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Commission Minutes
GREENWOOD METROPOLITAN DISTRICT
MINUTES OF THE
October 28, 2009
Regular meeting
The regular meeting of the
Greenwood Metropolitan District Commission was held
Wednesday, October 28, 2009 at 3:00 p.m., in the Commission
Room of Greenwood Metropolitan District’s Emmett Brooks
Facility, 110 Metro Drive, Greenwood, SC 29646.
In attendance:
Commissioner Michael G.
Monaghan, Chairman Richard Coleman Marsha Meyer
Commissioner Tim Burke, Vice
Chairman George
Martin Michael Nix
Commissioner Byron Smith
Doug
Bell Brian Waldrep
Commissioner Bob Haynie
Ken
Davis Danny Ware
Gayle
Grogan Tony
Williamson
Paige Holley
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 Plant Upgrade
Mr. Danny Ware of Davis and
Floyd updated the Commissioners on the status of the upgrade
at the Wilson Creek Plant. The concentration of the work is
on constructing BNR #2. The bottom slab is poured. Most of
the work is concentrated on pouring the interior and
exterior walls of the BNR unit. The contractor is working
on the foundation for clarifier #3. The contractor is
finishing setting and installing all of the equipment for
clarifier #4. Clarifier #4 should be ready for operations
shortly. The weather and rain has been a challenge for the
contractor over the past month. The contractor is on
schedule. Mr. Ware presented 3 change orders for the
Commission to consider.
Change Order #32
Remove/Replace unsuitable
sub grade material at BNR #2. Cost is $15,785.20.
Change Order #33
Remove/Replace unsuitable
sub grade material at Clarifier #3. Cost is $5,416.16.
Change Order #34
BNR Electrical Building HVAC
Modifications. Cost is $33,890.72.
Commissioner Haynie made a
motion to approve all three change orders for a total cost
of $55,092.08; Commissioner Smith seconded, and the motion
was unanimously approved.
Commissioner Burke reminded
Mr. Ware that he should contact Manager Coleman for change
orders that need immediate action. Manager Coleman could
then contact the Commissioners for their approval and the
Commissioners would ratify those change orders at the next
meeting.
IV.
Minutes
Commissioner Burke made a
motion to approve the September 23, 2009 Regular Meeting
minutes as mailed; Commissioner Smith seconded, and the
motion was unanimously approved.
V.
Financial Reports
a.
Greenwood Capital
Mr. Michael Nix of Greenwood
Capital gave a report on the District’s portfolio. The
1081B account is the Reserve Account. Greenwood Capital has
started putting letters behind their account numbers for
internal control. Page 1 represents the bonds that have
been called or matured during the last quarter. Page 2 and
3 list the current assets in the account. Chairman Monaghan
asked if the cash not invested was in anticipation of a
payment. Mr. Nix said they will hold some cash in the
account to meet any short term liquidation needs. Page 4 is
the performance report for the account. Mr. Nix noted the
negative amount in the unrealized gains is due to changes in
interest rates. Greenwood Capital believes the interest
rates will increase over the next twelve months. They are
currently investing in short term bonds. The Capacity
Account (1082B) starts on page 5 with bonds that have
matured during the last quarter. Page 6 lists the current
assets in the account. Chairman Monaghan would like for
Manager Coleman and Mr. Nix to develop a plan to draw this
account down to the approved lower balance of $200,000 per
the April 22nd Commission Meeting. A plan will
be presented at the next meeting. The performance report
for the 1082B Account is on page 7. Page 8 starts the 2008
Revenue Bond Proceeds Account (1893B). This account was
set-up to match the draw schedule for the Wilson Creek Plant
Upgrade. Page 9 list the current standing of assets in the
account. The performance report is listed on page 10. Page
11 starts the County of Greenwood – Greenwood Metro 2009
Bonds Proceeds Account (1998B) and it list the bonds that
have matured since last quarter. Page 12 lists the current
assets in the account. The performance report for this
account is listed on page 13. Chairman Monaghan asked about
the Build America Bonds. Mr. Nix said state statute does
not say that Metro or CPW can invest in those bonds. He
suggested for Metro and CPW to get a legal opinion from a
bond attorney concerning investing in Build America Bonds.
b.
GMD Finances
Commissioner Burke wanted to
know why hay sales are not listed as an income line item.
Mrs. Grogan said Metro budgets a certain amount for hay
sales. She will divide that amount into 12 equal amounts.
Chairman Monaghan asked if the hay along the fence is bad.
Mr. Martin said he thinks that it is sold. Mrs. Grogan said
she thinks Metro budgeted for the fiscal year $30,000 for
hay sales. Mr. Martin said Metro could add a line item to
the income for the budget for 2010/2011. Commissioner Burke
noted the utilities for the budget is over $55,000 year to
date. He asked if Metro has an explanation as to why it is
over by such a large amount. Manager Coleman said he will
check on this and report back to the Commissioners.
Commissioner Burke asked if the chemicals cost is over
budget because Metro is running multiple treatments. Mr.
Martin said he believes the chemical cost is from treating
odors at the low pressure system pump stations. Chairman
Monaghan inquired if Grant Revenue is a new line item. Mrs.
Grogan said that is a new line that was added because Metro
anticipates grant money from the Seaboard Project. Chairman
Monaghan said the monthly budgeted amount should be more
that what is currently being budgeted. Mrs. Grogan said she
knows she has sent information to Mrs. Ruth LaForge, but
there have been no payments for that project. The
reimbursement amount is spread though out the fiscal year.
Chairman Monaghan asked if this is the amount Metro
anticipates receiving by the end of the fiscal year. Mrs.
Grogan said the $79,000 was what she anticipated receiving
this month. Chairman Monaghan asked if this is the proper
place to show grant revenue. Commissioner Haynie said Metro
could treat it like a reimbursement for expense. Mrs.
Grogan said she could show it like she does the City Pond
reimbursement. Manager Coleman informed the Commissioners
that the property taxes amount in the County budget is
projected to be less than the $1.7 million that was budgeted
and requested. He wanted to know if the Commissioners want
to change the budget to reflect the amount Metro is
projected to receive. Chairman Monaghan said Metro needs to
make the budget as realistic as they can. Chairman Monaghan
wanted to know which bond paid for the City Pond Project.
Commissioner Burke said the City Pond Project was paid out
of the Reserve Account. Chairman Monaghan wanted to know
why. Commissioner Burke said Metro was trying to draw down
the Reserve Account per the Commissioners request. Chairman
Monaghan said the City Pond payments were supposed to come
out of the 2006 Revenue Bond. He said the Turner Branch
Project payments are to come from the 2009 GO Bond.
Chairman Monaghan asked if there was not enough money in the
2006 Revenue Bond to pay for City Pond. Mrs. Grogan said
Metro used all of the funds out of the 2006 Revenue Bond.
Chairman Monaghan said City Pond Project was $1.6 million;
half of that project was paid by CPW. He wanted to know how
much money from the 2006 Revenue Bond was allocated to the
City Pond Project. Mrs. Grogan said all of City Pond was
paid for from the Reserve Account. Commissioner Haynie said
the $242,000 is money spent this fiscal year from the
Reserve Account. Chairman Monaghan wanted to know if bond
money is available for projects, why does Metro take money
from the Reserve Account to pay for projects. Mrs. Grogan
said normally the projects are designated to be paid from a
certain fund. She takes money from the designated fund to
pay for the project. The City Pond Project was designated
to be paid from the Reserve Account. Mrs. Grogan said if
the project is not designated it comes out of the Reserve
Account. Chairman Monaghan said Metro should use money from
the GO Bonds and the Revenue Bonds first. He said Metro
does not want to pull down the Reserves prematurely.
Chairman Monaghan asked for Manager Coleman to look into
this. He said if Metro does not have enough money in one
bond they can take the money from another bond.
Commissioner Haynie said Metro can only use bond money to
pay for projects that are designated to be paid from the
bond when it was issued. Chairman Monaghan said yes Metro
can; CPW does it all the time. Manager Coleman said when
the bonds are issued Metro has to state which projects are
being paid from the bond money. He said if Metro were to
pay for some items regarding the projects out of the
reserves, then Metro could reimburse themselves once the
bond is issued. Chairman Monaghan said if Metro has
allocated projects A, B, C, D and E to be paid from a
certain bond and projects A, B, C and D cost more and there
is no money left to pay for project E does that means that
Metro cannot over spend on the projects. Manager Coleman
said no, unless an amended bond allows Metro to do that.
Chairman Monaghan would like for Metro to look into spending
bond money on projects that were not listed when the bond
was issued. Commissioner Haynie said Metro could do an
amendment on the bond or Metro could use the money to pay
for principle and interest. Commissioner Burke said he
thinks Chairman Monaghan is saying “instead of doing that;
could Metro use the remaining money to pay for other
projects”. Chairman Monaghan said if there is money left
and all of the “marked” projects are paid for; can Metro use
the remaining money to pay for other projects. Commissioner
Haynie said Metro could amend the bond or use the money to
pay the principle and interest on the bond. Chairman
Monaghan said at CPW they use the remaining bond money to
pay for other projects. Manager Coleman said he believes
the money has to be spent on the identified projects the
bond was issued for. He said the projects have to be
related to the projects that are described in the bonds.
Chairman Monaghan wanted to know how close the relationship
has to be. Manager Coleman said he does not think Metro
writes their bonds the same way that CPW does. Chairman
Monaghan asked for Manager Coleman to check with CPW to find
out the language they use for bonds. Commissioner Haynie
asked for Manager Coleman to check with the bond attorney.
Chairman Monaghan said before Metro depletes the Reserves
there needs to be a study and logical exercise done.
Commissioner Burke said he believes Metro has already done
that. Chairman Monaghan said he does not believe that has
already been done. Commissioner Burke said the study that
was done two years ago had planned to draw the Reserves
Account down. Commissioner Haynie wanted to know if Metro
generates the County Treasurer Funds Reports or if it comes
from the County. Mrs. Grogan said she generates the County
Taxes Budget/Actual FY 10 and the County Treasurer Funds
Report FY 09-10 Activity Reports. He asked for those
reports to follow each other in the packet. Commissioner
Haynie wanted to know why interest is not reported. Mrs.
Grogan replied she is not sure why Metro is not receiving
interest, but she knows Metro is getting a monthly report
with no interest being reported at this time.
c.
Capacity Fees – Collections
Chairman Monaghan wanted to
know why Metro has not collected outstanding Capacity Fees.
Chairman Monaghan asked why Metro could not collect from the
prison for over four years. Manager Coleman said that is a
Capacity Fee that was originally billed to Davis and Floyd
because they were the ones who applied for the permit.
Metro recently found out the bill needed to go to the prison
and a new invoice has been issued. Chairman Monaghan asked
for the Capacity Fee report to be included with the
financial information from now on. Mrs. Grogan said these
are the only Capacity Fees that are outstanding; there are
some projects that are on hold or being paid monthly.
Manager Coleman said the invoice is not due until the tap is
made for service and that is the way the Capacity Fee letter
is written. Chairman Monaghan said he thought the developer
has to pay the Capacity Fees upfront. Mr. Martin said the
developer has to pay the Capacity Fee before any services
are commenced. Mr. Martin said Metro will take a more
aggressive look at the Capacity Fees. Chairman Monaghan
wanted to know when the revised invoice for the prison was
issued. Mrs. Grogan said that was issued on October 22nd.
Chairman Monaghan directed Manager Coleman to contact the
head of the prison to see when Metro can expect to receive
payment.
VI.
Action Items
a.
GIS Server Implementation
Mr. Davis explained what
Metro originally contracted BP Barber to do for the GPS
system. Chairman Monaghan wanted to know how much Metro
spent for BP Barber to GPS all manholes. Mr. Martin said
around $700,000. Mr. Davis explained the difference between
GIS and GPS. Mr. Davis held meetings with representatives
from BP Barber and GST Consulting to discuss the services
Metro needs and wants the GIS server to handle.
Commissioner Haynie wanted to know the budget amount. Mr.
Davis replied Metro budgeted $81,400. Mr. Martin said Metro
wants to use this information and system more than for
maps. Metro will be able to include a history of the
manholes and lines for future references. Metro does all
the GPS now in-house. Chairman Monaghan asked if BP Barber
would be available to assist Metro 365 days while GST is
only available for 20 days. Mr. Davis said yes, this is
after the initial training from them. Metro feels that 20
days are an adequate amount. Chairman Monaghan said under
GST it would be more expensive than $12,300 for professional
support. Mr. Davis said Metro does not want the contractor
to be here 365 days a year. He said if the contractor has
to be at Metro that much then the contractor did not
initially do what Metro wanted them to do. Commissioner
Haynie asked if the 160 professional support hours from GST
is enough to provide the support Metro needs for the
system. Mr. Davis said yes. Staff recommends using GST
Consulting for $67,000.
Commissioner Haynie made a
motion to approve GST Consulting in the amount of $67,000
for implementation of the GIS server; Commissioner Burke
seconded, and the motion was unanimously approved.
b.
Requests to receive furniture bids for Wilson Creek
Administrative Building
Mrs. Meyers said she used
the same process for the Wilson Creek Administrative
Building furniture as she did for the expansion of this
building. She is asking for the Commission’s approval to
proceed with bid process for the Wilson Creek Administrative
Building furniture. Preliminary quotes were received, one
at $12,000 the other at $15,000. Commissioner Haynie asked
if this was a budgeted item. Mrs. Meyer said no, this is
not a budgeted item. She thinks the bids will come in lower
than the estimated quotes. Commissioner Haynie wanted to
know if Metro did not anticipate the need for new
furniture. Mr. Martin said no, Metro did not. Commissioner
Smith asked Metro estimate cost for the new furniture. Mrs.
Meyers said she estimated the furniture to cost around
$10,000.
Commissioner Smith made a
motion to allow staff to proceed with obtaining the
furniture bid for the Wilson Creek Administrative Building;
Commissioner Burke seconded, and the motion was unanimously
approved.
VII.
Old/Other Business
a.
Ninety Six Invoice
Mr. Martin explained to the
Commissioners that Metro was asked to TV some lines in
Ninety Six by the Ninety Six School District. Metro has
created an invoice of the costs. Mr. Martin asked the
Commissioners if they wanted Metro to send the invoice to
Ninety Six. All of the Commissioners were in agreement to
send the invoice to Ninety Six.
VIII.
Commissioner Smith made a motion to enter into
Executive Session to discuss a legal matter; Commissioner
Burke seconded, and the motion was unanimously approved.
IX.
The meeting was returned to open session. Chairman
Monaghan reported no action was taken in Executive Session.
X.
With no further business, the meeting was adjourned.
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