Greenwood CPW

COMMISSIONERS OF PUBLIC WORKS
Minutes of November 8, 2007

A regular meeting of the Board of Commissioners of Public Works was held on Thursday, November 8, 2007, at 10:00 a.m., in the Boardroom at 121 West Court Avenue.

In attendance:

Steve D. Reeves, Jr.
Vickie Gorham
Jeff Auman
Michael G. Monaghan
Gene P. Hancock
Jeff Chapman
Richard Gentry

Denise Ogletree
Bill Patrick
Stacia May
Henry O. Watts
Ron Lemon
Curtis Burnett
Chris Trainor

Ken Barnett
Jeff Meredith
Vicki Knott
Carlos Cometto
Ken Whittle
Melinda Bishop
Mark Warner

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

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

New Business:

Chairman Watts recognized Jay West with the Partnership Alliance who reported on acquiring funding for site certification of two industrial parks.

Chairman Watts presented a request to consider employee service awards that would include a monetary award and a $60 food gift certificate as customarily done annually. Commissioner Monaghan made a motion to approve the cash service awards as recommended in the total amount of $35,350.18 and $60 food certificates from BiLo; Commissioner Hancock seconded, and the motion was unanimously approved.

Chairman Watts presented a recommendation from Vickie Gorham for an additional billing clerk position. A motion was made by Commissioner Hancock, seconded by Commissioner Monaghan, and unanimously approved. The Commissioners commended Ms. Gorham for providing more than ample justification for an additional position.

Mr. Auman referred to a request to approve the 2008 ESRI software maintenance agreement. He stated that the item was approved at a previous meeting and should not have been on the agenda. He apologized and noted confusion caused by a second invoice that appeared to be a new invoice.

Chairman Watts requested an explanation of the recommendation for worker’s compensation premiums. Manager Reeves responded that costs are projected to more than double. He noted premiums in 2006 of around $212,000; in 2007 of around $221,000; and a projected cost for 2008 of $460,000. He pointed out that the multiplier or modifier used in the formula had doubled because of the claims history over the last three years. Commissioner Monaghan stated that he was not receiving any notification of lost time accidents. Ms. Knott explained that these cases occurred in 2006 and the hope is that this was a fluke year. She noted that this was the worst year we have ever had and our loss history was excellent up until then. She continued that the modifier is based on the last four years, excluding the current year. Commissioner Monaghan stated that in the past he had asked and was asking again for an e-mail notification when there is a lost time accident. Ms. Knott responded that she had for 2007; she further explained that this is based on the 2006 increase when there were seven lost time accidents, five of which exceeded $50,000. Commissioner Monaghan asked if notification was sent for all seven. Ms. Knott responded that an e-mail was sent to Steve to forward on all lost time accidents. Chairman Watts requested an explanation of the premium modifier. Manager Reeves responded that it is based on a rolling three-year history; the modifier is increased to compensate for a bad year like in 2006. He added that 2006 would come off but not until 2011 when it rolls out of the formula; if we have good years in between, then the modifier would come back down. He recalled modifiers in the 1.25 range experienced a few years back that were followed by a series of good years when the modifier dropped back down. Manager Reeves expressed doubt that employees have a real good grasp of the results of their careless errors at work. He pointed out that these freakish type accidents are costing us over $240,000 this year. Commissioner Monaghan requested an e-mail notification of each lost time accident and added that it should include the employee’s name and the circumstances of the accident. Commissioner Hancock stated that he thought the Governor had this straightened out but evidently nothing had been done. Chairman Watts requested a meeting with Ms. Ogletree to go through everything in more detail. Commissioner Monaghan asked for clarification with whether this would increase the deductible level. Manager Reeves responded that there is not a deductible right now, but a deductible could be added through the worker’s compensation program to reduce the cost somewhat. He added that Ms. Ogletree based her numbers on our history and the recommendation is to go with the $2,500 deductible level that appears to provide some savings if there are not an abnormal number of claims. He added that if there is a bad experience, it can be changed annually.

A motion to approve the $2,500 deductible level as recommended was made by Commissioner Monaghan; the motion was seconded by Commissioner Hancock, and unanimously approved.

Mr. Gentry reported that CPW was on the program to do a presentation at an energy conservation workshop put on by the Chamber of Commerce on the following Monday night. He reported that a grant application was carried to Columbia to the Office of Local Government by Mr. Chapman and himself. He noted that they are also looking at projects for block grant possibilities in 2008. Commissioner Monaghan asked about the federal side and referred to “earmarks” in the news. Mr. Gentry responded that he had not talked with legislators other than at the recent luncheon. Chairman Watts asked if GLEAMS was doing any type of energy conservation workshops this year. Manager Reeves responded that they are probably participating in the one sponsored by the Chamber. Chairman Watts expressed a desire to get the lower and moderate income people to attend these workshops since they are the ones who have problems paying utilities. Commissioner Monaghan noted that GLEAMS also offers help with insulation, doors, windows, vents under the house, and that type of thing. Chairman Watts asked if the Chamber workshop had been advertised; Manager Reeves responded that it had and the Chamber was taking care of that. Mr. Gentry added that each department from CPW would be represented in case there are questions. Commissioner Monaghan suggested putting something out ourselves. Ms. Gorham stated that they could put a note on the bills. Manager Reeves suggested that she contact Toni Able at the Chamber to get some language. Commissioner Monaghan suggested putting something in a flyer rather than just on the bills. Ms. Gorham pointed out that there would not be time before the one on the following Monday but they could for the future. Chairman Watts commented on good attendance at the Wellness Celebration at the Greenwood Mall and suggested something similar. Mr. Gentry responded that they would be looking at a lot of those types of things over the next few years to get more involved in the community. Manager Reeves reported there was nothing new with annexation at this time.

Other Business:

                  1.   Manager Reeves reminded the Commissioners of previous discussion of the drought situation and referred to a statewide request from the Governor asking for voluntary cutbacks on water use. He emphasized that we are not at the trigger point for drought response at this time, and that the drought response policy dictates a level of Lake Greenwood before the first steps of voluntary conservation are instituted and we are    not even halfway to that level at this point in time. Manager Reeves suggested instituting voluntary conservation measures with no penalties           or mandates given that there is a statewide and regional drought situation.

                        A motion was made by Commissioner Hancock in support of voluntary restrictions for water usage; the motion was seconded by Commissioner Monaghan, and unanimously approved.

                        Manager Reeves noted that an insert would be included with the bills, and Mr. Chapman had put together information on the effects of drought with some simple conservation measures. Mr. Chapman stated that it would be in the paper when the Governor lifts the ban and another insert could be done at that time. Commissioner Monaghan emphasized that Greenwood is not in a serious drought position. Manager Reeves further explained that we are not in a serious position at this point, but certainly could be if we don’t get rain in the near future. He stated that the trigger point for Lake Greenwood is five feet below full; we are running around two feet which is typical for this time of year when the lake is normally pulled down anyway. He pointed out that the longer we go without rain the faster the lake would drop. Chairman Watts asked about the amount of water used daily right now. Mr. Chapman responded in the range of 12,000,000 to 13,000,000 gallons per day. He noted that a lot of the conservation measures are to cut back on seasonal activities such as watering and irrigation that would happen anyway at this time of year. Mr. Chapman stated that a form would be submitted to DNR indicating our intent to do voluntary restriction. The form would then go out on a website showing the participation throughout the state. Commissioner Hancock stated that there has to be cooperation throughout the state; we have the water and if somebody needs it, we will sell it to them.

            2. Manager Reeves recognized Mr. Tuck, Mr. Chapman, and staff at the water treatment plant for receiving the 2007 Phase IV Award from the Partnership for Safe Water.

3. Manager Reeves requested guidance with whether to reinstitute the CPW Cares Program with the onset of cold weather and to match those funds up to $20,000. For the benefit of the newspaper, Manager Reeves explained that CPW Cares is a program where we ask for public contributions to assist those less fortunate in covering their heating costs for the winter. In the past, the Board had elected to match those contributions up to a total of $20,000. He added that contributions had never reached that level in the past so the Board had allotted the remainder of the $20,000 to be used.

A motion was made by Commissioner Hancock to reinstitute the CPW Cares Program; the motion was seconded by Commissioner Monaghan, and unanimously approved.

4. Manager Reeves referred to a letter from the City of Greenwood requesting a contribution of in-kind services for the new library. He reminded the Commissioners of a discussion sometime back. He stated that they are asking that relocation of a water line at a cost of $13,779.40 be given as an in-kind contribution; the relocation of power lines at a cost of $17,063.11 be given as an in-kind contribution; and the cost of the water pit for fire protection which is currently estimated at $20,000 be given as an in-kind contribution. He noted that these were all previously discussed but no action was taken. He pointed out the addition of one request to that which is to cover the cost of 21 security lights and the installation cost of $42,000. Commissioner Monaghan recalled that during that discussion they said they would go ahead and do it; Manager Reeves responded that they had talked about the first three but the $42,000 for lights and installation costs had since been added. Mr. Meredith noted that $42,000 was only covering material and did not cover installation so the actual cost would be another $20,000 of wiring and labor associated. Commissioner Monaghan stated that the whole community is behind the library and noted that various entities are making a contribution, and there is a sales tax on top of that to help pay for it. Commissioner Hancock stated that we are all paying for this and the City residents will pay for this again and it is the County library. He added that he had no problem with moving the water lines for them or the other part because those are utility functions. He pointed out that with the lighting we have contracts with people and maintain them over time. They should go along with what our policy is on that. We can finance it for them like we do for everybody else. He added that the water pit was not a CPW function either.

Commissioner Monaghan made a motion to fund the request from the City for the library and Chairman Watts seconded. The motion passed by a vote of two to one with Commissioner Hancock voting “no”.

Commissioner Hancock stated for the record that he approved of the utility part but the other things are a transfer to the County. He added that the County will not cooperate with us at all so why should we cooperate with them.

5. Manager Reeves informed the Commissioners that Mr. Lemon had prepared a presentation since the agenda was sent out on the propane plant. He expressed the need to take action fairly soon to decide whether it is worthwhile to keep or find another alternative. The Commissioners agreed for Mr. Lemon to make the presentation following Executive Session.

V.        Executive Session

            A motion was made by Commissioner Hancock, seconded by Commissioner Monaghan, and unanimously approved to go into Executive Session to discuss legal and contractual matters pertaining to a gas line extension and a bankruptcy situation.

The meeting returned to open session. Chairman Watts request that Manager Reeves state for the record the matters discussed during Executive Session.

Manager Reeves noted two matters were discussed during Executive Session and that would both be appropriate for motions from the Board. He stated that the first would be to authorize the General Manager and legal staff to settle a bankruptcy issue with Solutia through negotiations with Liquidity Solutions contingent upon contractual agreement and legal compliance.

A motion was made to settle the Solutia bankruptcy issue by Commissioner Hancock, seconded by Commissioner Monaghan, and unanimously approved.

Manager Reeves stated that the second matter concerned construction of a natural gas line into McCormick County. He added that it would be appropriate for the Board to pass a motion authorizing the General Manager to convey the CPW’s willingness to install a 6-in. line from the CPW system to a potential industrial customer in McCormick County, to be paid for by a combination of the industry and state funding, and to further enhance that line to a larger size by matching funds contributed by McCormick County.

Commissioner Monaghan made a motion; the motion was seconded by Commissioner Hancock, and unanimously approved.

            Mr. Ron Lemon made a presentation to the Commissioners on the propane air plant. (See Attachment-available upon request)

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

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