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COMMISSIONERS OF PUBLIC WORKS

Minutes of February 27, 2006

The regular meeting of the Board of Commissioners of Public Works was held on Monday, February 27, 2006, at 4:00 p.m., in the boardroom at 121 West Court Avenue.

In attendance:

Gene P. Hancock,  Steve D. Reeves, Jr.,  Scott Banks,  Vickie Gorham,

Michael G. Monaghan,  Denise Giannetti,  Jeff Auman,  Ron Lemon,

Henry O. Watts,  Jeff Meredith,  Stacia May,  Bill Patrick,  Ken Barnett,

Richard Gentry,  Charles Schulze,  Melinda Bishop,  Curtis Burnett,

Jeff Fowler,  Mark Amick,  Ken Whittle,  David Tuck

 

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.               A motion was made by Commissioner Hancock to approve the minutes of the January 12, 2006 work session; the January 23, 2006 regular meeting; and the February 9, 2006 work session. The motion was seconded by Commissioner Watts and unanimously approved.

IV.              Financial Statement: 

Chairman Monaghan noted the receipt of the financial statement prior to the meeting and that discussion would take place at the next work session.   

 V.                 New Business: 

A.     Mr. Jeff Fowler with the Economic Alliance gave an update on recent activity.  He stated that they are up to about 82 projects right now. Of those, twenty are in the final stages and five are being negotiated between them and another community. He reported that CPW has been helping them on Projects Arrow and Project Neighbor on Highway 10, and both still seem to be moving forward. Options have been drawn up for the land and contracts are being negotiated between the two. He stated that Project Bridges had originally looked at several sites in the community and the National Textiles building. Although they will not go there, two or three other people are looking at that building.  Mr. Fowler explained that not many communities in South Carolina utilize the tax stream that we use as an incentive. We can rebate a certain portion of the tax stream and large companies like to internalize that savings because it looks good on their bottom line. It helps other companies that are owned by edge funds on their valuation side because they don’t show that savings over a long period of time but as a cash injection. The cash injection comes in the form of free land or helping to purchase a building. The County is willing to help float a bond; however, legally in this state you cannot float a general obligation bond for the county. The County can back up a bond floated by another entity such as CPW. This is more a conduit for the County to be able to repay CPW with the savings. This would act like a grant to the company to repay the loan. This is a five-year performance agreement and if they default and it does turn into a loan, it would not be a 0% loan but would be based on whatever the prevailing market interest rate is at that time. He stated that we are ahead of the game with Project Bridges right now but we are in competition with North Carolina and Georgia. He added that he already has County Council’s approval to get them the land and will eventually come back to CPW as the conduit to be used to be able to do this. He informed the Commissioners of Project Pet who came in last week and added that they will not receive any of the tax breaks but will get the land because the County owns the land. He noted that if they win this one, they will take 100 acres of the business park. Again, we are in competition with North Carolina. He stated that there is a big question about water and sewer on site and the additional cost to run up to the building. He asked if CPW could help out or should they be handled case-by-case. Commissioner Hancock noted that in most instances the state refunds us for infrastructure we put in. Mr. Fowler stated that they have the same situation with Project Yarn in Ninety Six and it finally looks like it is moving off center. There is a water line that CPW in Ninety Six will take over until there is a new line going in and the state will help cover the cost. He thanked everyone for their help with the Downtown Alive function and added that it will be done again this year. Chairman Monaghan informed Mr. Fowler of a good recommendation from staff involving areas where it is not economical to put in a major water trunk line. Wells would be put in and CPW would take over the operation of those wells. Metro has agreed to come in and do package plants to get both water and sewer.   

B.     Mr. Reeves presented a recommendation to the Commissioners for a service truck in the electric department. He explained how the three bids received at the bid opening were very close in price but exceeded the amount that was budgeted. He noted that the bids from the original bid opening have not changed on the cab and chassis. Mr. Meredith has since changed the specifications on the truck body to reduce the cost. The cost for the truck body to all three vendors would have been the same regardless. Mr. Reeves recommended the low bid from Carolina Ford in the amount of $33,749.88 for a F350 service truck. A motion to award the bid to Carolina Ford was made by Commissioner Hancock, seconded by Commissioner Watts, and unanimously approved. Chairman Monaghan asked if the changes to the truck made it less functional. Mr. Meredith responded that by taking out a redundant light and with finding a spare inverter on site, they were able to get a little better pricing from the body manufacturer. They did not eliminate anything that was needed.   

VI.       Other Business:                          

1.   Manager Reeves reminded the Commissioners of an annual legislative event sponsored by the South Carolina Association of Municipal Power Systems. The event will be held on March 22 at Seawell’s Restaurant in Columbia. He stated that he did not have a schedule yet but noted that it usually starts with a briefing by the Municipal Association at around 5:00 p.m., and they would plan to leave around 3:00 p.m. He stated he would confirm the time with them later.

2.   Manager Reeves presented a request from the Greenwood Housing Authority to use our utility poles for security cameras within their housing areas. He added that he was unsure about whether to get into this; however, if the Board wishes to pursue it a little further, he suggested that the plans from the Housing Authority be turned over to Mr. Meredith for evaluation. Chairman Monaghan asked Mr. Reeves to proceed and to provide information for further review at the next work session.

3.   Manager Reeves presented a request to the Commissioners for consideration regarding the materials needed for the Northside Middle School Project. He noted that we are somewhat “under the gun” with the timeframe because the arrangements for annexing to get to the school took a lot longer than anticipated. He stated his understanding that some type of construction is to begin within the next few weeks. He added that we do not have power lines there yet, but as done on other projects, we will provide generators at a cost of about $4,000 per month. Mr. Reeves  requested permission to purchase materials outside the normal realm of our purchasing policy. He stated that Mr. Meredith has researched and found the materials, but we are unable to bid the materials and get them here because of the time element. Mr. Meredith found 12,000 feet of conduit at a cost of $1.67 per foot and an additional price of $1.69 per foot from Tarheel Contractors Supply. Mr. Meredith noted that the 3-inch rolled conduit is not something we typically use, we would normally use 4-inch roll conduit. The $1.69 per foot is from one of the larger supply warehouses in the state who has typically been the low bidder on quite a bit of materials that we buy so this price is in line. Mr. Reeves added that the biggest thing is getting the materials here by next Monday.  Chairman Monaghan asked about the total value and Mr. Meredith responded that it would be $21,000 just for the conduit, which is the biggest thing we need right now. We actually did send all of this out for formal bid in the March bid opening, but he had them send another quote so he could at least get some pricing and delivery. Mr. Reeves then recommended 12,000 feet of 350MCM cable from Line Equipment at a cost of $1.426 per foot. Chairman Monaghan asked if this is bare wire and Mr. Meredith responded that it is underground. Chairman Monaghan stated that this is a very good price. Mr. Reeves added this would be a total cost of $18,000 - $19,000. Commissioner Hancock asked about cable to drops and communications to the school. Mr. Meredith responded that we have enough fiber on site that we can get the duct there. Commissioner Watts asked how long the generators would be needed. Mr. Reeves responded that would depend on whether we get approval now or whether these items would have to be bid. Mr. Reeves stated that if we have to go through a formal bid process, it would take one to two months. Chairman Monaghan noted that there could always be a special bid opening or they could get prices and then call the Commissioners for approval. Mr. Meredith noted that various options were discussed; he went to the suppliers that have traditionally had the lower prices on most items that are bid. The Commissioners stated their agreement to proceed with the purchase of these items. A motion to approve the purchase of 12,000 feet of 3-inch rolled SDR 13.5 conduit from Tarheel Contractors Supply at a price of $1.67 per foot; the purchase of 12,000 feet of 350MCM .220 mil EPR primary cable from Line Equipment Sales in the amount of $1.426 per foot; the release of 20,000 feet of 1/015KV .220 mil EPR primary from our blanket order of 35,000 feet with Line Equipment Sales; and the lease of generators at a cost of $4,000 per month for the Northside Middle School project was made by Commissioner Hancock, seconded by Commissioner Watts, and unanimously approved. 

4.   Mr. Reeves read an announcement from the Partnership for Safe Water through the American Water Works Association. The W. R. Wise Water Treatment Plant will receive the Excellence in Water Treatment Award in recognition of the highest possible level of performance for water treatment plant operation. He stressed that this will be the first in South Carolina and only the fourth in the nation to successfully complete all four phases of the program and receive this prestigious award. Mr. Reeves recognized Mr. Scott Banks, Mr. David Tuck, the water plant operators and staff for their roles in putting together and compiling the data to submit. Mr. Reeves noted that information on the announcement and digital pictures would be provided to the newspaper. He informed the Commissioners that the award presentation would take place in San Antonio, Texas on June 11 – 15 at the National AWWA Conference. He requested that at least three or four people attend at a cost estimate per person of around $2,500. Mr. Reeves asked the Commissioners to let him know if they would like to attend. 

5.   Chairman Monaghan inquired about the status of the credit card system. Ms. Giannetti responded that she is in the process of getting information from other utilities and also other credit card companies. She added that she and Mr. Auman had talked two weeks ago with the credit card company that had given us a quote and it looks like it is going to cost more than anticipated. Chairman Monaghan asked about a target date for implementation and added that this has gone on for a good while. Ms. Giannetti responded they have had problems with getting the information they need. Mr. Reeves added that the original plan was for this to be in place by now, but we ran into problems with the low cost vendor picked the first time and tying in with our system.

6.   Chairman Monaghan noted that legislation has been introduced to prohibit states from outlawing metropolitan areas that want to get into broadband. He suggested that letters of support be written to our senators.

7.   Chairman Monaghan asked about the information from Metro on the City Pond sewer. Mr. Reeves responded that he did not think we had everything that we need. He added that in an earlier conversation they talked about having some type of commitment from Metro about what role they would play. They discussed putting in the gravity system from one end to the other and a pump station to pump down to the existing trunk line. Mr. Reeves stated that he did not know whether to ask the developer to pay, what amount Metro would be willing to pay, and what CPW would have to pay. He pointed out that he has to be able to tell bidders that sewer will be there, how it will be there, and whose cost it will be to install before sending out a proposal. Commissioner Hancock pointed out that Metro would have to vote, and Chairman Monaghan added that if they could get a proposal in front of the Board, they would push it.

8.   Chairman Monaghan asked Mr. Gentry for a report. Mr. Gentry reported that Generation Homes is in the process of converting from propane to natural gas, with all of the work completed except the final hookup. He stated that they met with Mike Posey from Emerald Center about the old Kemet building which they are taking over, and the possibility of converting their kitchen to gas. Mr. Lemon added that the only piping that will need to be done is the connection for the kitchen and the recommendation is to run it across the flat roof. He added that they are talking about moving around August but it could be later in the year. Mr. Barnett added that they have been targeting developers more in the past, but now they are taking it a step further and targeting the builders and homeowners. They are talking about meeting with several builders at a time.

9.   Chairman Monaghan asked for an update on the shopping area that was annexed across from CVS where we put in electrical lines. Mr. Meredith responded that he spoke with Bob Haynie in November and was told that the project was on hold.

10. Chairman Monaghan asked about rebates on gas appliances and the question of legality. Mr. Lemon stated that Mr. Gentry and he came up with general numbers to put in on gas and electric furnaces, and gas and electric hot water heaters, and that a rebate of $300 to $500 would cover the difference to the builder. Mr. Patrick stated that this is a reasonable marketing effort and people have been doing this for ages. Chairman Monaghan asked for a proposal to be developed for review by the Board.

11. Chairman Monaghan noted that no cost was shown on the report for the SCADA upgrade at the water treatment plant and asked for an explanation by e-mail. 

VII.      Executive Session             

            A motion was made by Commissioner Hancock, seconded by Commissioner Watts, and unanimously approved to go into Executive Session to discuss a contractual matter pertaining to internet upgrade and a legal matter pertaining to gas line distribution.  

            The meeting returned to open session with members of the Greenwood County Council and the Little River Baptist Association, Inc.  

In attendance:  

Reverend Tommy Stanford,  Edith Childs,  Bob Jennings,

Reverend Sylvester Jackson,  Gonza Bryant 

            Reverend Tommy Stanford addressed the Commissioners by stating that the Baptist Association owns 91 acres of land on Riley Road and is in the process of building a complex center. He stated his feeling that this will benefit Greenwood County as a whole. He added that the biggest challenge right now is the need for help with the water. He explained the immediate need to get some type of letter to DHEC stating that there is an agreement with CPW for water so they can move forward. He stated that because there is not much money right now, discussion has taken place with County Council members and CPW about things they could do to help. Chairman Hancock asked about sewer and Reverend Stanford responded that they would want sewer also.  

Reverend Jackson, the moderator for the Little River Baptist Association, Inc., addressed the Commissioners and explained that the Association is an affiliation of 37 churches in the Greenwood area. They are putting together a package for their Baptist Center Complex Project on North Riley Road. The facility will accommodate and provide space for about 1,100 persons, including a collegiate-size gymatorium, ten classrooms, a banquet room, and meeting rooms. Phase I will also have a softball field.  He stated that water and sewer are two of the biggest concerns right now. The architect, Phillip Jones, is working on the plans and civil engineering drawings with DHEC. They are at the point now where they are ready to stamp those drawings and move forward, but before that can be done, DHEC is requiring some type of documentation showing that water and sewer service are coming to the facility. Reverend Jackson stated that Phase I deals with the facilities noted earlier, but potentially down the road in the next five to seven years, the Association hopes to develop Phase II which may be a residential subdivision. The first thirty acres will incorporate Phase I; and potentially a residential subdivision will take up another thirty acres. Further down the road, they are thinking about a senior citizens complex. Chairman Hancock asked how far they are from the Ware Shoals sewer line. Reverend Jackson stated that the Ware Shoals sewer line would be about the same distance. Chairman Hancock asked about gravity feed and Mr. Banks responded there is a high pressure line on Highway 25. Mr. Banks stated that depending on the size of the line that Ware Shoals has, a lift station could push into that pressure line. Reverend Stanford stated that initially when he met with Mike in Ware Shoals, Ware Shoals got permission from Metro to be the lead agency on extending sewer to Virgin Heights. An engineering firm did a feasibility study and came back with cost estimates. That was where he was headed with trying to get sewer and try to see if they could come back and tie in there because it would be feasible since they would run it into that neck of the woods. Chairman Hancock stated that Metro needs all of it to go back where they can get to Ware Shoals. Mr. Jennings stated that National Textiles moving out took a lot of money out of Ware Shoals’  budget and they are not in financial shape, but they need the sewer. That was put on the back burner temporarily, but he found out this past week in a meeting with Ware Shoals, Honea Path, Donalds, Due West, West Pelzer, Pelzer, and Williamston are looking at doing a regional sewer facility and trying to go out for grants to tie in a main trunk line down through there, and a parallel line to the interconnectors between Ware Shoals and Honea Path and bringing it back to Ware Shoals, but they still wanted to branch off this way and try to bring it on back there too. Chairman Hancock noted that there will eventually be usage because there will be something back at National Textiles.  Mr. Bryant noted that there is a collective effort from a lot of different areas working to get something back in there. Chairman Monaghan asked about the possibility of the subdivision in Phase II and the number of units that are planned. Reverend Jackson responded that several ideas have been discussed about Phase II and the plans are to develop all 90 acres of the land eventually.  Commissioner Hancock asked if they would consider reversing some of their thinking by putting the subdivision in first to pay for the facilities. Reverend Jackson stated that the Association has owned this land for thirty or more years and has been talking about the Baptist Center Complex for the last twenty years. Right now the Association does not have a home base and that is a real need; the mindset for Phase I is to have a central meeting place to keep from having to rent facilities. Chairman Monaghan stated that if there will be more than the Baptist Center, the size of a residential development might have implications on what size line to install. Commissioner Watts asked how close water is to Riley Road now. Mr. Amick responded that it was less than a mile. Chairman Monaghan noted that we had looked at this area before and had some prices.  Mr. Reeves stated that an 8-inch line was $67,000. Mr. Bryant stated that it would seem this would be very beneficial for CPW and for the County because just today he found out that the National  Textiles building has been sold. Commissioner Hancock stated that they were not told that in the briefing they just had within the last few minutes. Mr. Bryant stated they were just told a few minutes before coming into this meeting. Reverend Stanford stated that the Baptist Center does not have the $67,000 to put out up front. They would like to have CPW to guarantee some kind of partnership to get the Center going that would be a win/win for both parties. Chairman Monaghan noted the possibility of working out a way to spread it out over a number of years. Mr. Reeves noted the cost of $67,255.00 for an 8-inch line with the upfront portion being $25,220.00. Commissioner Hancock noted that hydrants would be needed every 1,000 feet. Chairman Monaghan asked if the County is looking at any type of contribution toward this line. Reverend Jackson stated they will work on seeing what they can do. Initially, they were trying to find out how feasible it was to tap on to get water and sewer in there by looking from the Ware Shoals side and then looking from this side. He has not gone and officially asked for funding from the County Council because they were not to that point yet. Chairman Monaghan stated that we can work on extending terms for ten years or whatever. Mr. Reeves added that we have a standard five-year agreement but we have one case where we went up to ten years. Chairman Monaghan added that if the County can come up with some kind of contribution for industrial development, that would make it even cheaper. Mr. Reeves added that if they do the ten-year agreement and if Phase II comes in with a subdivision with a good number of homes, that will count toward the cost. The more you add on the less cost there is, our contribution increases every time something is added. Mr. Bryant stated that he did not follow what they were talking about with the County contributing something. With the industrial development in that area; they are talking about $67,000 that would not be very much to kick in when looking at this for a five or ten-year period. He added that it is a win/win situation for CPW, for Ware Shoals, and the Baptist Association and he just didn’t understand what they needed to kick in. Chairman Monaghan stated that somebody has to pay the $67,000. Reverend Jackson responded that they were going to have to pay it back. Commissioner Hancock responded that we have to spend the money to put it in to start with; we have to finance it, and our extension policy is based on twenty years for us to get back a return. Chairman Monaghan added that right now, ten years without interest would be $6,700.00 per year;  it would be less for the Baptist Center to have to pay back if the County puts in something. Ms. Childs stated that what they really need is a letter of intent so their engineers can begin to work. Without that need letter, they are not going to move. She stated that is why they are there, to get that letter to get started; then to see what they can work out so far as paying. Chairman Hancock asked if they would be willing to sign a paper that they will pay the money back, and Reverend Stanford responded that they are willing to do that. Mr. Barnett stated that the wording of the letter will be important. It would be worded one way if the intent is to just work something out, but if we commit to get water there, then we need to know the financial arrangements for that commitment. Chairman Monaghan asked why they didn’t just give them a letter saying that we are going to do it and work that out later. Mr. Reeves stated that we can provide the letter to them, but he was unsure as to whether they wanted the letter to state that water will be made available within a certain timeframe, or whether they need some type of joint letter, something generic, signed prior to that letter saying they are going to work with us for a repayment plan.  Reverend Jackson stated that Ware Shoals gave them a letter indicating that they will provide the sewer if they cover the cost of the sewer line. They just want a letter stating that they do have someone who will bring and maintain the water and sewer lines to the site so they can stamp the engineer drawing. Commissioner Hancock stated that there is not a plan to put the water out there, but it is driven by the market. We will invest in a water customer and a gas customer and we get aid in construction to help put in those lines. If it is a subdivision, the developer has to put in the lines, then we put the water out there and take over all the designs there. If it’s in the city, we actually give the developers their money back. He noted that the County helped with Promised Land and out by the landfill so they would not have to have wells, and this is the same thing.  

Mr. Reeves stated that since this is contrary to our standard policy, he would need a motion from the Board authorizing staff to extend a water line to the site on North Riley Road and to forgo the initial fee pending a repayment plan. A motion was made by Commissioner Hancock, seconded by Commissioner Watts, and unanimously approved.  

Mr. Barnett brought up the plans for Phase I, II and III that were mentioned earlier. He stated that if we have a better idea of what they are planning, that helps us to figure out what size line we need to put in initially. Commissioner Hancock noted that with a gymnasium, there will have to be fire lines and sprinkler systems. Mr. Reeves added that we need to make sure they don’t need a 10-inch or 12-inch line. Mr. Jennings stated that Keith Dunn did the initial feasibility study and cost estimate to run sewer down to the Virgin Heights area and they were going to see what it would take to get it back across there. They were looking at branching out over the Hodges area but that is on hold now.  

Chairman Monaghan noted that staff is looking at ideas where it is not approachable from our trunk lines, to put in wells and maintain those where it would be cheaper than running lines, and Metro will partner with us to put in a package plant for sewer. There are areas in South Greenwood that are hard to get to that we could service now with water and sewer if it made sense. Mr. Jennings mentioned the possibility of a future request for water in the Hodges area on Highway 178 going by Godfrey’s Store. He noted that water is right below there now coming around Shirley Road and asked where the line stops. Mr. Banks responded at Knox Nursery on Highway 178. Ms. Childs asked about the areas on the south end that Chairman Monaghan had mentioned. Chairman Monaghan responded that Mr. Jeff Fowler had some interest in industrial sites on the south end of the County.  

VIII.     With no further business, the meeting was adjourned.