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2008 Minutes
Commission Minutes
Amended
GREENWOOD METROPOLITAN DISTRICT
MINUTES OF THE
December 3, 2008
Regular meeting
The regular meeting of the
Greenwood Metropolitan District Commission was held
Wednesday, December 3, 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 Paige Holley
Commissioner Byron Smith,
Vice Chairman George Martin
Marsha Meyer
Commissioner Gene Hancock,
Secretary
Marion Boone Jay Reynolds
Commissioner Michael G.
Monaghan
Wayne Daniel Brian Waldrep
Commissioner Henry Watts
Ken Davis Danny Ware
Commissioner Tim
Burke
Roy Hemphill
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. The Commission
had a moment of silence in memory of Tony Smith a
current Metro employee, who
passed away on November 29, 2008.
III.
Bids for GPS Unit
Mr. Martin gave an overview
on what the GPS unit will be used for and why Metro
solicited bids for the unit
Bidder
Amount
Duncan Parnell Bid
#1 – alternate $23,031.75
Bid #1
$27,526.39
EVA Associates Bid
#2 - alternate $32,913
Bid #2
$34,413
Staff will review bids to
ensure they are in compliance. A recommendation will be
made at the next Commission Meeting.
IV.
TSF Expansion Update
Mr. Martin gave an overview
on the progress of the expansion. Inspection of the HVAC
and electrical work has started. There are a few punch list
items that will need to be addressed before the ceiling is
installed. Staff has chosen the furniture, paint colors and
carpet colors.
V.
Wilson Creek Plant Update
Mr. Danny Ware of Davis and
Floyd, Inc (D&F) distributed copies of the monthly report.
Mr. Ware provided the Commission with some follow-up
information from the manufacturer on the generators that
were damaged at the plant. Staff along with D&F met to
discuss the options and responded that Metro would not
accept a partial start-up. The direction given to the
contractor was to get everything repaired, tested and ready
for operation. Metro wants a completed back-up system
before placing the UV system on line. The new generators
have been ordered. Commissioner Hancock asked the caused
the generators failure. Mr. Ware replied it was determined
there was a problem with the vacuum bottles in the switch
gears. There are no new change orders for the Commission to
approve this month. The overall project schedule end
completion date is presently two months ahead of schedule.
Manager Coleman inquired if the repair on the 72” pipe
coming into the wall has begun. Mr. Ware responded the
repair has started and the lining of the pump station was
completed around Thanksgiving. Chandler Constructions
started to repair the leak around the pipe sleeve today.
VI.
Commissioner Hancock made a motion to approve the
October 29, 2008 minutes as mailed; Commissioner Smith
seconded, and the motion was
unanimously approved.
VII.
Financial Report
Manager Coleman noted that
the water consumption volume for the month of October was
down. Commissioner Monaghan asked for an explanation of the
first note on the financial report. He wanted to know if
“collections” were operating revenues. Manager Coleman said
“collections” are sewer service fees and the majority of
that is collected by CPW. Metro budgeted the collection
amount based on consumption for the previous year. Manager
Coleman said consumption is down from previous years.
Commissioner Monaghan noted he did not see on the page where
the $75,561.12 is reflected. Chairman Haynie said the
$75,561.12 is short for October billing. He said the year
to date differences is under the budget to actual column.
Commissioner Monaghan noted the total operating revenue for
October is $927,733 and the budgeted amount for October is
$933,618. He wants to know where the $75,561.12 comes
from. Manager Coleman will check with Mrs. Grogan on the
figures. Chairman Haynie wanted to know how Solutia will
impact the sewer service and industrial surcharge revenue.
Commissioner Monaghan said CPW figured they would lose
$60,000 on billing. Chairman Haynie said the difference
will show up on November’s billing. The plant was already
reduced by 30% prior to the shut down. Commissioner Hancock
inquired about the reduction of the surcharge amount.
Manager Coleman said Mr. Waldrep noted the majority of the
surcharge is coming from the south plant. Commissioner
Monaghan commented the great impact might be on the number
of customers that are unable to pay their utility bill.
Commission Monaghan said Metro may want to look at how they
handle bad debt. Manager Coleman said Metro receives the
bad debt amount to be written off from CPW and it is written
off at the same time that CPW writes off. Commissioner
Monaghan wanted an explanation of the audit entry note under
labor. Manager Coleman said the payroll is booked on the
actual date it is paid. The auditors back out the June/July
payroll amount only to reflect the amount paid for the days
in June. Commissioner Monaghan asked for an explanation on
the note regarding the bond interest. Manager Coleman said
Metro had budgeted the bond interest payment all in one
month and the actual payments are due in April and October.
Chairman Haynie wanted to know the millage amount the County
levied. Manager Coleman said the amount is 5.2 mils.
Chairman Haynie asked if Metro knows the 8% assessment
value. Manager Coleman said he does not know that amount.
Commissioner Monaghan wanted an update on the status of the
issuing a new GO Bond. Chairman Haynie said Metro has been
waiting to get the millage number and the 8% assessment
value before issuing the GO Bond. Manager Coleman said he
received a verbal notice that in the Eagles Harbor lawsuit
the arbitrator ruled against the developer. Meaning the
developer has to buy the lots back from the owners which in
turn takes his money away from the project. It leaves
Eagles Harbor about $1 million short. Commissioner Monaghan
said he would rather run the line up to Hodges. Manager
Coleman said Metro’s part was to run a trunk line to the
Virgin Heights area. Commissioner Monaghan inquired if the
Virgin Heights would qualify for a LMI Grant. Mr. Martin
said he feels the majority of the area surrounding Virgin
Heights would qualify for LMI grants; Virgin Heights itself
would not qualify for LMI Grants. Commissioner Monaghan
said he would feel better about extending the line toward
Virgin Heights than Eagles Harbor. Commission Hancock
inquired if Metro receives any interest money on the ad
valorem tax money. Manager Coleman said Metro does receive
interest money from the taxes, but the amount is posted
monthly. Commissioner Monaghan added that he would like to
be able to connect Hodges Elementary to the sewer system.
Chairman Haynie directed Manager Coleman to obtain the new
assessed value and determine the amount that can be issued
for a new GO Bond and send it out to the Commissioners.
Commissioner Monaghan wanted to know if Metro has written
plans to obtain grants. Mr. Martin said it is projected in
the Long Range Plans. Commissioner Hancock said Metro needs
to have some grant plans ready for January, 2009.
Commissioner Burke said Metro can only have two grants open
at one time. Mr. Martin said two grants can be open from
the County and two from the City. Mr. Martin said Metro is
working with the County on trying to obtain a grant that is
not LMI based but based on eliminating septic tanks from
around Lake Greenwood; this project focusing on Lakeshores
Drive. Commissioner Monaghan wanted to know where the
funding for the Turner Branch Project is coming from.
Manager Coleman said the funding is coming from the reserves
because it was not designated to come out of a specific bond
issue. Metro does plan to have another revenue bond issued
in 2010. Commissioner Monaghan asked if Metro starts paying
on the Turner Branch Project from reserves would Metro be
able to reimburse themselves from a new bond. Manager
Coleman said yes, but he reminded the Commission that Metro
was going to draw down the reserves. Manager Coleman said
if Metro borrows more money than the rates will need to be
higher to cover the bond payments. Commissioner Monaghan
said Metro will get more money when the bonds are sold.
Commissioner Hancock said Metro will still have to pay each
year for the bond. Commissioner Monaghan said the more
Metro has in reserves; the lower the risk. Manager Coleman
said the more Metro borrows the higher the payments are.
Commissioner Burke said that was the principle in only
having the 9% rate increase; Metro had to draw down the
reserves in order to keep the rate increase as minimum as
possible. Commissioner Monaghan reminded the Commission
that Metro will be losing the interest money on the reserves
by drawing down the reserves. Commissioner Watts asked if
the Wilson Creek Trunkline Replacement Project money was
coming out of the reserves. Manager Coleman said Metro has
not made a payment for the project yet. Commissioner
Monaghan said the project should already be listed on the
reports. Manager Coleman reminded the Commission the
financial information is as of October 31, 2008; the project
will be on the November report. Chairman Haynie inquired
about the double WEFTEC registration for him and
Commissioner Smith. Mr. Martin said he will check on it.
VIII.
Service Reports
a.
Collection System
Commissioner Monaghan asked
for the margins to be changed on the grinder pump report.
Commissioner Monaghan said Metro needs to monitor the
grinder pump fee very closely because he feels that Metro is
over collecting. Chairman Haynie reminded the Commission
that the first six months of expenses is not included in the
report. Metro will need to include that amount when
considering the grinder pump fee rate.
b.
I/I Abatement
Commissioner Monaghan wanted
to know who is Bill Carter. Mr. Waldrep said he is the
contractor who is clearing the right-of-way. Commissioner
Monaghan said he has a big issue on clearing the trees; that
the tree was not to be cleared unless it was absolutely
necessary. Mr. Waldrep said Metro has had two meetings on
site and walked the right-of-way ahead of the cutting and
the landowners would walk with them. Commissioner Monaghan
asked if they have cut anything on the CPW property. Mr.
Waldrep said they are currently at the lower dam.
Commissioner Monaghan said he talked to Chandler about this,
but he wanted to know who is talking to Bill Carter. Mr.
Waldrep said he has talked to Bill Carter about the trees.
Manager Coleman said in general the permanent right-of-way
is cut and it is the construction right-of-way that is wider
and that is where Metro is trying to save the trees.
Commissioner Monaghan asked about the status of the Coronaca
Creek Trunk Sewer Line Project; he thought the project was
completed. Mr. Boone said the report is given in sequential
order. Commissioner Monaghan wanted to know what happens to
all the trees that are cut down. Manager Coleman said for
that project Metro cut the trees down themselves.
Commissioner Monaghan inquired about the trees on the City
Pond Project. Mr. Martin said on that project the
contractor is grinding the trees into mulch. Commissioner
Burke said no one would take those trees. Commissioner
Monaghan asked for detailed information on the ground water
gauges. Mr. Martin explained where and why Metro installed
ground water gauges and what the information provided.
Commissioner Monaghan inquired if there is a way for Metro
to collect the Capacity Fee before the service is
activated. Mr. Martin said Metro is working on that. Mr.
Boone reminded the Commission that Metro no longer inspects
the service line to buildings. The County does the
inspections. Manager Coleman said water is usually obtained
at the start of construction, but sewer is not connected
till the end of construction. Mr. Martin said Metro and CPW
are working on a way to resolve this. Chairman Haynie
suggested for Metro to talk to the County to see if they can
help Metro on this issue.
c.
Maintenance
Commissioner Watts wanted to
know what Metro was doing to address the rag situation at
the Augusta Fields Pump Station. Mr. Martin said Metro has
placed notices on doors not to put rags in the sewer
system.
IX.
Action Items
a.
Consideration for extra design effort for TSF Server
Room modifications
Chairman Haynie asked for a
recommendation from staff on this item. Mr. Martin said
that staff recommends the modifications to the server room.
Background information on this was provided to the
Commission. Chairman Haynie asked for a cost estimate. Mr.
Martin said Metro has not received a price on the unit.
Mrs. Meyer said Metro has been waiting on a unit price for
days. Commissioner Hancock questioned installing ¾ ton unit
as a spare and adding a new 3 ton unit as the primary
cooling system. Mr. Martin said Mr. Davis has recommended
from the start of this project of having a 3 ton unit.
Commissioner Hancock said it is cheaper to run the ¾ ton
unit than a 3 ton unit. Mr. Davis said with the type of
equipment in the room and the amount of heat that will be
generated Metro needs more capacity in the cooling system.
Commissioner Monaghan wanted to know why the design would
cost $3,500. Mr. Martin said explanation that he was given
was that Metro has met with D&F so many times that they are
trying to recoup the cost of all of the meetings that they
have already invested in.
Commissioner Smith made a
motion to approve the design modification to the Server Room
costing $4,800; Commissioner Watts seconded, and the motion
was unanimously approved.
b.
Consideration of Painting Quotes on the existing TSF
Building
Chairman Haynie asked if
quotes were requested or if this was a formal bid. Mrs.
Meyer said this item was not a formal bid. Chairman Haynie
asked if Metro was in a hurry to have the building painted.
Mrs. Meyer said they were hoping to have the existing
building painted during the holidays. Commissioner Monaghan
wanted to know how many vendors Metro asked for quotes.
Mrs. Meyer requested quotes from three different vendors,
but only received two quotes. Commissioner Watts asked if
this was for all of the existing building. Mr. Martin
replied yes. Commissioner Monaghan wanted to know how many
coats of paint. Mrs. Meyer said two and she said the hours
the painters would more than likely have to work would be
after normal business hours. Commissioner Monaghan asked
Commissioner Burke what he thought of the quote.
Commissioner Burke said the quotes are fine; he does not see
where this is necessary. Chairman Haynie agrees with
Commissioner Burke. Commissioner Hancock said the contactor
will have to paint over parts of the existing building to
tie it into the new building. Mrs. Meyer said the current
Board/Training Room is the only room and the hall ways of
the existing building that will be painted. Consideration
failed for lack of motion.
c.
Change Order from Design South
Commissioner Monaghan wanted
to know how the change order came about. Mr. Martin said by
modifying the route Metro was able to reduce the cost of the
project.
Commissioner Hancock made a
motion to approve the change order #1 from Design South for
a reduction of $36,331; Commissioner Burke seconded, and the
motion was unanimously approved.
X.
Old/Other Business
a.
Commission Meeting
The next Commission Meeting
will be on Wednesday, December 17, 2008 at 2:00 pm.
XI.
Commissioner Smith made a motion to go into Executive
Session to discuss a legal and administration matter;
Commissioner Hancock
seconded, and the motion was unanimously approved.
XII.
The meeting returned to open session. No action was
taken during executive session.
XIII.
With no further business, the meeting was adjourned.
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