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2008 Minutes
Commission Minutes
Amended
GREENWOOD METROPOLITAN DISTRICT
MINUTES OF THE
December 17, 2008
Regular meeting
The regular meeting of the
Greenwood Metropolitan District Commission was held
Wednesday, December 17, 2008 at 2:00 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
Commissioner Byron Smith,
Vice Chairman George Martin
Commissioner Gene Hancock,
Secretary Doug Bell
Commissioner Michael G.
Monaghan Gayle Grogan
Commissioner Henry Watts
Paige Holley
Commissioner Tim Burke
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.
George Martin gave the invocation.
III.
TSF Expansion Update
Commissioner Watts noted the
completion date is March 17th. He wanted to know
when it changed from February. Mr. Martin said it was due
to the 21 additional days added to the contract from change
order #1 (14 days) and change order #3 (7 days). Mr. Martin
said the end of the contract is March 17th.
IV.
Commissioner Hancock made a motion to approve the
November 12, 2008 minutes as mailed;
Commissioner Smith seconded,
and the motion was unanimously approved.
V.
Financial Report
Manager Coleman noted the
information that was handed out at the start of the meeting
is updating the interest income that was not including in
the Commission packets. Commissioner Monaghan said he
thought the chemical expenses would decrease since Metro is
using the UV system. He noted the chemical expense is
$40,000 more than last year at this time. Manager Coleman
said the UV system has not started at Wilson Creek; West
Alexander is using the UV system. Chairman Haynie said it
might be a timing issue. Commissioner Monaghan said even
though the chemicals price is for a year the delivery of the
chemicals are on an as needed basis. Manager Coleman said
not every month has the same delivery or the same quantity.
Commissioner Monaghan asked if Metro would have to wait
until the end of the year to see if it all balances out.
Manager Coleman said staff would analyze the chemical
expenses to see if there was any unusual expenditure.
Commissioner Monaghan asked for Manager Coleman to email all
Commissioners the analysis. Commissioner Monaghan wanted to
know the withdrawal schedule for the millage account.
Manager Coleman said the bond payments are due April 1st
and October 1st of each year. The payments are
typically paid at the end of March and the end of
September. Commissioner Monaghan wanted to know the dates
of the payments and the payment amounts. Commissioner
Monaghan said in this fiscal year Metro will only pay
$460,000 out of the Millage Account for GO Bonds. Chairman
Haynie said the amount Metro will pay out during the Fiscal
year is listed in the audit report. Mrs. Grogan said the
payments in March are for the 1999 and 2004 GO Bonds.
Commissioner Monaghan said the total amount to be paid in
March, 2009 is $685,000. Mrs. Grogan said that is the
principle amount only; it does not include the interest
amount. Commissioner Monaghan wanted to know the amount of
the interest payments. Chairman Haynie said that is in the
audit report under Schedule 2; he asked if that includes
principle and interest payments. Manager Coleman said that
is the principle amount for each bond. Commissioner
Monaghan said he would like to understand how the millage
account works. Chairman Haynie noted Metro is building up a
reserve amount and that is why he would like to issue
another GO Bond. Manager Coleman said the reason the
account is building up is because the County is collecting
more than Metro asked for. Chairman Haynie said the
Commission would need to float another bond before the
County tries to take the money back from Metro. Manager
Coleman said a big part of the accumulative amount is from
an audit entry. He said Metro can only issue up to 8% of
the assessed value minus the outstanding amounts. Chairman
Haynie said that the assessed value amount is to be provided
to the Commission. Manager Coleman said Metro has been
asking for that amount from the County since August. Mrs.
Grogan said she will email the Commissioners the principle
and interest payments amount for the 1999 and 2004 GO Bonds
and the dates they are due. Commissioner Monaghan asked
that the information be included in the Commission packets.
Commissioner Monaghan asked for a schedule of the
anticipated tax revenue. Manager Coleman said Metro
receives that information as the County collects the tax
money. He said based on history Metro receives 90% of the
money in December and January and the other 10% throughout
the year. Commissioner Monaghan said it would be nice to
know the estimated amount of revenue and expenses. Mrs.
Grogan said this information is gathered during the budget
process. Commissioner Monaghan said regarding the
investments with Greenwood Capital that they (Greenwood
Capital) should be directed in writing the desires of
Metro’s decision regarding the Freddie Mac and Fannie Mae.
Commissioner Burke said Freddie Mac and Fannie Mae are owned
by the US Government; so they are government backed bonds at
a higher interest rate. Commissioner Monaghan said they are
not owned by the Government. Commissioner Burke said 79% is
owned by the government. Commissioner Monaghan said Freddie
and Fannie are not explicit guarantee but they are implicit
guarantee. He said he would like to see that as those bonds
expire Metro does not buy any new ones. Manager Coleman
said that is the direction that Metro gave Greenwood
Capital. Commissioner Monaghan asked if the direction was
in writing. Manager Coleman responded it was in writing.
Commissioner Monaghan asked for a copy of the letter stating
the direction given to Greenwood Capital. Commissioner
Burke said he was not sure if that is the direction the
Commission wants to take because now it is a full point
difference in the interest rate. Commissioner Monaghan said
Metro’s business is to utilize safe investments for the rate
payers. Commissioner Burke said if the bond is federally
backed and a guarantee rate is at a point higher and there
is 79% ownership… Commissioner Monaghan said he does not
think it is concretely guaranteed. Commissioner Hancock
said he is hearing that the bonds are completely backed by
the government. Chairman Haynie said it is safe to say the
government is not going to let them fail. Commissioner
Monaghan said if Metro does not have those bonds then there
is nothing to worry about. Manager Coleman said the point
Commissioner Burke is trying to make is Metro would be
making a point lower on interest by not having those bonds.
Chairman Haynie suggested that the Commission watch the
performance of those bonds and make decisions on them
accordingly. Commissioner Monaghan asked for a confirming
letter on GMD letterhead be sent to Greenwood Capital
confirming the direction the Commission is taking.
Commissioner Burke asked if the utilities expense increase
is due to paying twice in one month. Mrs. Grogan said that
is most likely the reason. She noted nothing looks out of
ordinary as she reviewed each department’s expenses.
VI.
Action Items
a.
Consideration of Change Orders for the TSF Expansion
Mr. Martin said Davis and
Floyd (D&F) was to provide that information. Mr. Martin
said staff would like the Commission to consider painting
the entire Exterior Insulation Finishing System (EIFS) so
that the colors will match; currently the cost is not
known. The contractor has tried to match the existing EIFS
color with the new EIFS but has been unsuccessful. Staff is
asking for permission to paint the entire EIFS.
Commissioner Monaghan said this should be at the
contractor’s expense. Mr. Martin said the contractor has
tried to match it but when the sun shines on it you notice
the difference in paint colors. Commissioner Monaghan said
he does not understand why Metro has to pay for it.
Chairman Haynie said he does not see the point to discuss
this until Metro knows the cost. Mr. Martin said the rough
estimate is around $7,000 to do the front and back.
Commissioner Watts inquired if it was that obvious. Mr.
Martin said it is obvious. Commissioner Monaghan wanted to
know who will notice the back being a different color. Mr.
Martin said the employees. Commissioner Monaghan asked for
an email to be sent to all Commissioners once the cost for
painting the EIFS is known. Mr. Martin said the server room
needs a 3 ton cooling unit to help control the heat and
humidity in the server room. The Commissioners were under
the impression that this item was approved at the December
3, 2008 meeting. Mr. Martin said an electrical triad
(grounding system) does not presently exist on the existing
building. Staff is asking for permission to install an
electrical triad to the building to cover the existing and
new expansion. The estimated cost is $1,800 to $2,000. The
Commissioners were in agreement to install an electrical
triad on the building. Mr. Martin asked for direction on
whether the bathrooms in the Manager and Assistant Manager’s
office could be completed as bid. Commissioner Burke asked
if the bathrooms were included in the original bid price.
Mr. Martin responded yes. Commissioner Burke inquired if
there would be a deduction in the price if this is not
done. Mr. Martin replied in the installation of two toilets
and sinks could be deducted from the price. Manager Coleman
said the plumbing is complete for the bathrooms.
Commissioner Hancock made a
motion to allow the bathrooms in the Managers and Assistant
Manager’s office to be completed as bid; Commissioner Smith
seconded, and the motion was approved. Chairman Haynie
opposed the motion.
b.
Consideration of bid prices for GPS Unit
Staff is recommending the
low bid of $27,526.39 from Duncan Parnell be approved.
Commissioner Monaghan wanted to know who is Duncan Parnell.
Mr. Martin said this is the manufacturer of the GPS unit
which would o allow Metro to do their own GPS. Duncan
Parnell is a bidder.
Commissioner Hancock made a
motion to purchase the GPS unit from Duncan Parnell for the
bid price of $27,526.39; Commissioner Burke seconded, and
the motion was unanimously approved.
VII.
Old/Other Business
a.
Commission Minutes
The minutes of the most
recent meeting will now be including in the Commission
packets in draft form.
VIII.
Commissioner Smith made a motion to go into Executive
Session to discuss a contractual and
personnel matter;
Commissioner Watts seconded, and the motion was unanimously
approved.
IX.
The meeting returned to open session. No action was
taken during executive session.
X.
With no further business, the meeting was adjourned.
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