COMMISSIONERS OF PUBLIC WORKS
Minutes of November 29, 2007

The regular meeting of the Board of Commissioners of Public Works was held on Thursday, November 29, 2007, at 10:00 a.m., in the Boardroom at 121 West Court Avenue.

In attendance:

                                 

1.       Chairman Watts called the meeting to order and Kenneth Barnett gave the invocation.

1. Chairman Watts gave the statement of compliance with the notification provision of the Freedom of Information Act.

           

1. A motion was made by Commissioner Monaghan and seconded by Commissioner Hancock to approve the minutes of the October 11, 2007 regular meeting, and the October 25, 2007 regular meeting as submitted; the motion was unanimously approved.

1. Financial Statement:

 

Commissioner Monaghan noted that he had not had sufficient time to thoroughly review the reports and would go over them at a later time with Ms. Ogletree. He then expressed concern with over-collection last month and asked staff to look into it before they discuss it in more detail. Mr. Lemon commented that the over-collection was due to the averaging. He continued that it is the reverse of what will happen next month when we will under-collect because of the averaging. Mr. Lemon explained that in this case, we over-collected and next month we will have a low volume month and a high volume month and would under-collect because of the averaging. Commissioner Monaghan stated that he would rather see a make-up rather than a pre-emptive situation. Mr. Lemon agreed and explained that it is due to usage and the fact that we do not know until two months after the fact with our system. He added that Ms. Ogletree and he had discussed this and they are aware of what is happening. Commissioner Monaghan stated that they would continue the discussion in more detail later. With no further questions, the financial statement was accepted as information.

1. New Business:

 

1. Chairman Watts noted that the Manager had previously called or e-mailed each of the Commissioners regarding a request from Ben Lawrence to release the property next to Lowe’s. Manager Reeves explained that in the beginning CPW made a rather large investment into the property around the Lowe’s shopping center for the benefit of the developers and in return secured a commitment from them that would allow CPW to serve at least 75% of the square footage with electricity. As a guarantee to hold them to that, CPW has a lien on the property before it can be sold that gives us some leverage in maintaining the commitment from the developers. Mr. Reeves stated that the request would allow CPW to release that lien so that approximately twelve acres could be sold between Old Navy and the movie theatre where they have a commitment from a developer to construct some rather large facilities for commercial development. He stated that if the Commissioners are in agreement, it would be appropriate to authorize the General Manager to execute the necessary documents to release the lien for disbursement.

A motion was made by Commissioner Hancock, seconded by Commissioner Monaghan and unanimously approved to authorize the General Manager to execute the lien release documents; the motion was unanimously approved.

1. Chairman Watts presented a recommendation from staff to reject all bids for gas valve maintenance.

 

A motion was made by Commissioner Monaghan, seconded by Commissioner Hancock, and unanimously approved.  

1. Chairman Watts presented a recommendation from staff to accept the low bid in the amount of $60,311.36 plus sales tax from Wesco for light fixtures and poles for the new Merrywood and Woodfields Schools.

 

A motion was made by Commissioner Hancock, seconded by Commissioner Monaghan and unanimously approved.

1. Chairman Watts presented a recommendation from staff to accept the bid from Cooper Power Systems in the amount of $12,012.82 plus sales tax for a spare substation regulator.  

 

A motion was made by Commissioner Monaghan, seconded by Commissioner Hancock, and unanimously approved.

1. Chairman Watts presented a recommendation from staff to accept the bid in the amount of $18,329.28 from Independent Water Work Supply for line stop fittings for the water department and noted that they were the only company who bid on all items as requested.

 

Commissioner Hancock made a motion to accept the bid as recommended. Commissioner Monaghan requested an explanation of a line stop. Mr. Chapman responded that it was equipment used when a section of line either has a valve that does not work or does not have a valve and they need to isolate the line. They will go in, cut in, and put in a line stop to stop the water flow. Commissioner Monaghan seconded and the motion was unanimously approved.

1. Other Business:

                             

1. Manager Reeves reported that the grant application for the New Haven Apartments project that was authorized at the last meeting had been submitted and approved. Commissioner Monaghan inquired about the value. Manager Reeves responded that the grant was for $28,000; the project cost was $43,000, and CPW would pay the difference.
2. Manager Reeves suggested possible dates for the annual awards banquet of January 15, 17, 22, or 24. The Commissioners were in agreement on January 24. Manager Reeves noted that the banquet would start at 6:00 p.m. with the benefits fair.  
3. Manager Reeves noted that there were no new annexation issues at this time. Mr. Gentry asked the Commissioners to wear dark pants, vests, or overcoats for the Christmas parade. He added that scarves and top hats would be furnished and arrangements could be made to provide the other articles of clothing if needed. After the Commissioners responded that they did not have those items, Manager Reeves stated that something appropriate would be provided.
4. Chairman Watts inquired about the status of using an outside collection agency. Ms. Ogletree responded that Ms. Gorham and she would start the process in January after the budget was completed. She added that they would write the procedures first and then start to solicit firms.
5. Commissioner Monaghan inquired as to when the budget would be ready. Manager Reeves responded that copies would be distributed after the meeting.
6. Manager Reeves noted that discussion of the Sick Leave Pool would take place during Executive Session.
7. Chairman Watts announced that bids would be opened for annual bid items at this time. He noted the length of time involved and dismissed staff who did not need to stay.

VII.      Following the annual bid opening, a motion was made by Commissioner Monaghan and seconded by Commissioner Hancock to go into Executive Session to discuss a contractual matter pertaining to the gas line to McCormick County, and a personnel matter pertaining to the Sick Leave Pool Policy; the motion was unanimously approved.
        
VIII.    With no further business, the meeting was adjourned.
           

 

Approved:                               , 2008                                                                                               
                                                                                                                        Secretary

 

 

 

     

                                               

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