Woodfin Sanitary Water and Sewer District
Meeting of Board of Trustees
Minutes of December 14, 2015
 
The meeting was called to order at 1:04 P.M. by Sarah Gassaway, Chair. In attendance: Don Haynes, Secretary; Jackie Bryson, MSD Representative; Ivo Ballentine, Trustee-elect; Director Joseph Martin; Keith Snyder, Vice-chair; Notary Pam Nolan of MSD.
 
Swearing of Trustees
Prior to start of meeting, Notary Pam Nolan administered the Oath of Office to Trustee-elects Gassaway, Haynes and Ballentine.
 
Election of Officers
Motion by Haynes to elect Sarah Gassaway as Board Chair, Ballentine seconded. Motion carried unanimously. Motion by Gassaway to elect Don Haynes as Vice Chair, Ballentine seconded. Motion carried unanimously. Motion by Gassaway to elect Ivo Ballentine as Secretary, Haynes seconded. Motion carried unanimously.
 
Approval of the Agenda
Agenda approved by consensus.
 
Recognition of Keith Snyder
Prior to the commencement of the meeting, the Board of Trustees recognized retired Trustee Keith Snyder for his service to the District as a Board member and Board Chair.
 
Approval of Minutes
Motion by Gassaway to approve November 2015 minutes, Haynes seconded. Motion carried unanimously.
 
MSD Report
Jackie Bryson reported: MSD received a bond rating upgrade from Moody’s; the regular Board meeting will be on December 16th.  
 
Public Comment
No public comment.
 
District Reports
Motion by Haynes to accept the 2016 Board of Trustee meeting dates, Ballentine seconded. Motion carried unanimously.
 
Director’s Report

The Leisure Mountain Road connector project is approximately 25% complete.
No further information is available at this time for the proposed hotel in Reynolds Village.
Interviews for the open distribution field service tech position were unsuccessful, and the position will be re-advertised after January 1st.
District offices will be closed December 23-25 and January 1 in observance of Christmas and New Year’s Day.

 
Old Business
No old business.
 
New Business
No new business.
 
Call of Board Members
No concerns noted.    
 
Adjournment
 
Meeting was adjourned at 1:35 PM.

Woodfin Sanitary Water and Sewer District
Meeting of Board of Trustees
Minutes of September 21, 2015
 
The meeting was called to order at 1:03 P.M. by Sarah Gassaway, Chair. In attendance: Keith Snyder, Vice Chair; Don Haynes, Secretary; Director Joseph Martin; Tonya Marshall & Dan Mullinix, Gould-Killian CPA Group.
 
Approval of the Agenda
Agenda approved by consensus.
 
Approval of Minutes
Motion by Snyder to approve August 2015 minutes, Haynes seconded. Motion carried unanimously.
 
Presentation of FY 2015 Audit – Gould-Killian
Tonya Marshall and Dan Mullinix of Gould-Killian CPA Group presented the District’s FY 2015 Audit to the Board. The audit was clean with no findings. No action taken.
 
MSD Report
Director reported on MSD meeting for Jackie Bryson; nothing to report.
 
Public Comment
No public comment.
 
District Reports
Motion by Snyder to enact voluntary water restrictions, Gassaway seconded. Motion carried unanimously.
 
Director’s Report

The Olivette Road subdivision water line installation is complete for Phase I.
Well drilling at the treatment plant will commence within the next several weeks.
The Leisure Mountain connector project water line installation is finally ready to proceed.
The District’s reservoir is down six feet at time of writing and voluntary restrictions are recommended at this time.

 
Old Business
No old business.
 
New Business
No new business.
 
Call of Board Members
No concerns noted.    
 
Adjournment
 
Meeting was adjourned at 1:40 PM.

Meeting for July 2015 was cancelled due to other commitments. 

Woodfin Sanitary Water and Sewer District
Meeting of Board of Trustees
Minutes of June 15, 2015
 
The meeting was called to order at 1:04 P.M. by Sarah Gassaway, Chair. In attendance: Keith Snyder, Vice Chair; Don Haynes, Secretary; MSD Representative Jackie Bryson; Director Joseph Martin; James Mathews, Weaverville Tribune.
 
Approval of the Agenda
Motion by Gassaway to move “New Business” to top of the Agenda, Haynes seconded. Modified agenda approved by consensus.
 
Approval of Minutes
Motion by Haynes to approve May 2015 minutes, Gassaway seconded. Motion carried unanimously.
 
MSD Report
Jackie Bryson reported: MSD approved its annual budget at the June 2015 Board meeting.
 
Public Comment
No public comment.
 
District Reports
Motion by Snyder to move forward on investing idle funds from redeemed CD into a higher yield callable federal agency issue, Haynes seconded. Motion carried unanimously.
 
Director’s Report

After reviewing the RFP, staff recommendation is to take no action to move banking to another institution.
Lead and copper testing began in June and hopes to conclude by the end of the month.
The Leisure Mountain connector project plans have been approved by the state but the project will likely have to be added to the FY 2016 budget as an amendment, since funds are unlikely to be spent before July 1.
The filing period for the Board of Trustees opens on July 6th and closes on July 17th.
A summary of available investments was provided to the Board.

 
Old Business
No old business.
 
New Business

A.   
Public Hearing/Resolution 2015-04 FY 2016 Budget – Gassaway declared the public hearing open at 1:15. No comments were taken. Public hearing was declared closed at 1:16. Motion by Haynes to approve, Gassaway seconded. Motion carried 2-1 (Snyder opposed).

B.    
Resolution 2015-05 5-Year CIP – Motion by Snyder to approve, Gassaway seconded. Motion carried unanimously.

C.    
Consideration of Ventana Development request Phase II – Motion by Haynes to approve, Gassaway seconded. Motion carried unanimously.
 
Call of Board Members
Snyder expressed concern that the District does not have an early retirement or severance package incentive policy to encourage older tenured staff to retire and save the District salary funds. General Board positive consensus to policy; Director will develop a policy for Board consideration at a later meeting.    
 
Adjournment
 
Meeting was adjourned at 1:40 PM.

Woodfin Sanitary Water and Sewer District
Meeting of Board of Trustees
Minutes of April 20, 2015
 
The meeting was called to order at 1:00 P.M. by Sarah Gassaway, Chair. In attendance: Keith Snyder, Vice Chair; Don Haynes, Secretary; Director Joseph Martin.
 
Approval of the Agenda
Agenda approved by consensus (Haynes absent).
 
Approval of Minutes
Motion by Snyder to approve March 2015 minutes, Gassaway seconded. Motion carried unanimously.
 
MSD Report
Nothing to report.
 
Public Comment
No public comment.
 
District Reports
No action taken.
 
Director’s Report

Mark Ball suffered an injury that caused him to lose a small part of his finger.
Banking RFP’s were sent to 8 institutions and are due to the District by May 1.
The Leisure Mountain project engineering plans were sent to the State for review.
The revised Capital Improvements Plan will be available at the May 2015 meeting.

 
Old Business
No old business.
 
New Business

A.   
Resolution 2015-03 Auditor Agreement – No action taken; tabled by consensus with request for staff to send out Request for Proposals (RFP) to other auditing firms for comparison.

B.    
Proposed FY 2016 Budget draft – No action taken. After discussion, motion by Snyder for staff to construct a figure for raising employee salaries wherein health care coverage paid for by the District can be eliminated and procured by the individual, Haynes seconded. Motion carried unanimously.
 
Call of Board Members
Snyder noted that he will not be filing for reelection this year and will either serve out the remainder of his term or resign early to allow another individual to obtain some experience before the election.
 
Adjournment
 
Meeting was adjourned at 2:05 PM.