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Commission Minutes
GREENWOOD METROPOLITAN DISTRICT
MINUTES OF THE
december 3, 2009
Regular meeting
The regular meeting of the
Greenwood Metropolitan District Commission was held
Thursday, December 3, 2009 at 3:30 p.m., in the Commission
Room of Greenwood Metropolitan District’s Emmett F. Brooks
Facility, 110 Metro Drive, Greenwood, SC 29646.
In attendance:
Commissioner Michael G.
Monaghan, Chairman Richard Coleman Paige Holley
Commissioner Tim Burke, Vice
Chairman George Martin Marsha Meyer
Commissioner Gene Hancock,
Secretary Carol Clark Brian
Waldrep
Commissioner Byron Smith
Gayle Grogan
Danny Ware
Commissioner Bob Haynie
Roy Hemphill
Tony Williamson
Commissioner Henry Watts
I.
Chairman Monaghan 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 Administrative Building Furniture Bids
Bidder Amount
FSI
$18,413.55
ThatWorks
$22,295.06
Young
Office $18,308.75
Staff will review the bids
to assure compliance with the specifications. If the bids
are in compliance, the bid will be awarded to the
responsible low bidder at the next Commission Meeting.
IV.
Wilson Creek Plant Update
Mr. Danny Ware of Davis and
Floyd updated the Commissioners on the status of the Wilson
Creek Plant upgrade. The concentration of work has been on
BNR #2, clarifier #3 and the Administrative Building. Mr.
Ware said clarifier #4 is complete with the exception of
grouting the bottom. The structure is filled with water to
protect it from floating during rain events. Mr. Ware
presented one change order for the Commission to consider.
Commissioner Burke asked that Mr. Ware provide Metro with a
list of all parts and/or supplies from the contractor they
should expect to receive once the upgrade is completed.
Chairman Monaghan asked Mr. Ware to estimate the total cost
of the Administrative Building. Mr. Ware said he will go
back to check the pay schedule that has it broken down by
structure. He estimated the cost to be $400,000 and this
does not include any of the change orders for the
Administrative Building.
Change Order # 35
Administration Building
Changes. Increase door width in locker room by 8” at a cost
of $799.83 plus changing to low profile exit signs at a cost
of $1,587.88. Total amount of the change order is
$2,387.71.
Commissioner Burke made a
motion to approve Change Order #35 for $2,387.71;
Commissioner Hancock seconded, and the motion was
unanimously approved.
V.
Minutes
Commissioner Burke made a
motion to approve the October 28, 2009 Regular Meeting
minutes as mailed; Commissioner Smith seconded, and the
motion was unanimously approved.
VI.
Financial Report
Commissioner Burke wanted to
know what the “other income” items were and their amounts.
Mrs. Grogan said the items that are included in “other
income” are listed on page 21 plus the CPW City Pond
reimbursement. Chairman Monaghan asked if the reports could
be on an excel spreadsheet so the column headings can be
frozen. Mrs. Grogan said the income statement comes
straight from Peachtree. Chairman Monaghan wanted to know
what Pump Station Maintenance Receivables were. Mrs. Grogan
said that is the yearly charge to the County for Metro
maintaining the three pump stations at the Landfill.
Chairman Monaghan wanted to know if the “investment
gains/loss” line item was realized or unrealized. Mrs.
Grogan said she would need to check with Mr. Michael Nix of
Greenwood Capital. Chairman Monaghan said if it is not
realized then Metro should not have it listed. Chairman
Monaghan asked for Manager Coleman to check to see if the
investment gains/losses are realized or unrealized.
Chairman Monaghan inquired if the bond interest amount
should be shown as a negative number. Mrs. Grogan said she
would check. Chairman Monaghan inquired why debt interest
is listed twice. Manager Coleman said the sub-heading that
are bold are set-up as subtotals for the items that are
listed above them. He said Debt Interest currently only has
one line item. Chairman Monaghan asked if the number should
be shown as a negative number. Manager Coleman said income
is shown as a plus and expenses are shown as a negative
number. Chairman Monaghan said Metro is showing
depreciation as a negative number. Mrs. Grogan said that
line is only showing the amount of depreciation. Metro
takes the net operating income adding the income and
subtracting the interest amounts and depreciation to get the
net revenue (loss). Chairman Monaghan said he understands
what Mrs. Grogan is doing but thought if the amount is
negative it should be bracketed. Chairman Monaghan asked
for an explanation on the County Treasurer Funds Activity
Report. Mrs. Grogan said last month it was requested that
the millage report be combined. Commissioner Haynie said
there were two separate sheets within the financial report
and he asked that they be combined. Chairman Monaghan asked
if the County calculates the millage amount. Manager
Coleman said Metro provides the County with the amount
needed for debt retirement and estimates how much money will
be received each month. Chairman Monaghan wanted to know
how Metro calculated the monthly estimate. Manager Coleman
said the majority of the money comes in the December and
January and about 1% for the other 10 months. Chairman
Monaghan wanted to know if there was a reason Metro is
behind. Manager Coleman said the County set the millage
rate at 5 mils which is expected to bring around $1.1
million in tax revenue. Commissioner Haynie stated that the
tax notices are late going out again this year. Manager
Coleman said the budget was based on the Resolution the
Commission adopted. He said in theory the tax revenue
should equal the amount of money stated in the Resolution.
Commissioner Haynie said the County sets the millage.
Manager Coleman said this year the County told Metro they
have taken into account the amount of money in the reserves
and set the millage at 5 mils which will bring the reserves
balance to zero. Chairman Monaghan asked if the $482,505 is
all ear marked. Manager Coleman said that money will make
up the differences between the 5 mils and the debt
retirement. Chairman Monaghan said he does not remember the
Commissioners being asked to approve reimbursements to the
O&M account. Manager Coleman said when a project is started
a Resolution is passed by the Commissioners allowing Metro
to reimburse themselves once the bond is issued. Chairman
Monaghan said at CPW the Commissioners approve a motion to
reimburse CPW for their expenses. Manager Coleman said
Metro has always passed the Resolution to reimburse
themselves. He said if Metro does not pass the Resolution
than they cannot reimburse themselves. Mr. Martin said he
believes Chairman Monaghan is talking about individual
reimbursements not the overall amount. Commissioner Haynie
said he does not know why Metro would need to do that. Mr.
Hemphill said the Resolution is where the Commissions have
decided to reimbursement themselves rather than have
subsequent actions to reimburse themselves. Chairman
Monaghan wanted to know how the Commission knows that Metro
is doing that. Manager Coleman said Metro reports it on the
project sheets. Chairman Monaghan wanted to know who
decides on the reimbursement and when Metro reimburses
themselves. Manager Coleman said once the bond is issued
and Metro has received the money, then Metro will add-up all
the invoices that were paid from the O&M account for that
project and reimburse themselves for that amount of money.
Chairman Monaghan wanted to know if Manager Coleman had
talked to Steve Reeves (CPW) to see how their bonds are
written. Manager Coleman said Metro can spend the money for
what the bond issue says the money can be spent for. Metro
could add an amendment to the bond to do another project.
Manager Coleman said Metro cannot issue the bond that says
they are going to spend the money on trunklines and then use
the money on vehicles or buildings. Chairman Monaghan said
that is different than what Manager Coleman was saying
before. Commissioner Burke said the vagueness of the
description within the bond allows Metro to do other
things. Chairman Monaghan wanted to know how vague can the
description be for the bonds. Manager Coleman said Metro
cannot be totally vague. Chairman Monaghan asked if Manager
Coleman has talked to CPW. Manager Coleman said he has
talked to the bond attorney but has not talked to CPW.
Commissioner Burke said as long as Metro is working within
the legal description of the bonds they are fine. Chairman
Monaghan wanted to know what Metro could do if any of the
bond money is left over. Manager Coleman said Metro could
apply that money towards the principle of the bond.
Chairman Monaghan asked if Metro could do another project.
Commissioner Burke said Metro could do another project if it
is for the same thing the bond was issued for i.e. trunkline
replacement. Chairman Monaghan wanted to know why Metro
puts project names on the bonds. Commissioner Burke said
that is the way the bond attorney writes the bonds.
Commissioner Haynie said the investors have a right to know
what Metro is going to do with the money. Manager Coleman
said Metro has to describe what they are going to borrow the
money for. Commissioner Hancock explained CPW has refunded
themselves with the leftover bond money. Mr. Hemphill said
the last Revenue Bond that he remembered being issued said
Wilson Creek Plant Upgrade and Trunklines Extensions. He
does not remember it list specifically the trunkline
extensions projects by name. Chairman Monaghan asked if
Metro should increase the “wiggle” room when the next bond
is issued. Commissioner Hancock said Chairman Monaghan
wants to widen the gray area of the bonds. Chairman
Monaghan said CPW bills Ascend (Solutia) every two weeks
because of their financial situation. Commissioner Watts
asked if they are paying their monthly bill. Manager
Coleman said yes. Commissioner Burke inquired if the amount
shown is their monthly bill amount. Mrs. Grogan said that
is it the amount they owe this month and it is not in
arrears. She said the amount varies from month to month.
Chairman Monaghan said that is what he is worried about.
Manger Coleman said Ascend (Solutia) has not been behind
since the bankruptcy. Chairman Monaghan said CPW had enough
concern about their bill that they (CPW) negotiated for
Ascend to pay weekly. Commissioner Hancock asked if Ascend
has been in arrears. Mrs. Grogan replied no. Chairman
Monaghan asked if Metro was worried about them not paying
their bill. Manager Coleman said Metro has been billing
them monthly and they have been paying their bill monthly.
Chairman Monaghan wanted to know how long Ascend has been
operating. Mr. Williamson said Ascend has been operating
since September. Chairman Monaghan asked that a column be
added on the Outstanding Capacity Fee Report to include what
action Metro is taking to collect the fee. Commissioner
Burke asked staff determine why the utilities for the month
of September were high. Manager Coleman said Metro is
spending more on power at Wilson Creek with the way it is
being operated. Commissioner Burke said he knew that was
the case with chemicals. Manager Coleman said the power
bill is the same too. Mr. Martin said Metro is running more
equipment at Wilson Creek to treat the wastewater that
caused the power bills to increase. Mr. Martin said Metro
has two major chemical expenditures one is for lime at the
Biosolids Facility and the other is for odor control at the
pump stations.
VII.
Action Items
a.
Resolution for SRF Loan
Mrs. Carol Clark provided
the Commissioners with an overview of the Resolution. She
explained the advantages of this loan to Metro. The total
amount of the loan is $558,223. The loan is to fund the
Spring Street Sewer Line Replacement Project. The amount is
paid back quarterly for twenty years roughly $33,000 per
year. Mrs. Clark said the $279,000 that is coming from the
State has interest at 3.5% and the remaining amount coming
from the stimulus money has zero percent interest.
Commissioner Haynie made a
motion to adopt the Resolution as presented; Commissioner
Hancock seconded, and the motion was unanimously approved.
VIII.
Other/Old Business
a.
Ninety Six Invoice
Chairman Monaghan wanted to
know if Metro sent the invoice to Ninety Six School
District. Mr. Martin responded yes.
b.
Insurance Claim
Chairman Monaghan wanted to
know if Metro filed an insurance claim for the power failure
at the pump station. Mr. Martin responded Metro checked on
that but the accident was classified as a hit and run and
the driver was unknown.
c.
Bi-Lo Gift Cards
Chairman Monaghan inquired
if Metro purchased the Bi-Lo gift cards in conjunctions with
CPW. Mr. Martin replied yes.
d.
New Water Connections
Chairman Monaghan inquired
if Metro has coordinated with CPW on notifying Metro of new
water connections. Mr. Martin said he is working on it.
Chairman Monaghan said if there is any programming charges
then Metro should pay the cost.
e.
Cannon Drive and Bell Circle
Chairman Monaghan wanted to
know if Metro had any new information on the collection
system for Cannon Drive and Bell Circle. Mr. Martin said he
has talked to Mrs. Jill Tarleton and there is no new
information to report. Commissioner Smith inquired about
how that grant was accepted. Mr. Martin said the grant is a
319 Grant to clean up Hard Labor Creek. The primary object
of the grant was to rehab septic tanks and service lines
and/or connect residences to sewer. Metro is still working
with Mrs. Tarleton. Commissioner Smith asked if the
residences understand Metro’s position. Mr. Martin
responded yes they understand. Mr. Martin said he explained
to Mrs. Tarleton the position of the Commission due to our
restrictions.
f.
Greenwood Christmas Parade
Commissioner Burke would
like for Metro to have a float in the Greenwood Christmas
Parade next year.
IX.
Commissioner Burke made a motion to enter into
Executive Session to discuss a personnel matter;
Commissioner Smith seconded, and the motion was unanimously
approved.
X.
The meeting returned to open session and no action was
taken.
XI.
With no further business, the meeting was adjourned.
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