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Commission Minutes
GREENWOOD METROPOLITAN DISTRICT
MINUTES OF THE
November 12, 2008
Regular meeting
The regular meeting of the
Greenwood Metropolitan District Commission was held
Wednesday, November 12, 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 Marion Boone Bill Moore
Commissioner Gene Hancock,
Secretary
Daniel Clark Jamie Peeler
Commissioner Michael G.
Monaghan
Wayne Daniel Steve Pohlman
Commissioner Henry Watts
Gayle Grogan Laurie Smith
Commissioner Tim
Burke
Roy Hemphill Brian Waldrep
Paige Holley Danny Ware
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.
TSF Expansion
Mr. Bill Moore provided the
Commission with an update on the expansion of the TSF
Building. There are no new change orders. All windows with
the exception of one have been installed. The ductwork
above the ceiling is 90% complete. The contractor has
started on the folding partition in the Board Room.
Renovations of some of the existing offices and rooms (i.e.
kitchen and server room) are under way. The Exterior
Insulation and Finish System (EIFS) will receive the final
coat of paint next week. Pay request #6 was received
October 31, 2008. The contractor’s plans for the next few
weeks include priming the sheetrock, complete the
installation of windows, complete the HVAC installation
above the ceiling and install the kitchen roof top equipment
hoods.
IV.
Wilson Creek Update
Mr. Danny Ware informed the
Commission of a power outage that occurred yesterday at the
plant around 4:00 pm. Testing of the switch gear on the new
generators was going on and somehow it caused the power to
the plant to shut down. The operators were able to get the
old generators running. Duke Energy had the power restored
to the plant by 5:30 pm. There was damage to some of the
new Gen-Set generators. Currently they are assessing the
damage. Commissioner Monaghan wanted to know what caused
this. Mr. Ware replied they are still investigating.
Commissioner Monaghan asked if the problem destroyed the
generator. Mr. Ware responded on one of the generators the
winding is damaged. Commissioner Monaghan wanted to know
how much are the generators worth. Mr. Ware replied the two
Gen-Sets are estimated to be worth $1 million. Commissioner
Monaghan inquired if any insurance claims will be made. Mr.
Ware said so far the manufacturer has indicated that they
are going to fix the problem. Manager Coleman said this may
affect the starting of the UV system. Commissioner Monaghan
wanted to know what the impact of not starting the UV system
would be. Mr. Ware said Metro is not under a consent order
nor do they have any regulatory requirements to use the UV
system. He said there is one train of the old chlorine
contact chamber is shut down for installation of the new UV
system. Commissioner Monaghan asked for an update on the
progress of the leak at the pump station. Mr. Ware said
they had a meeting yesterday and have a plan to repair the
leak.
V.
Commissioner Monaghan made a motion to approve the
October 8, 2008 meeting adding the article from the Index
Journal
on the October 8th
Commission Meeting; Commissioner Hancock seconded, and the
motion was unanimously approved.
VI.
Service Reports
a.
Engineering
Commissioner Watts noted
that Self Regional has taken action to correct the copper
violation. He wanted to know if Cooper Power was taking any
action to correct the zinc violation. Mr. Waldrep said
Cooper Power did not have a violation on their daily limit,
only on the monthly average and Metro will continue to
monitor them.
VII.
Action Items
a.
Consideration of Office Furniture Bids
Staff recommends that the
low bidder, Contract Interiors of Greenville, SC in the
amount of $113,658.85 be awarded the bid.
Commissioner Hancock made a
motion to award the furniture bid to Contract Interiors for
$113,658.85; Commissioner Smith seconded, and the motion was
unanimously approved.
b.
Consideration of Engineering Firms
Staff recommends that
Frazier Engineering be awarded the contract for engineering
services for trunk lines and rehabilitation projects.
Commissioner Watts made a
motion to approve Frazier Engineering as the firm to provide
engineering services; Commissioner Smith seconded, and the
motion was unanimously approved.
VIII.
Other/Old Business
a.
Audit
Chairman Haynie noted at the
last meeting a draft copy of the audit was distributed.
Mrs. Laurie Smith highlighted a few items in the draft audit
for the Commissioners. She said the audit team finished the
audit around the first of September. They are awaiting
information from the Economic Alliance. This information
does not have to be included in the audit. The report from
the independent auditors was unqualified opinion or clean as
to the fair presentation of the financial statements in
accordance to the general accepting accounting principles.
Mrs. Smith stated the report is lengthy because it is
Metro’s intent to submit the report to Government Finance
Officers Association (GFOA) for the certificate of
excellence. She directed the Commission to look at page 11
which is the statement of net assets. During this audit
period Metro issued $32 million in bonds which drove the
statement of net assets to look different from last year.
Total assets are up 27% compared to last year.
Commissioner Monaghan inquired about new construction. Mrs.
Smith replied on page 19 in the notes section it has
detailed information of the changes in net assets and that
includes construction in progress. Commissioner Monaghan
wanted to know how the auditors treated Wilson Creek
Construction. Manager Coleman said the upgrade is not added
to the assets until it is on-line. Mrs. Smith said it is
still in the “construction in progress” section.
Commissioner Burke asked if Wilson Creek Phase 1A is
included in the assets. Manager Coleman said Phase 1A is
included in the assets. Commissioner Monaghan asked if the
entire cost for Wilson Creek Plant Upgrade is included in
the construction in progress or only the amount paid as of
June 30th. Mrs. Smith said of the $32 million
issued in bonds the amount paid as of June 30th
is included in the construction of progress. Mrs. Smith
said the project is not added to the capital asset amount
and depreciated until the project or phase is complete and
operational. Mrs. Smith said Metro added $15.4 million in
capital assets, but depreciated $4.5 million. Mrs. Smith
said Metro has $52.6 million in cash in investments. Mrs.
Smith directed the Commission to the note disclosures on
page 17 & 18 of the audit report. These notes on page 17
show how short or long until they mature. The note on page
18 is a summary of cash investments. The investments and
deposits were tested as a part of the audit process. Mrs.
Smith noted on page 11 Metro did pay $900,000 of debt
through the course of the fiscal year. The total net assets
increased 1% from last year. The statement of revenue and
expenses is on page 12. The operational revenue was up
around $560,000 so the total operating revenue was up 6%.
The operating expenses were up $537,000 or 8%. This was
primarily from the increase in salaries and employee
benefits. Mrs. Smith will be available for any questions
from the Commissioners at a later time if needed. Elliot
Davis is working with Metro on the new accounting standards
for retired employee benefits (mainly health insurance).
Metro has selected to go with the Municipal Association.
This is a work in progress, but Metro will have to deal with
the new standard on the audit for June 30, 2009.
Commissioner Monaghan asked if there would be any political
relief because of its impact on the municipality. Mrs.
Smith said changes will happen, but she does not know if it
will be significant. Mrs. Smith said there is a new report
that she will discuss with the Commission when she brings
the final audit report. This report is more of a
communication on the responsibility of management and the
Board on oversight and the responsibility of the external
audit firm and what happens during the audit. Commissioner
Monaghan asked if that is a management letter. Mrs. Smith
said no it is not a management letter.
b.
Service Awards/Gift Cards
Commissioner Monaghan asked
if the service awards amounts are the same as last year.
Manager Coleman said yes the dollar amount is the same.
Commissioner Hancock made a
motion to provide all employees and Commissioners with gift
cards from Bi-lo and service awards to all employees as
presented; Commissioner Smith seconded, and the motion was
unanimously approved.
IX.
Commissioner Smith made a motion to go into Executive
Session to discuss a legal matter; Commissioner Hancock
seconded, and the
motion was unanimously approved.
X.
The meeting returned to open session. No action was
taken during executive session.
XI.
With no further business, the meeting was adjourned.
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