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Commission Minutes
GREENWOOD METROPOLITAN DISTRICT
MINUTES OF THE
September 24, 2008
Regular meeting
The regular meeting of the
Greenwood Metropolitan District Commission was held
Wednesday, September 24, 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 Paige
Holley
Commissioner Byron Smith,
Vice Chairman George Martin Bill Moore
Commissioner Gene Hancock,
Secretary Wayne Daniel Chris Trainor
Commissioner Michael G.
Monaghan
Gayle Grogan Danny Ware
Commissioner Henry
Watts Roy Hemphill
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.
Mr. Martin gave the invocation.
III.
Wilson Creek Upgrade
Mr. Danny Ware of Davis and
Floyd, Inc. (D&F) distributed a change order summary sheet
to the Commission. He asked the Commission if they would
like to receive the monthly report via email before the
Commission Meeting. Chairman Haynie stated he likes to be
able to review the report before the meetings. Minutes of
the monthly progress meeting were distributed. Mr. Ware
said the construction is moving along nicely. The
contractor will be concentrating on the influent pump
station, clarifier #4, BNR #1, the main electrical building
and the UV system for the next three weeks. The overall
construction schedule has not changed. The contractor is
showing the end date of construction as May, 2010. Mr. Ware
had two change orders to present to the Commissioners.
Change order #9 is adding power to the flushing water pump
station at the UV structure. The cost of this change order
is $10,000. Change order #10 is relocation of the UV
control panel. Mr. Ware included a picture of the area to
show the location of the control panel. Chairman Haynie
inquired if trucks will be backing into the area. Mr. Ware
responded currently trucks are backing in to unload the
sulfur dioxide, but will not have to back in once the UV
system is in place. Manager Coleman said this is an item
that Mr. Pohlman and Mr. Peeler noticed and recommended that
the control panel be moved. Commissioner Monaghan asked if
this change order needed to be acted on very soon. Mr. Ware
responded that this item needs to be acted on now. Chairman
Haynie asked if it would be cheaper to have a guard of some
sort installed. Commissioner Monaghan wanted to know what
was management’s recommendation. Manager Coleman said he
thought it was not necessary. Commissioner Monaghan said in
the future he would like to see a staff recommendation on
the change orders. Pictures of the construction were
described.
Commissioner Monaghan made a
motion to approve Change Order #9 in the amount of $10,000;
Commissioner Watts seconded, and the motion was unanimously
approved.
Commissioner Burke made a
motion to deny Change Order #10; Commissioner Hancock
seconded, and the motion to deny was unanimously approved.
IV.
TSF Expansion Update
Mr. Bill Moore of D&F gave
an update on the expansion progress. The contractor has
sent a revised schedule. The projected completion date is
still February, 2009. The contractor has made good progress
because of the good weather. All interior and exterior
studs are up. The contractor has done a lot of the roughing
in for the utilities. Mr. Moore said over the next few
weeks the contractor will be working on the same items; it
will be close to November before the contractor starts
working on the next big item. There are no new change
orders to present. Mr. Moore said the contractor is
approaching 50% of the contract time.
V.
Commissioner Watts made a motion to approve the
August 27, 2008 minutes
as amended; Commissioner
Hancock seconded, and the motion was unanimously
approved. Chairman
Haynie abstained for voting since he was not present at the
August 27th
meeting.
VI.
Commissioner Hancock made a motion to approve the
minutes for the August 27, 2008
Public Hearing
for the Sewer Rates and the minutes for the August 27, 2008
Public
Hearing for the Capacity Fee; Commissioner Watts seconded,
and the motion
was unanimously
approved.
VII.
Financial Report
Chairman Haynie asked if
Manager Coleman had any comments regarding the August
financial information. Manager Coleman said some of the
items are June expenses that were paid in July but will be
backed out once the audit is completed. Commissioner
Monaghan said it would be fine with him if the monthly
department statements were no longer included in the
packets. The Commissioners were in agreement that starting
with the September financial statements the monthly
department reports will no longer be included. Commissioner
Monaghan wanted confirmation that the grinder pump fees were
not included in the proposed sewer rate increases. Mr.
Martin said they were not included. Manager Coleman said
after three years Metro was going to see if the rate needed
to be adjusted. Chairman Haynie said Metro is currently in
the third year. Commissioner Monaghan asked if the
information that Mrs. Grogan sent him on the $31.6 million
bond and the projected cost was for this fiscal year only.
Mrs. Grogan said that is interest only and Metro is only
paying interest this fiscal year. Commissioner Monaghan
asked if Metro is paying the principle. Mrs. Grogan replied
Metro does not start paying principle until 2012. She said
the interest for one year is $1.4 million.
VIII.
Action Items
a.
Consideration of Request from Mr. Jim Leo
Mr. Leo filled his pool and
would like an adjustment on the sewer portion of his CPW
bill. He was charged the sewer cap amount of $63.61.
Metro’s policy states that GMD will not make a reduction in
costs for the filling of pools. Staff recommends that the
request be denied. The Commissioners were all in agreement
that Metro will not adjust his bill.
b.
Consideration of Wording Change on the Service Line
Policy
The current verbiage is
“Home owners are responsible for the maintenance and repairs
of service lines from the house to the publicly owned sewer
line. GMD will not relieve any service line stoppages
either on private or public property. GMD will make repairs
to damaged pipe only in the area under paved State, County
or City owned sidewalks and roadways.” The proposed
verbiage is “Home owners are responsible for the
maintenance and repairs of service lines from the house to
the publicly owned sewer line. GMD will not relieve any
service line stoppages on private or public property. If
the problem appears to be under a publicly owned paved area
it is the responsibility of the home owner to prove the
problem is in fact under the pave area. GMD will make
repairs to service lines located under paved State, County
or City owned sidewalks and roadways.” Commissioner
Watts had a question on making the homeowners prove where
the problem is. Mr. Martin said Metro has always had the
policy of the homeowners are to prove where the problem is.
He said the previous policy said “damaged” pipe and the new
policy says if it is under a paved publicly owned area Metro
will be responsible for repairs. Commissioner Monaghan
wanted to know the procedures Metro follows for when a
customer reports a sewer problem. Mr. Martin and Mr. Daniel
explained the steps and procedure followed.
Commissioner Watts made a
motion to change the service line policy to Home owners
are responsible for the maintenance and repairs of service
lines from the house to the publicly owned sewer line. GMD
will not relieve any service line stoppages on private or
public property. If the problem appears to be under a
publicly owned paved area it is the responsibility of the
home owner to prove the problem is in fact under the paved
area. GMD will make repairs to service lines located under
paved State, County or City owned sidewalks and roadways.”;
Commissioner Hancock seconded, and the motion was
unanimously approved.
c.
Kimbrook
Commissioner Hancock asked
if the money had been transferred over to Metro. Mr.
Hemphill said Kimbrook has not done anything yet. He will
meet with the Kimbrook Commissioners to discuss the
indemnification.
d.
Rates
Manager Coleman said the
sewer rates will need to be voted on in enough time for CPW
to program the new rates and for Metro to check the bills.
Commissioner Monaghan wanted to know if Metro would need to
have another public hearing if Metro decides to adopt the
rates that do not have an increase on the meter charge.
Commissioner Hancock said yes, Metro would need another
public hearing. Manager Coleman said Metro would need
another public hearing if they do not adopt the advertised
rates. Commissioner Monaghan said he will vote against the
rate increase if the base charge rate is increased. He said
if the Commission should decide to go with his proposal
Metro will need to have another public hearing.
Commissioner Monaghan stated the increase of the base charge
disproportionately impacts low to medium income and senior
citizen customers. His view is if the customers use the
water then they should pay for it. Commissioner Monaghan
does not think that Metro should adversely impact low income
and seniors by constantly raising the base rate. He does
not disagree that Metro needs to raise the rates because
Metro added money to their reserve account. He said if that
is the rate proposal he will vote against it.
IX.
Miscellaneous Administrative Matters
a.
Report from the Partnership / Economic Alliance
Chairman Haynie said the
annual meeting was Friday. It was announced at this meeting
that Greenwood would be getting a call center.
X.
Old/Other Business
a.
Assets Identification Tags
Commissioner Monaghan asked
for a status update on the asset identification tags. Mr.
Martin said he and Mrs. Grogan have been working on that and
it should be finished within three weeks.
b.
Vehicles
Commissioner Monaghan wanted
an update on the vehicles that Metro sent to auction. Mrs.
Grogan said she has sent off the titles and Metro is waiting
to receive the checks.
c.
Cap Amount
Commissioner Monaghan asked
if the information he requested is available. Manager
Coleman said that information was handed out before the
meeting. He said the information is based on calendar year
2007. Commissioner Monaghan wanted to know how many sewer
customers use more than 12,000 gallons of water. Manager
Coleman will provide that information to the Commissioners
by the next meeting. Commissioner Monaghan is questioning
if the cap amount of 2300 cubic feet is too high. He would
like to see the cap amount lowered to 1700 cubic feet.
Commissioner Burke said all plants and houses are based on
12,000 gallons. Commissioner Monaghan said a normal
household average consumption is 6,000 gallons per day.
d.
Grievance Procedure
Commissioner Monaghan wanted
to know if Metro has compared their grievance policy with
CPW’s policy. Mr. Martin replied they are currently working
on it.
e.
Audit Entry
Commissioner Monaghan asked
if Metro is still looking for an answer on the audit entry
concerning the County. Manager Coleman said the answer he
received from the auditor is this entry was to adjust the
millage account to balance with the County’s books.
f.
Section 8 Housing
Commissioner Monaghan asked
if Metro found out if the County is responsible for Section
8 Housing. Mr. Martin said Mr. Charlie Barrineau is
checking on this for him.
g.
Bond from County
Commissioner Monaghan wanted
to know if Metro was going to issue a bond from the County.
Chairman Haynie said Metro is going to issue another bond.
Commissioner Monaghan wanted to know when the money would
become available. Manager Coleman said the General
Obligation Bond (GO Bond) amount will be determined once
Metro received the updated tax assessment from the County.
Metro would take 8% of the tax assessment amount to
calculate the maximum amount of debt that could be issued;
that number would be subtracted from the amount of current
outstanding debt of the bond issuance. Manager Coleman said
the amount he calculated a few months ago was barely under
$1 million. GO Bonds are used to extend trunklines. The
anticipated amount will be close to the cost to extend the
trunkline up toward the Virgin Heights area. Chairman
Haynie said his reasoning for keeping Metro’s GO debt to the
maximum is that account tends to accumulate funds that if
Metro does not use it the County will take that money to
reduce the tax millage. Manager Coleman said once Metro
knows the tax assessment it could take 2 months to issue the
GO Bond. The bond will be issued this fiscal year not the
calendar year.
XI.
Commissioner Smith made a motion to go into Executive
Session to discuss
a personnel matter and
receive legal advice; Commissioner Hancock seconded, and
the motion was unanimously
approved.
XII.
The meeting returned to open session. No action was
taken during executive session.
XIII.
IT Manager
Commissioner Hancock said he
would like to receive more information. He would like to
see the cost benefit analysis of Metro hiring an IT
Manager. Mr. Martin will provide that information to the
Commission at the next meeting.
Commissioner Smith made a
motion for Metro to proceed with hiring of an IT Manager;
Commissioner Burke seconded, and the motion was approved.
Commissioner Hancock and Commissioner Monaghan voted against
the motion.
XIV.
With no further business, the meeting was adjourned.
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