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Commission Minutes
GREENWOOD
METROPOLITAN DISTRICT
MINUTES OF THE
July 30, 2008
Regular meeting
The regular meeting of the
Greenwood Metropolitan District Commission was held
Wednesday, July 30, 2008 at 3:00 p.m., in the Training Room
of Greenwood Metropolitan District Technical Service
Facility, 110 Metro Drive, Greenwood, SC 29646.
In attendance:
Commissioner Bob Haynie,
Chairman Richard Coleman Marsha
Meyer
Commissioner Gene Hancock,
Secretary Doug Bell Bill Moore
Commissioner Michael G.
Monaghan
Wayne Daniel Michael Nix
Commissioner Tim
Burke Gayle
Grogan Brian Waldrep
Paige Holley
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.
Manager Coleman gave the invocation.
III.
Wilson Creek Plant Upgrade
Mr. Danny Ware of Davis and
Floyd, Inc (D&F) was unable to attend the meeting. He sent
an email to all Commissioners and mailed a copy to
Commissioner Hancock containing his monthly report. Mr.
Bill Moore of D&F said the contractor is ahead of schedule.
Mr. Moore directed the Commissioner’s attention to the new
change order for the conversion for the flushing water
system.
Commissioner Hancock made a
motion to approve the change order for the revised yard
hydrant system in the amount of $19,868.22; Commissioner
Monaghan seconded and the motion was unanimously approved.
IV.
Technical Service Facility (TSF) Expansion Update
Mr. Moore distributed a
handout on the monthly progress of the TSF expansion. The
concrete slab on the north end was poured early yesterday
morning. The contractor is expecting to receive delivery on
the building materials tomorrow. Mr. Moore said the south
end is not ready to have the concrete poured. A procedure
has been worked out to widen the footings in hopes that the
contractor will not have to dig as deep. The contractor
hopes to have the south end ready by the time the erection
crew has finished the north end. The general contractor is
approaching 90 days on the job site. Mr. Moore said he did
ask for the contractor to attend this meeting, but he had a
conflict and could not attend. The contractor expects to
pour 2/3 of the concrete on the south end around the middle
of August. The plan is for the erection crew to move from
the north end to the south end. Mr. Moore said they have
received pay request #3 for $129,000. He said $100,000 is
for the building materials. The contractor has sent a
revised construction schedule. The contractor still plans
to have all close out documents ready by the middle of
January. Commissioner Monaghan inquired if there is a
penalty for not finishing the contract within the stated
time frame. Mr. Moore responded there is a $1000 (estimated
amount) fine per day until substantial completion. Once
substantial completion is reached, the amount is lowered to
$250 per day until the contract is completed. Commissioner
Monaghan wanted to know when the penalty fines will start.
Mr. Moore said the contractor will start incurring penalty
fines after so many days from when the notice to proceed was
issued. Mr. Moore said they have received a price for the
change order for electrical work on the south end. This
will be presented to the Commission once the electrical work
is finished. Chairman Haynie inquired if Mr. Moore will
keep a running change order total similar to what is used
for the Wilson Creek Plant Upgrade. Mr. Moore said he will
use the same format that Mr. Ware uses for the Wilson Creek
Plant Upgrade.
V.
Commissioner Monaghan made a motion to approve the
minutes for the June 25, 2008 meeting as
amended
(adding “adopt the budget using Scenario #3 in Draft #4);
Commissioner Hancock
seconded, and
the motion was unanimously approved.
VI.
Financial Report
a.
Mr. Michael Nix of Greenwood Capital gave a report on
the District’s portfolio. The report is for fiscal year
2008. The first account Mr. Nix discussed was the 1081
(Reserve) Account. Mr. Nix pointed out that the first few
pages show which bonds have matured or called during the
fiscal year. Page three gives the status of the account as
of June 30, 2008. Currently Metro has a mixture of treasury
and agency securities in the account. Page five gives the
performance report for the account. The account has a
positive variance of $21,000 in interest. The account was
up at the end of the fiscal year net of fees 6.03%. The
next account Mr. Nix discussed was the Capacity (1082)
Account. The first page on the report for this account
contains bonds which have been called, sold or matured
during the fiscal year. Page 8 of the report has the
appraisal of the account. Page 10 contains the performance
report for the Capacity Account. This account generated
$164,000 in interest. Greenwood Capital budgeted $144,500;
therefore Metro has a positive variance of $19,500 on the
fiscal year. The performance for this account is up 5.81%
net of fees. Mr. Nix next discussed the 2008 Revenue Bond
(1893) Account. Mr. Nix reminded the Commission that this
account was not opened until January 24, 2008. The first
page of the report for this particular account shows which
bonds have been called, sold, purchased or matured during
the fiscal year. The second and third pages show the issues
that are currently in the account. Mr. Nix said these
issues are structured to meet the draw down schedule. The
performance report for this account is listed on page 14 of
the Greenwood Capital report. This account fiscal year to
date has generated $188,000 in cash flow. Greenwood Capital
did not budget anything for this account for the fiscal
year. Mr. Nix reported on the 2006 Revenue Bond Proceed
account. This account was closed May 30, 2008. Mr. Nix
said this account opened in October, 2006. A little under
$400,000 was generated from this account. For the last
fiscal year the account generated $171,000 in interest.
Greenwood Capital had budgeted $113,000. The performance on
this account was up 3.64%. Mr. Nix said overall he feels
good about the fiscal year. He feels like they (Greenwood
Capital) has worked well with staff in making sure to meet
any needs as they related to the draw downs. Mr. Nix said
the overall market condition made yields about the same as
last year. Mr. Nix informed the Commission of the merger
between Greenwood Capital and County Bank Trust. He said
this merger will not affect the way Greenwood Capital
manages Greenwood Metropolitan District’s Accounts.
Commissioner Monaghan wanted to know where Metro is going to
place the GASB requirement funds. Manager Coleman said
those funds would probably be a segregated account, but no
decision has been made. It could take 6 to 8 months before
Metro knows what amount is needed. Commissioner Burke asked
what would be the liquidity requirements of the account.
Manager Coleman replied he thought the only liquidity would
be what is needed each year. He said for this year Metro
needed $39,000. Chairman Haynie inquired how Metro came up
with $200,000. Manager Coleman said that amount was
recommended by Mrs. Laurie Smith. Commissioner Monaghan
asked if Metro could use an Irrevocable Letter of Credit for
the new GASB rule. Mr. Nix replied that would be a question
to ask the bank. The letter would normally be backed by the
bank.
b.
Chairman Haynie asked Manager Coleman if there is any
financial information he would like to point out to the
Commission. Manager Coleman noted the shortage in the sewer
service income was taken into account when working on the
budget for fiscal year 08/09. Commissioner Monaghan said he
understood where the year-to-date shortage amount of
$606,619 came from. He does not understand where the
$187,650.07 shortage amount comes from. Mrs. Grogan said
the $187,650.07 is based on information she receives from
CPW each month. She said the $187,650 is the shortage using
what is billed minus what is collected for the month.
Commissioner Monaghan asked if the shortage should not be
$187,650 instead of $606,619. Mrs. Grogan said no, Metro
has a variance of $606,619 from the budget. Commissioner
Monaghan said he understands that amount but he does not
understand the $187,650 amount. Commissioner Monaghan asked
if the $187,650 was the difference between what was billed
and what was collected. Mrs. Grogan said that is part of
the amount. She said Metro is off from the budget $606,619
and of the $606,619 CPW has a variance of their collections
of $187,650. Commissioner Monaghan stated the $187,650 is
the difference between what was billed and what was
collected. Commissioner Monaghan did some calculation by
taking the net revenue less the bond principal paid, less
the operating and maintenance capital expenditures, added in
the grant monies for Shrine Club Road, less the reserve
capital expenditures, less the vehicle and equipment capital
expenses and the net revenue that Metro increased the
reserves by was $1,448,000. He said that amount is a return
on operating revenue by 14.5%. Commissioner Monaghan said
if you include all revenues the return is 11%. He noted
this is only with a half year of the rate increase effective
January, 2008. Commissioner Monaghan asked if Metro raises
the rates by 9% would they end up with a 20% return. Mrs.
Grogan wanted to know the amount of debt Commissioner
Monaghan used in his calculations. Commissioner Monaghan
said he added up the amount that is listed on the financial
reports $1,795,531. Mrs. Grogan said that amount is not the
total debt. Commissioner Monaghan said then not all of the
total debt was listed on the reports. Manager Coleman said
the debt will be more than that amount for next year. Mrs.
Grogan said that is the interest Metro pays. Commissioner
Monaghan said no, this is capital interest. Mrs. Grogan
inquired if Commissioner Monaghan wanted to include
principal and interest. Commissioner Monaghan said the
interest ($1.7 million) is included. Commissioner Monaghan
said the net revenue after paying interest is $4.5 million.
He said he took the net revenue less the bond principal paid
and that should take care of all of the bonds. Mrs. Grogan
said it would take care of the interest side. Manager
Coleman said Commissioner Monaghan is taking the principal
from page 13. He said Metro has listed $1,795,531.28 in
principal that Metro has paid in fiscal year 07/08.
Commissioner Monaghan said he subtracted that amount out;
then Commissioner Monaghan took the capital out of the O&M
funds ($936,000) but $320,000 was from a grant so that
amount needed to be subtracted. Commissioner Monaghan next
added $223,911 for vehicles and equipment. Commissioner
Monaghan said he ended up with $1,448,467 increase to
Metro’s reserve. Commissioner Monaghan said Metro did have
a bad performance in fiscal year 07/08. Chairman Haynie
said they were specifically talking about the sewer service
charge account not the overall budget. Commissioner
Monaghan said even by this Metro is $391,000 favorable to
budget. Manager Coleman said one difference between 2008
and 2009 is in 2008 Metro issued $32 million worth of bonds
and paid a half year’s worth of interest of those bonds. He
said in 2009 Metro will pay a full year’s worth of
interest. Commissioner Monaghan said he understood, but
Metro is asking for a 9.9% rate increase. He wanted to know
if Metro really needs to ask for a rate increase.
Commissioner Hancock said to meet the bond requirements that
were the minimum amount for the rate increase. Commissioner
Burke said Metro does not need to raise it now, but next
year Metro will need to raise rates 18% to cover for not
raising rates this year. Commissioner Monaghan said he is
saying Metro had a good performance in fiscal year 2008.
Commissioner Monaghan said if Metro increased the General
Obligation Bonds issuance that should reduce the Revenue
Bond requirements from reserves. Chairman Haynie said it
could, but Metro added a project (Turner Branch) at the last
meeting. Commissioner Monaghan said Metro will need to look
at the amount charged for Capacity and Transmission Fees.
Commissioner Burke said the Long Range Plans has the
schedule of what the Capacity and Transmission Fees will
need to be increased by each year. Manager Coleman said the
Long Range Plan increased the Capacity Fee each year by
$50. Commissioner Monaghan asked if that was a part of the
rate increase. Manager Coleman said it was incorporated in
the calculations for the rate increase. Commissioner
Monaghan noted the amounts on page 22 of the packets do not
match for funds paid for vehicles. He said one place has
$223,911 and another place has $225,302.35 listed. Manager
Coleman said the budgeted amount was $223,911 and the actual
amount spent was $225,302.35. Commissioner Monaghan wanted
to know who redeems the points on the credit cards. Manager
Coleman said he will look into what process Metro will need
to redeem the credit card points. Commissioner Monaghan
said Metro needs to have a policy for redeeming the credit
card points. Chairman Haynie inquired if the GO Bond
account will have anymore payments to make this calendar
year. Mrs. Grogan said Metro has payments for the ‘99 and
’04 GO Bonds. Chairman Haynie said Metro has $1.1 million
in the account. Commissioner Monaghan would like an
explanation for the audit entry to the millage account.
Mrs. Grogan said she has requested an explanation from the
County and Auditors and is still waiting for a response.
Manager Coleman said the reason the amount has accrued in
the past is the County did not take into account the
fees-n-lieu tax income. He said the County would just do it
on the assessed value basis. The amount grew over time.
Chairman Haynie said he does not want to get in the same
position with the County again. Chairman Haynie wanted to
know what is the principal and interest payment for the ’99
GO Bond. Mrs. Grogan replied the principal payment for the
’99 and ’04 GO Bonds are due in March. Chairman Haynie
asked if Metro has a payment in October. Mrs. Grogan said
interest payments are due in October. Chairman Haynie
wanted to know what the interest payments would be. Mrs.
Grogan responded her estimation would be $300,000 to
$400,000. Manager Coleman said the County knows exactly how
much the interest payment for October will be; they (the
County) will take that amount into consideration when they
are establishing the millage tax amount. Chairman Haynie
said he is worried that the County will lower the millage if
they (Metro) does not issue a General Obligation Bond.
Manager Coleman said Metro is limited to 8% of the assessed
value. Chairman Haynie asked if Metro could issue a bond
and have a front loaded payment. Manager Coleman said
according to the bond attorney the total cannot be over the
8% limit. Commissioner Monaghan said Metro did not spend
the money that is in the account and that is what caused the
problem. Chairman Haynie said Metro cannot spend it; they
have to issue bonds. Commissioner Monaghan said Metro can
use the money for any capital project. Chairman Haynie and
Manager Coleman both said that Metro cannot use the money
for capital project. Chairman Haynie reminded Commissioner
Monaghan that Metro sent over requests for payment for
capital and the County refused to pay them because of the
legal opinion of the County’s attorney that the only items
the County could pay from the millage account is principal
and interest on bonds. Commissioner Monaghan said he
thought Roy Hemphill (Metro’s attorney) said that Metro
could use the money for capital. Chairman Haynie said Mr.
Hemphill later said it was a questionable issue. Manager
Coleman said subsequent state law has overridden Metro’s
enabling legislation. Chairman Haynie said in his opinion
Metro should issue GO Bonds to the maximum amount they can
since Metro cannot use the millage money for capital.
Commissioner Hancock asked if Metro wanted to change the
legislation to what it was before. Manager Coleman said
Metro established the amount of mills they wanted in the
past. He said in 1999 the County said Metro could not set
their millage; Metro had to say the debt retirement and let
the County set the millage. Commissioner Monaghan wanted
more information of why Greenwood Fabricating and Plating
had to pay $15,468.62. Chairman Haynie said it is the
monitoring fees. Mrs. Grogan said that amount is for the
entire fiscal year.
c.
Insurance Reserve
Commissioner Monaghan made a
motion to add $33,140.01 to the insurance fund to maintain
the $250,000 balance; Commissioner Hancock seconded, and the
motion was unanimously approved.
VII.
Action Items
a.
Recommendation for Turner Branch
Chairman Haynie said staff
and the engineering firm recommend awarding the Turner
Branch project to Don Moorhead Construction.
Commissioner Monaghan made a
motion to award the Turner Branch Project to Don Moorhead
Construction for the bid amount of $3,857,000; Commissioner
Burke seconded, and the motion was unanimously approved.
b.
Consideration of purchasing network equipment
Chairman Hayne said staff had
budgeted for network equipment and would like to go ahead
and order the equipment. Manager Coleman said that Mr.
Martin and Mrs. Meyer have been working on this item and
Mrs. Meyer has more information on it. Chairman Haynie
asked if Metro would be purchasing the equipment from SDI
Network. Mrs. Meyer said Metro is actually piggy backing on
a CPW bid for network equipment. CPW’s bid was for
equipment and did not include a cost for installation. Mrs.
Meyer had to ask for installation cost from the vendors.
Currently Mrs. Meyer is waiting to hear back from one
vendor. As it stands right now Internetwork Engineering
will have the low overall bid with $24,919. Commissioner
Monaghan asked if that is just for installation. Mrs. Meyer
replied that is the total amount for equipment, taxes,
shipping and installation. Mrs. Meyer said there will be
other cost associated with the purchase of new network
equipment. Mrs. Meyer said the amount included in the
budget for fiscal year 08/09 is $45,000. Metro will still
incur cost for a new server at TSF, license fees, and
wiring. Commissioner Monaghan asked if Metro wanted to
present the final amount to the Commission at another
meeting. Mrs. Meyer said they can if that is easier, but
this was just to inform the Commission that Metro is piggy
backing on a CPW bid for network equipment. She did inform
the Commission that the current network equipment is failing
on a daily basis. Commissioner Monaghan asked Mrs. Meyer
what exactly she wants the Commission to approve. Mrs.
Meyer said the Commission approved spending $45,000 for new
network equipment and a new server at TSF as a part of the
budget for fiscal year 08/09. Commissioner Monaghan
reminded staff that any purchases over $10,000 still needs
to be approved by the Commission even though the item and
amount is included in the budget. Chairman Haynie said
staff is asking for the Commission to approve Internetwork
Engineering at a cost of $24,919 for the purchase of network
equipment and installation of the equipment.
Commissioner Monaghan made a
motion to purchase the network equipment as presented;
Commissioner Hancock seconded, and the motion was
unanimously approved.
VIII.
Miscellaneous Administrative Matters
a.
Partnership
Chairman Haynie said the
Phoenix project is on a two year delay.
b.
Physical Inventory Reconciliation Report
The physical inventory
reconciliation report was given to the Commission as
information only.
c.
Fixed Assets Reconciliation Report
The fixed assets
reconciliation report was given to the Commission as
information only.
IX.
Old/Other Business
a.
Wilson Creek Bridge
Chairman Haynie said it
appears DHEC will not allow Metro to alter the wetlands area
by using the amphibious vehicle. Commissioner Monaghan
wanted to know why that particular route was chosen. Mr.
Waldrep said the spot that is downstream is closer but it is
not on Metro’s property. Mr. Daniel said the bottom line is
the whole area is wetlands. Commissioner Monaghan said
Metro could dump any leftover dirt from the expansion to TSF
there. Mr. Daniel said he does not think DHEC will allow
Metro to dump the dirt there. Commissioner Monaghan said
his hang up is in his opinion the Farm is not properly
supervised. He says it takes too much effort to go all the
way around checking on the employees.
b.
Commissioner Monaghan said he along with other
commissioners are interested in attending other meetings
(i.e. pre-bid, pre-construction, construction progress) so
please coordinate meeting dates with the Commission.
c.
Krah Pipe
Commissioner Monaghan
inquired about the shrink rate on the Krah pipe. Manager
Coleman said that is still being worked on. Commissioner
Monaghan inquired if Marion Boone was around to answer the
question. Mr. Daniel replied that Mr. Boone is teaching a
collection school class in Spartanburg and could not attend
the meeting. Manager Coleman said that has been discussed
at each progress meeting. He said Chandler is now storing
the pipe differently. Commissioner Hancock asked if the
pipes are not big enough. Manager Coleman said any round
pipe is a little bit shorter than it is wide. Manager
Coleman said a 5% variance is allowed based on pipe
specifics. He said the question is what is the allowed
variance for a 72 inch pipe. There has been two sections of
pipe that have been over 5%. Commissioner Monaghan said he
thought the sections were 7.5%. Commissioner Burke said
subsequently Chandler has come up with a solution. While
the pipe is lying in the field, Chandler is putting in
additional wooden supports to keep the pipe round while
sitting in the sun. Manager Coleman said Chandler is also
storing the pipe on its side.
d.
Problem on Herrin Drive
Commissioner Monaghan
inquired if Metro had heard anymore regarding the service
line on Herrin Drive. Mr. Daniel said he rode by a few
weeks ago to check because he had not heard anything. He
noticed some excavations where the service line is located.
e.
Furniture for TSF Expansion
Commissioner Monaghan
suggested that staff to look into using rectangle tables
instead of round tables in the training room. He said round
tables will take up more space. Mrs. Meyer said that was a
specification requested by Mr. Martin to use round tables.
She said Metro will be keeping the current tables.
Commissioner Monaghan said Metro will be able to seat less
people using the round tables. Mrs. Meyer said the round
table will seat 7 to 8 people where as the current tables
will seat 3 people. Commissioner Burke stated round tables
will seat more people. Mr. Moore said Metro looked at
several different scenarios of table arrangements to see
what would work the best. Manager Coleman said the round
table in the big training room will seat more people than
the rectangle tables.
f.
Kimbrook Subdivision
Manager Coleman said the
Kimbrook information is information that Metro received
after the packets were delivered. Staff has started
reviewing tapes of their collection system and they are
about half way finished. Manager Coleman said the
collection system appears to not be in bad shape. He said
assuming the second half of the tape is like the first half;
the money in their account should cover any initial repair
expenses. Staff will have a recommendation at the next
meeting. Chairman Haynie wanted to know how old were the
video tapes of their system. Manager Coleman said the tapes
were done in 2000 or 2001. Mr. Daniel said Metro videoed
all subdivisions right after they took over the sewer system
from CPW. He said Metro does not receive a lot of calls
from the Kimbrook area so he is assuming there are no major
problems with their collection system. Mr. Daniel said if
Metro did agree to take over their system he wanted to video
the lines again. Manager Coleman said Mr. Daniel did
comment to him that the pipes look structurally sound. Mr.
Daniel said each service line connection has a hammer tap
and he has seen three repairs that need to be made from
looking at 15 sections of videos. Commissioner Monaghan
asked if Metro was going to look at the entire system. Mr.
Daniel responded they are looking at the entire system.
Commissioner Monaghan said he wants staff to look at the
entire system before the Commission considers taking over
the system. Chairman Haynie wanted to know how old is
Kimbrook subdivision. Mr. Daniel said it was developed in
the 1960’s. Chairman Haynie asked if the pipe is that old
too. Mr. Daniel said clay pipe if it was bedded right does
not wear out. Commissioner Burke said he would like the
opinion of staff and Metro’s attorney on some of the
contingencies listed. Manager Coleman said this was just
for information purposes; staff does not have a
recommendation at this time.
X.
Commissioner Monaghan made a motion to go into
Executive Session to discuss a personnel
matter; Commissioner
Hancock seconded, and the motion was unanimously approved.
XI.
The meeting returned to open session. No action was
taken during executive session.
XII.
Eagles Harbor
Chairman Haynie stated the
Commission has a resolution and petition to County Council
for the expansion of the Metro District to include all lots
and parcels of land comprising the Eagle’s Harbor
Subdivision within Greenwood County, including sufficient
property to achieve contiguity with the existing boundary of
Greenwood Metropolitan District. A signed copy of the
resolution and petition is included as attachment A.
Commissioner Hancock made a
motion to sign the resolution and petition; Commissioner
Burke seconded, and the motion was unanimously approved.
XIII.
48” Pipe replacement project along Wilson Creek
Chairman Haynie said the
Commission has a proposal from Design South Professional,
Inc. to design a 950’ section of sewer trunk lines. The
Commission has discussed allowing Design South to design
this project using ductile iron pipe and using Krah pipe as
an alternative. Chairman Haynie said the proposal from
Design South is $32,500.
Commissioner Monaghan made a
motion to accept the proposal from Design South
Professionals, Inc using ductile iron pipe and using Krah
pipe as an alternative; Commissioner Hancock seconded, and
the motion was unanimously approved.
XIV.
Eagles Harbor Public Hearing
Chairman Haynie stated Metro
will have representatives at the County Council Public
Hearing to address any questions that may arise. Metro
wants to make sure the property owners and County Council
understand exactly how the project will be financed with the
combination of money from the developer, front foot
assessment, the State, property owners, etc. Mr. Andy
Popoli addressed the Commission. He said the majority of
people want to have sewer. The 14 property owners that
voted no, it is because they have already spent their money
to have an engineered design system installed. Metro has
heard from one property owner already who is not in favor of
the annexation. Chairman Haynie said at this point Metro
does not have any control over the annexation. He said it
will be up to County Council to make that decision.
Chairman Haynie said after that it will depend on the
agreements subsequent to the annexation. The final reading
of the annexation will be held pending the outcome of the
arbitration. Chairman Haynie said the Commission made its
decision based on the information provided by Eagles
Harbor. Commissioner Monaghan said he is not concerned
about the project, but if the property owners know all of
the associated cost (transmission fees, monthly sewer rate,
monthly grinder pump charge for a low pressure system,
monthly meter charge, capacity fees, etc). Commissioner
Monaghan said he has asked Manager Coleman to write a letter
to the Homeowner Association detailing the charges that each
property owner could expect. Mr. Popoli said yes, all
property owners are aware of the cost. He said the property
owners have approved spending up to $1.5 million on their
collection system. Mr. Popoli said they estimated what the
cost would be. Commissioner Monaghan said the estimated
cost is never the final cost. Mr. Popoli said they informed
property owners that the connection from their house to the
tap is the property owner’s responsibility. Mr. Griffin
said they have tried to be very clear to the property owners
about the estimated cost. Commissioner Monaghan said the
fees could be higher by the time the property owner connects
to the sewer system. Mr. Griffin thanked the Commission for
their help in the matter.
XV.
With no further business, the meeting was adjourned.
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