for the undercutting of the south end
foundations and backfilling. The other is for the
electrical conduit repair at the south end. The cost for
the electrical conduit repair was $1,332.64. D&F is
reviewing the change order cost for the undercutting of the
south end foundation.
IV.
72 Inch Pipe Project
Mr. Chuck Joy and Mr. Ben
Wofford of Design South gave a PowerPoint Presentation to
the Commission. Included in the presentation was the length
and size of pipe to be installed, the number of manholes
installed and a map showing the location of the entire line
to be installed. Mr. Wofford explained the uniqueness of
this project. Mr. Joy and Mr. Wofford answered questions
that the Commission had concerning the project.
V.
Commissioner Hancock made a motion to approve the
July 9, 2008 minutes and the
July 30, 2008 minutes
as mailed; Commissioner Smith seconded, and the motion
was unanimously approved.
VI.
Financial Report
a.
LMI Grinder Pumps
Commissioner Watts inquired
on the status of the LMI Grinder Pump accounts that have not
paid. Mrs. Holley said there are five accounts that have
not paid for sewer service and the grinder pump charge since
the house was connected to the sewer line. Chairman Haynie
inquired if Metro has received any payments from those
accounts. Mrs. Holley said one account has paid some, but
Metro has not received any payment from the other four
accounts. Manager Coleman said this is a legal issue and he
would like to discuss this in executive session. Chairman
Haynie asked if Metro has a procedure to handle
non-payments. Mr. Hemphill said he is familiar with one of
the customers; that customer has received a series of
letters with no response. Commissioner Monaghan said he
suggests that Metro waive the fees for customers that
received the LMI grant. Commissioner Hancock stated that is
not legal according to the Attorney General for the State of
South Carolina. He said it would take a court case to
change it. Commissioner Monaghan said Metro will lose the
rest of the potential grants for the Shrine Club Road Area.
Chairman Haynie said he does not agree with that statement.
He said that he does not see Metro losing points on a grant
evaluation because Metro has customers refusing to pay their
sewer bill. Commissioner Watts asked if the customers that
were not paying if they were receiving any other services.
Manager Coleman said they are all well customers. Mrs.
Holley said one customer (Nancy Davis) has gas with CPW, but
CPW has cut off the gas. Commissioner Monaghan said there
are four quadrants in the Shrine Club Road area and Metro
wanted to receive a $500,000 grant for each quadrant. He
said Metro received a grant for the first quadrant, but he
does not think Metro will receive a grant for the other
three quadrants because of the grinder pump charge.
Commissioner Monaghan said it is the grinder pump fee not
the sewer usage charge. He said Metro went in on grant
money and provided each customer with a grinder pump and the
connection to the sewer system. Commissioner Monaghan said
now Metro is charging the customer to maintain the grinder
pump. Chairman Haynie inquired if the past due customers
were paying their sewer portion of their bill. Mrs. Holley
replied these customers are not paying for their sewer usage
or the grinder pump fee. Commissioner Monaghan said he
thought they were not paying their grinder pump fee.
Commissioner Watts said these customers are not paying any
of their sewer bills. Commissioner Burke said it is
apparent the people not paying are renters. He said of the
five accounts not paying; three of them are renters.
Chairman Haynie said he thinks Metro should handle this
situation the same as they would handle any situation when
someone is not paying their bill. Mr. Hemphill said the
remedy for a non-CPW water user is to disconnect their
sewer. He said Metro currently does not have that
particular resolution in place. Mr. Hemphill said Metro
will need to formulate the resolution and the Commission
will need to act on the resolution. The resolution will
give the customer the opportunity to come before the
Commission to state why they have not been able to pay their
bill before Metro disconnects them from the sewer.
Commissioner Monaghan asked if CPW can cut off the gas, why
can’t Metro cut off the sewer. Mr. Hemphill said he found
the information about the resolution in a law. He looked
for a resolution about three months ago when he was working
on a letter to Mr. Findley. He has not presented the
resolution to the Commission. Chairman Haynie directed Mr.
Hemphill to bring the resolution to the Commission.
Commissioner Monaghan wanted to know why electric, water and
gas could be disconnected but not sewer. Mr. Hemphill said
what he found was in regards to a special purpose district
which might be different than CPW. Manager Coleman said
Metro has an agreement with CPW for non-payments that have
CPW will cut off the water. He said in this situation the
customers all have wells. Manager Coleman said from a
sanitary standpoint if the water from CPW is cut off, the
customer cannot put any sewerage into the system. He said
for well customers if you cut the sewer off, the customer
could still continue to use the well water and the sewerage
will run out onto the ground. Commissioner Burke said it is
an environmental concern. Metro does not have a policy for
“sewer only” customers. The Commission directed Mrs. Holley
to contact The Department of Social Services to see if there
are agencies available to assist these customers.
Commissioner Hancock asked if Metro could contact the owner
of these properties. Mr. Hemphill responded the owner would
be entitled to notice of what Metro would do for
non-payments. He said the owner and the renter would both
have the opportunity to be heard. The Commission directed
Mr. Hemphill to work on the resolution. Commissioner
Hancock asked Mr. Hemphill if Metro has the right to
discontinue services. Mr. Hemphill replied for a non-CPW
water user Metro does not have the right to discontinue
services.
VII.
Service Reports
a.
Collection Systems
Chairman Haynie commented
that Metro seems to be ahead of expenses for grinder pumps.
b.
Engineering
Chairman Haynie wanted to
know where Signature Finishing is located. Mr. Waldrep said
the company was previously called Carolina E. Coating which
is located on Joe Bernat.
VIII.
Action Items
a.
Wilson Creek Plant Upgrade
Mr. Ware from D&F has a
change order item to present to the Commission for their
approval. Staff has asked for the anchor bolts on the
monorail system to be changed to stainless steel from a
longevity standpoint. Mr. Ware has requested a price from
the contractor. The contractor presented a change order
price of $1,492.14. Commissioner Monaghan wanted to know
what the anchor bolts will be used for once the pumps are
installed. Mr. Ware replied they will be used for routine
maintenance. He said it could be used to lower items into
the wet well if needed. Mr. Ware said a monorail hoist is
something that is needed at the plant. Mr. Ware said during
the pile driving for the grit removal with the GeoTech
analysis the length of piles were shorten; the contractor
found bed rock sooner than expected. D&F is still
negotiating with the contractor on price, but Metro should
receive a credit for around $40,000 to $50,000. Overall
including the new change orders, Metro is near original
contract value. Mr. Ware said the monthly progress meeting
is tomorrow at 8:30 am at Wilson Creek.
Commissioner Hancock made a
motion to approve change order #7 for stainless steel anchor
bolts on the monorail system for $1,492.14; Commission Watts
seconded, and the motion was unanimously approved.
b.
Request from Kimbrook Subdivision
Chairman Haynie said at the
last meeting staff was directed to complete the review of
the Kimbrook sewer system. Mr. Martin said Mr. Daniel has
completed that. Mr. Daniel said Metro did re-video several
sections of pipe. He said the initial video was done in
2003. The sewer system looks to be in average shape for
pipes that were installed in the 1960’s. Mr. Daniel said
structurally the system is in good shape. Every tap is a
hammer tap. Mr. Daniel said there are areas with roots, but
the is in good shape. He said out of 7,000 feet there were
20 to 30 cracks that will need to be repaired. Mr. Daniel
said he would grade the pipe at a C+ to B. There are trees
in the rights-of-way, but that is no different than some of
the other subdivisions. All of the manholes are
accessible. There are 9 repairs that need to be made and 3
to 4 that are critical. Commissioner Watts inquired about
the types of repairs. Mr. Daniel said the repairs are
needed for broken pipes. Commissioner Monaghan said he did
not want Metro to take over any subdivision without a
thorough inspection; he wants staff to provide a
comprehensive report on what Metro thinks it would cost to
bring the sewer system up to GMD standards. Mr. Martin said
per the letter from Kimbrook they are willing to give Metro
$33,701.78 (account balance as of 7/8/08). Mr. Daniel said
an average repair cost $1,500 per repair; root treatment for
the entire subdivision is estimated to cost $10,000.
Chairman Haynie inquired if all of the rights-of-way that
Metro needed are there and if they meet Metro’s standards.
Mr. Hemphill said historically Metro produces a schematic
diagram that becomes a controlling document. Chairman
Haynie asked if the easements were already in place. Mr.
Hemphill replied based on similar situation; there are no
rights-of-way in place. Mr. Hemphill said the special tax
commissioners of Kimbrook have the authority to deed over
the infrastructure. Commissioner Burke expressed his
concerns about items # 4 & 5 in the letter from Kimbrook.
He would like those items resolved prior to Metro assuming
ownership of the sewer system. Chairman Haynie noted
Kimbrook made the decision not to allow Metro to maintain
the sewer system back in 2000 when Metro assumed ownership
of all subdivisions.
c.
Resolution for GO Bond Reimbursement
Chairman Haynie said this
resolution is in anticipation of Metro issuing a GO Bond.
Manager Coleman said this resolution is to max out the GO
debt. Chairman Haynie wanted to know the reserve balance.
Manager Coleman said the estimated reserve balance is
$350,000 that goes toward debt retirement per the County’s
attorney. Commissioner Monaghan wanted to know what
explanation the County’s attorney could give Metro regarding
the audit entry. Manager Coleman said the County’s attorney
has not provided an explanation. Chairman Haynie said once
the assessed values are in, Metro will be able to determine
the 8% cap and how much Metro will be able to borrow; it
still leaves a balance that the County could use to offset
their millage. Manager Coleman said the only thing he knows
Metro could do is issue $1 million bond for three years.
Commissioner Monaghan inquired if Metro has asked about the
audit entry in writing. Manager Coleman said Metro asked
via emails. Chairman Haynie said Metro should ask the
Delegation to amend that section of the law to allow Metro
to use GO money for capital items. Mr. Hemphill wanted to
know if Metro has heard what the millage amount will be.
Commissioner Monaghan made a
motion to sign the GO Bond resolution; Commissioner Hancock
seconded, and the motion was unanimously approved.
IX.
Old/Other Business
a.
Grants
Commissioner Watts inquired
if Metro received the grant. Mr. Martin responded the
County received a grant for Metro. Commissioner Monaghan
said the Index Journal said the County did not receive any
grants. Chairman Haynie said all of Metro’s grants go
through the County or City. Mr. Martin said one grant is
through the County and another grant is through the City.
Chairman Haynie said the County and City are not counting
those since they did not write them. Mr. Martin said Metro
has been informed that they received the grant.
Commissioner Monaghan asked if Metro was informed through
the County. Mr. Martin responded Mrs. Ruth LaForge informed
Metro. Commissioner Monaghan asked for Mr. Martin to
explain who received the grant. Mr. Martin said Metro’s
grant application has to go through the County for the
$500,000 and that grant was approved. Commissioner Monaghan
wanted to know what the County was talking about. Chairman
Haynie said the County was talking about grants they had
initiated.
b.
D.R Terry Arbitration Hearing
Mr. Hemphill informed the
Commission the arbitration hearing for D.R. Terry is
scheduled for Monday, August 25th and Tuesday,
August 26th in Room 201 at the Courthouse.
c.
Hardees’s
Commissioner Hancock
inquired if the new Hardees’s would be charged a capacity
and transmission fee. He noticed two holes in the road and
asked if they were for the sewer lines. Mr. Boone said the
holes in the road created by Hardees’s are not for sewer.
Mr. Martin said he thought Hardees’s used the existing sewer
lines. Commissioner Burke said there were CPW’s trucks
working out there today. Commissioner Hancock asked if they
are using the same tap as before. Mr. Boone replied they
are going into the same hole, but they had to make a new
tap. Commissioner Hancock inquired if Metro received a new
capacity fee. Mr. Martin said no, because the capacity did
not change.
d.
City Pond Meeting
Commissioner Watts wanted to
know what happened at the City Pond meeting that was
scheduled. Commissioner Burke said he has been calling once
a week wanting to know the date of the meeting. He said the
meeting has to do with some changes in scenarios, but he has
not heard back on the meeting date.
e.
Rate Hearing
Commissioner Monaghan wanted
to know when will the public hearing be on Metro’s proposed
new rates. Manager Coleman replied the public hearing is
scheduled for Wednesday, August 27th at 5:00 pm
at TSF. Commissioner Monaghan said he has not seen anything
in the minutes stating they were approved. Manager Coleman
said it is a hearing: the rate has not been approved.
Commissioner Hancock said the notice for the public hearing
has been in the paper along with the proposed new rates.
Commissioner Monaghan wanted to know who scheduled the
public hearing. Manager Coleman said he thought it was
coordinated through the commission meetings to have the
public hearing at the last meeting in August. Commissioner
Monaghan asked if scheduling the public hearing was
coordinated with the Commissioners. Commissioner Hancock
said he had the public hearing listed on his calendar.
f.
Wilson Creek Sewer Line Upgrade
Commissioner Monaghan wanted
to know the results on the upgrade of the Wilson Creek Line
Upgrade. Manager Coleman said Design South is working on
the design. The tie-in may happen before January as
originally planned. Metro has not received a date on the
tie-in. Manager Coleman said he has been informed by Mr.
Wofford that ductile iron pipe has a lead time of 120 to 150
days. Mr. Joy said Design South is moving forward. The
survey is complete and the project is 70% designed. Design
South is hoping to select bids in December.
X.
Commissioner Smith made a motion to go into Executive
Session to receive
legal advice;
Commissioner Burke 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.
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