WORK SESSION

COMMISSIONERS OF PUBLIC WORKS

June 14, 2005

A work session of the Board of Commissioners of Public Works was held on Tuesday,

June 14, 2005, at 3:15 p.m., in the Boardroom of the Greenwood Commissioners of Public Works at 121 Court Avenue.

In attendance:

Gene P. Hancock, Steve D. Reeves, Jr., Denise Giannetti, Michael G. Monaghan, Kenneth M. Barnett, Mark Amick,

Henry O. Watts, Jeff Meredith, Ken Whittle, Jeff Auman     

I.          Chairman Monaghan called the meeting to order. The invocation was given by   Commissioner Hancock.

II.         Chairman Monaghan gave the statement of compliance with the notification provision of the Freedom of Information Act.

III.               Discussion Items:

A.     Mr. Reeves informed Commissioner Monaghan and Commissioner Watts of bids received on June 7 for improvements to the water treatment plant. He noted that Commissioner Hancock was the only Commissioner present at that bid opening. He stated that the low bid was $4,370,040.00; there were five total bids, and the other four were in a tight range between $4,818,000.00 and $4,972,000.00. Mr. Reeves added that notice was received from the low bidder later that he thought he may have made a mistake, but in his review he has declared that he did not. He stated that they are not ready for a recommendation right now, but will have one ready by the Monday meeting. The problem right now is that there is not that much money available through the bonds. We had $2.7 million plus from the water, and a little from Jeff Meredith who looked at projects that he will probably not get to do. The most that will be available will be around $2.9 to $3 million. The engineer will make a decision and recommendation probably to reject all of these bids and rebid the project with a couple of those projects deleted, or at least some of the scope of services changed significantly. Chairman Monaghan asked if the engineer underestimated the costs. Mr. Reeves stated that his estimate was around $3.5 million and added that a couple did not bid because of so much work going on.  He knew there was some negotiation we could do to reduce that, for instance, paving the roadway all the way down to the lake. That does not have to be done; we have lived with it like it is for all of these years. We could probably negotiate out a few hundred thousand dollars, but this is too much difference for us to try and negotiate. The engineer should have a recommendation by the Board meeting.

B.     Mr. Reeves stated that he had a request from the Salvation Army. He stated this goes back to where we have been assisting public agencies in notices to the public by inserts in our utility bills. They are requesting permission to put inserts in our bills to request donations to the Salvation Army. Mr. Reeves stated his belief that this is going beyond our scope but asked for guidance from the Commissioners. The Commissioners stated their agreement and then denied the request.

C.     Mr. Reeves informed the Commissioners that Ken Barnett, Vicki Knott, and Jeff Fowler had interviewed nine people for the Marketing & Grant Coordinator position, and second interviews are scheduled for two of those prospects. He added they are close to making an offer on the position and he recommended that since they will work and report to Ken Barnett, they should work out of an office at the COC across from Ken. He stated they would like to construct a wall to make an office. This would divide the room and still leave storage space for the gas department. People coming in for marketing purposes would have easy access to this location. This would not involve a lot of expense, possibly around $1,500. Chairman Monaghan suggested using the room across from the receptionist and moving the files into the storage room they are looking at using. Mr. Reeves stated they could see if that is an alternative. Mr. Whittle responded that there would not be enough room for the files there.

D.     Mr. Reeves informed the Commissioners of two positions they would like to fill in the gas department. He added that these are budgeted positions and are not new positions. There are currently eleven vacancies in the gas department. He stated that Mr. Whittle wants to fill two of those positions; we just lost one employee to a promotion. We will be filling the position just vacated and two of those that are vacant.

E.      Mr. Reeves asked for clarification on the budget and where to go from here. He noted it was discussed at the last Board meeting and approval was delayed to look again at some areas. Mr. Reeves suggested that since we are almost halfway through the year and it is not a requirement to have a budget, that it not be approved for this year. He noted that it is almost time to start working on the budget for next year. The budget has been reviewed and there would be more negative to come from approving a budget this late in the year than any positive we would we gain. Mr. Barnett added that if the budget is not formally approved, he would request permission to give what we have to the City because that is a requirement in the bond documents. Chairman Monaghan stated he had no problem with that.

F.      Mr. Reeves stated that it was the time of year where we would normally discuss insurance and pay raises and suggested that could be done during an Executive Session.  

IV.              Executive Session:

            A motion was made by Commissioner Watts, seconded by Commissioner Hancock, and unanimously approved to go into Executive Session to discuss a personnel matter.

            The meeting returned to open session.

            Mr. Barnett stated his satisfaction with the level of cooperation and helpfulness of Mr. Jeff Fowler during the interview process for the Marketing Grants Coordinator, and also with getting them into several meeting with clients.

            The Commissioners discussed the meeting date and time for the July work session.  Commissioner Hancock stated he would not be at the Monday, June 20 meeting. The time for the July 12 work session was changed to 3:00 p.m. to have less time between the work session and Metro meeting. Mr. Reeves added that should there be a lengthy agenda, the time could be changed back to 2:00 p.m.

            Chairman Monaghan asked about the status on the park. Mr. Reeves stated he had talked with Billy Nicholson and he is aware we are trying to get costs on either tree work or rebuilding the pond. He had also talked with Steven Davis twice. He has been out of town the last week and he talked with one of his co-workers who said he would be back on Thursday, at which time he will call again. Mr. Reeves stated that he and Billy Nicholson talked about the three of them meeting to iron out something and move forward. Mr. Reeves stated they have not worked out the drainage and have talked about leaving that to the developer that buys the property, otherwise there will be more expense to undertake.

            Chairman Monaghan asked about selling the lake property. Mr. Reeves stated it was all on his desk waiting for him to put together a presentation, and he already has a list of people.  Chairman Monaghan asked about the city pond property and Commissioner Hancock stated you cannot build on city pond property until sewer is out there. Chairman Monaghan asked if there was not sewer going to the prison. Mr. Reeves asked about coordinating with Metro and telling them we will put this on the market if they will make plans to put in the trunk line, because a developer will not want to buy it unless there is sewer. If Metro is waiting on development before putting in sewer, you will never get it. Mr. Barnett suggested that he and Mr. Reeves work with Richard Coleman and George Martin and the Commissioners stated their agreement.