Woodfin Sanitary Water and Sewer District
Meeting of Board of Trustees
Minutes of December 16th, 2024
 
Chairman Gordon Maybury called the meeting to order at 10:00 a.m. In attendance were Larry Hopkins, Vice Chair; Lauren Edgerton, Secretary; Dr. Joseph Martin, Executive Director Emeritus; Seth Eckard, Executive Director; Jackie Bryson, MSD Representative.
 
Approval of the Agenda
The agenda was approved by unanimous consensus.
 
Approval of Minutes
Motion by Edgerton to approve November 2024 minutes, Hopkins seconded. The motion carried unanimously.
 
MSD Report
Ms. Bryson summarized the highlights of the November MSD Board meeting, focusing primarily on the ongoing Hurricane recovery efforts. A significant portion of the meeting was dedicated to reviewing the progress and challenges of these efforts. Additionally, Ms. Bryson noted that Director Eckard expressed gratitude during the public comment period, acknowledging MSD’s invaluable assistance to the District in the storm’s immediate aftermath.
 
Public Comment
No one spoke during public comment.
 
Director’s Report
 
Director Eckard asked the Board if they had any questions regarding the financial reports. Chairman Maybury also requested that any checks that reimburse the Director for expenses be counter-signed by someone other than the Director, to which Director Eckard agreed.
 
Director Eckard provided the following updates:
 
FEMA Update
On December 2, our team initiated a kickoff meeting with Withers Ravenel to outline the next steps for FEMA reimbursement following recent storm damage. We plan to meet with our assigned FEMA caseworker in January to assess damaged infrastructure and begin submitting paperwork for completed projects. Our goal is to start receiving reimbursements for the District by the summer of 2025.
 
Lead Testing for Customers
As part of the Lead and Copper Service Line Inventory Program, we offer a one-time, free water lead test for homes constructed before 1988. To date, approximately 70 citizens have requested testing. We will order the test kits from our vendor before the end of 2024 and will contact customers in groups of 10 with instructions on collecting water samples. The deadline for new lead testing requests is December 31, 2024.
 
Land of Sky Council of Governments
The Land of Sky Regional Council, established in 1966, is a multi-county, local government organization specializing in planning and development. Initially formed as a partnership among Buncombe, Haywood, Henderson, Madison, and Transylvania counties, the organization now represents 15 regional municipalities. The Council collaborates with federal agencies and other partners to fund critical community projects, including hospitals, libraries, community colleges, water and sewer systems, and industrial parks.
 
Land of Sky has invited the Woodfin Sanitary Water and Sewer District to join their organization. Membership is free, as local government memberships are funded by the counties within the region. The Woodfin Water Board of Trustees must appoint one of its elected members to represent the District on the Land of Sky Council of Governments. I will coordinate with their Executive Director to finalize our membership process.
 
Land of Sky will also assist in facilitating a meeting with our North Carolina General Assembly delegation. This meeting will focus on reviewing infrastructure projects that aim to improve the District’s resilience and enhance customer service.
 
Emergency Bridge Loan Offer Packet
The official bridge loan offer packet is contained in your reading materials.
 
Old Business
No old business.
 
New Business
 

a.    
Adoption of the 2025 Board of Trustees Meeting Calendar: Trustee Edgerton asked if we wanted to keep the same meeting time each month. Chairman Maybury suggested that we do so. The Board agreed with the proposed meeting calendar. Motion by Edgerton to approve the 2025 Board of Trustees Meeting Calendar, Hopkins seconded. The motion carried unanimously.

b.   
Resolution 2024-16 Resolution Helene Disaster Loan: Director Eckard said The North Carolina Generally Assembly is offering local governments affected by Hurricane Helene up to $3,000,000, repayable at 0% interest from the DEQ Water Infrastructure Emergency Bridge Loan Program as established in Session Law (S.L.) 2024-53 Section 4C.7. Projects must meet applicable State laws, rules, and guidance for the expenditure of these funds. DEQ Water Infrastructure Emergency Bridge Loan (Emergency Loan) funds can only be used to cover eligible costs arising from damage caused by Hurricane Helene to the drinking water and of the Recipient. Eligible costs under the Emergency Loan are limited to those allowed under Session Law 2024-53, Section 4C.7, to conduct emergency repairs to restore operational capacity until receipt of federal disaster relief and for any other purpose specifically provided by an act of the General Assembly. The attached resolution must be passed by the Board of Trustees for the District to be eligible to receive the loan. The District does not intend to submit distribution submittals immediately; the one project we are considering using these funds for is repairs and improvements to the reservoir dam. The amount of bridge loan money we would eventually use would equal the amount FEMA would reimburse the District.
 
Director Eckard said that we might not need the loan, but if we do, then approving this resolution will allow us to borrow the money for cash flow purposes until FEMA reimburses for expenses. Whatever the District borrows will need to be paid back by 2030. Dr. Martin mentioned that the advantage of using the loan money is that we can still earn money on our reserves while we use the state’s money for storm-related projects.
 
Chairman Maybury requested that the Board of Trustees be informed of any items we plan to use the loan funds. Director Eckard agreed. Director Eckard then said that the Board would have to approve a budget amendment before staff could spend any loan funds in the future. Director Eckard will keep the Board informed on each step of the process moving forward.
 
Chairman Maybury inquired about a sentence in the loan letter that mentioned that recipients of this loan would try to use historically underutilized vendors. Director Eckard said that, according to our procurement policy and federal policies, all construction projects will be listed on the State of North Carolina’s Historically Under-Utilized Businesses clearinghouse website to allow minority-owned businesses the opportunity to bid on our projects.
 
Call of the Board
 
Trustee Edgerton thanked Chairman Maybury for hosting the post-storm recovery community get-together. She also mentioned that someone watching the meeting via Instagram could not hear it live. Dr. Martin said he was considering moving the meeting to Google Meets or another online meeting format.
 
Chairman Maybury requested that financial reports be as current as possible in future agenda packets. Director Eckard and Dr. Martin agreed to make that happen beginning in January 2025.
 
Adjournment
The meeting was adjourned at 11:12 AM.
 

Woodfin Sanitary Water and Sewer District
Meeting of Board of Trustees
Minutes of October 21, 2024
 
Chairman Gordon Maybury called the meeting to order at 5:00 p.m. In attendance were Larry Hopkins, Vice Chair; Lauren Edgerton, Secretary; Dr. Joseph Martin, Executive Director Emeritus; Seth Eckard, Executive Director; Jackie Bryson, MSD Representative; Megan Powell; Keith Webb; Sam Chattin, Field Supervisor.
 
Approval of the Agenda
The agenda was approved by unanimous consensus.
 
Approval of Minutes
Motion by Edgerton to approve September 2024 minutes, Hopkins seconded. The motion carried unanimously.
 
MSD Report
Ms. Bryson mentioned that MSD did not hold a meeting last night due to Hurricane Helene. Director Eckard thanked MSD for their help in the District’s recovery.
 
FEMA Reimbursement Discussion – Megan Powell
Megan Powell with WhithersRavenel gave the Board an overview of the FEMA reimbursement process, specifically concerning damage caused by Hurricane Helene. Keith Webb with McGill Associates mentioned that the District is actively working on a revised CIP via a resiliency committee that will evaluate capital projects that need to be completed due to damage caused by the hurricane. Director Eckard noted that the State of North Carolina is offering communities damaged by the Hurricane a $3,000,000 loan at zero percent interest to be paid back over twenty years for projects related to the storm.
 
Public Comment
A citizen named Gary thanked the District for their hard work restoring water service to customers. Chairman Maybury thanked Gary for his comments. John Payne, who lives on Blackberry Inn Road, shared concerns about damage to the District’s reservoir dam during the storm. John asked if the District had the dam inspected. Director Eckard explained that the dam had been inspected by the North Carolina agency Dam Safety, The Army Corp of Engineers, and the engineering firm WhithersRavenel. The dam did receive some damage but was not in danger of failure. John said that he heard that the dam had floodgates open during the storm. Director Eckard noted that the dam has no floodgates and only a natural passive spillway. John asked Chairman Maybury if he could take a tour of the dam. Chairman Maybury said that staff would arrange a tour for John and anyone who would like to tour the dam at the Woodfin Water District Reservoir.
 
Director’s Report
Director Eckard provided the following updates:
 

1.    
Hurricane Helene
Hurricane Helene caused catastrophic damage to the utilities in Buncombe County, including the Woodfin Water District. So far, we have found damage to the reservoir dam, the transmission line, power access to our facilities, roads, and the pump station, as well as dozens of known and unknown breaks and leaks throughout the system. This initially left most of our 10,000 customers needing water. Since the storm, we have restored water service under a mandatory boil water notice to the majority of our customers. Many partners helped us restore service to our customers, including, but not limited to, MSD, Buncbome County, FEMA, the State of North Carolina Emergency Operations Center, the City of Durham, Onslow Water and Sewer Authority, the City of Asheville, the Town of Woodfin, and many others who helped us obtain materials and supplies.
 

2.    
Woodfin Water Reservoir Dam
During the storm, part of the front face of the earthen dam at the reservoir slumped off. Dam Stafey with the State of North Carolina inspected the dam’s condition and said it wasn’t in imminent failure, but work needs to be done to restore the dam. The District is working with WitherRavenel Engineering to assess the damage and help us procure a contractor to repair the dam as soon as possible.
 

3.    
Transmission Line
After the storm, crews repaired several breaks along the main 14-mile transmission line from the plant to our first tank. With the help of MSD and Terry Brothers, some water can now reach Reynold’s Tank. We know there are still leaks on or serviced from the transmission line that still need to be found and fixed.
 

4.    
Water Plant
The Water plant did not sustain damage during the storm. Blackberry Inn Rd, which leads to the plant being completely destroyed. The street and associated bridges have been rebuilt with the help of MSD and NCDOT. We had initial concerns about our ability to bring chemicals to the plant, but those issues have been resolved. The plant is fully operational, running under Duke Energy power, and producing high-quality water. At some point we will need to replace our backup generator.
 

5.    
Outside Help
The District is a member of NC Water Warn, an organization made up of utilities across the state that have mutual aid agreements that are activated during natural disasters. The City of Durham and Onslow Water and Sewer Authority have sent crews to help Woodfin Water fix broken lines and clear access to our system assets, such as the Baird Cove tank and the pump house. The district is also utilizing Hyatt Construction to help the District make repairs to broken water lines.
 

6.    
Mandatory Boil Water Notice
The District is under a Mandatory Boil Water Notice until further notice. This means boiling water vigorously for at least one minute before ingesting it.
 

7.    
Service Restoration Status
As of October 16th, 2024, most of our customers have water service east of the river. We are still waiting for the City of Asheville to restore water service to our interconnect in the West Buncombe area.
 

8.    
Report Leaks
We want to encourage customers to report any leaks that they find by calling (828) 253-5551
 

9.    
FEMA Reimbursement
The District is engaging with the engineering firm WitherRavenel for disaster recovery and grant writing services. Staff is documenting all storm-related expenses and plans to submit reimbursement requests as soon as possible.
 

10. 
New Taps and Connections
We are temporarily paused for new connection requests until we have restored water service to our existing customers.
 

11. 
Project on Hold
 
Reynolds Tank Rehab
Water plant Lagoon
 

12. 
Audit
Hurricane Helene impacted the firm that provides our annual audit, but it is now re-engaging with the District to finish the fiscal year 2023-2024 audit.
 

13. 
Lead and Copper Service Line Inventory
In 2022, the Environmental Protection Agency (EPA) and the North Carolina Department of Environmental Quality (NC DEQ) released updated standards called the Lead and Copper Rule Revisions (LCRR). The updated rule is designed to protect communities from the risks of lead exposure from drinking water flowing through lead-based pipes.
 
The primary goal of the Lead and Copper Rule is to ensure that drinking water in communities across the United States remains safe and free from contaminants. The rule stipulates that water utilities must work to eliminate any existing lead water lines in their distribution systems. The Woodfin Water District is working diligently to meet the new requirements and guidelines in the LCRR.
 
As far as Woodfin Water District staff is aware, the District’s water system does not have lead service lines. Staff has no records or knowledge of any known lead service lines in the District’s water distribution system.
 
District staff routinely samples for lead and copper as required by the EPA, and results have met state and federal safe drinking water standards. The Annual Drinking Water Quality Report has more information on the latest water quality sampling.
 
Dr. Martin submitted our report by the due date of October 16th. In this report, Dr. Martin has reported the material type for service lines in the district that were constructed after the federal government prohibited lead lines in the construction of new homes; what we do not know is the material type for service lines on the customer side of the meter for most homes. Therefore, we have marked those addresses in our report as “unknown.” This is an acceptable answer for the report.
 
As per federal guidelines, any property marked as “unknown.” will receive a letter from the District next month stating why they are receiving a letter; note that we don’t suspect any lead service lines and do not know the material type of their service line. We will develop a game plan asking property owners to help us identify the material type of their service line so we can complete the report in the future.
 
Old Business
No old business.
 
New Business

a.     
Resolution 2024-12. Director Eckard explained that the purpose of adopting the proposed procurement policy, as established in Resolution 2024-12, is to ensure compliance with state and federal procurement rules. This policy is crucial for enabling the District to access FEMA reimbursements for expenditures incurred in response to Hurricane Helene. Motion by Edgerton to approve Resolution 2024-12, Hopkins seconded. The motion carried unanimously.
 

b.    
Resolution 2024-13. Director Eckard explained that the purpose of adopting the proposed resolution is to authorize the Executive Director of the Woodfin Sanitary Water and Sewer District to enter into agreements for various professional services essential for the District’s operations. These services include engineering, grant writing, consulting, FEMA documentation, disaster recovery services, and others necessary for maintaining efficient operations. Motion by Edgerton to approve October 2024 minutes, Hopkins seconded. The motion carried unanimously.
 

c.     
Chairman Maybury began a conversation with the Board to determine what to do with upcoming water bills in the aftermath of Hurricane Helene. Board members shared their concerns about not burdening customers experiencing financial hardship immediately after the storm and that they do not want to charge customers for water when service is unavailable. Dr. Martin shared the same concerns but also said that the district is responsible for finding a compromise and charging customers for water consumption. Staff noted that water was still under a mandatory boil advisory. The water is being tested and is within all acceptable parameters, but it still has some turbidity from water sourced from the City of Asheville. Director Eckard proposed the following motion for consideration by the Board. Approve discounting bills by 50% of the minimum charge for all customers in the billing cycle going out in November 2024 and in the billing cycle going out in December 2024. Commercial customers and businesses who are billed monthly will only receive this discount one time. Motion by Edgerton to approve the above 50% discount of the minimum charge for all customers in the billing cycle going out in November 2024 and December 2024, Hopkins seconded. The motion carried unanimously.
 
 
 
Call of the Board
The Board discussed current and future communication with the public. Trustee Edgerton said she is grateful for our outreach but doesn’t think it’s reaching everyone. She noted that it’s not due to a lack of effort but to the demographics in Woodfin. The District’s tools, which mainly consist of social media and the website, are tools that older individuals are not utilizing as much. Edgerton also noted that a citizen offered to help the District with foreign language interpretation. Director Eckard agreed with the analysis.
 
Chairman Maybury noted that the text alert system content was acceptable, but the alerts went out only to those signed up for the notification service. Maybury wanted to know if we could find a way to send information to all of our customers by text alert. Maybury also mentioned that we need to revise our website so that it’s easier for customers to find information.
 
Trustee Hopkins noted that remote customers have no way to communicate.  The Board pointed out this is a complex problem, especially during a crisis. Supervisor Chattin said that early in the aftermath of the disaster, no one had any way to communicate. Trustee Edgerton noted that it wasn’t just the District that couldn’t communicate with the public; every organization experienced difficulty communicating during the crisis.
 
Director Eckard said he would work with the resiliency committee to find ways we can improve communication with our customers.
 
Adjournment
The meeting was adjourned at 6:38 PM.
 

Woodfin Sanitary Water and Sewer District
Meeting of Board of Trustees
Minutes of August 19, 2024
 
Chairman Gordon Maybury called the meeting to order at 5:00 p.m. In attendance were Larry Hopkins, Vice Chair; Lauren Edgerton, Secretary; Dr. Joseph Martin, Executive Director Emeritus; Seth Eckard, Executive Director; Jackie Bryson, MSD Representative.
 
Approval of the Agenda
The agenda was approved by unanimous consensus.
 
Approval of Minutes
Motion by Edgerton to approve July 2024 minutes, Hopkins seconded. The motion carried unanimously.
 
MSD Report
Ms. Bryson gave a general update for MSD. She reported that a few significant projects were under budget, and everything was going well. Dr. Martin provided a brief update on the history of wastewater consolidation in Buncombe County and how our representative from the District is determined. Chairman Maybury noted that MSD mailed an informative newsletter to their customers. The district also mailed an MSD insert during the last cycle. 
 
Public Comment
No one from the public spoke.
 
Director’s Report
Director Eckard provided the following updates:
 

Reservoir Graph and Activity Explanations: Director Eckard noted the new reservoir and activity graph explanations in the August agenda packet. Chairman Maybury asked how many gallons were in the reservoir at 100% capacity. Dr. Martin said it is about 45 million gallons, not accounting for some sedimentation. We could run for 35 to 40 days without flow at the reservoir before we got down to the point where the water was too dirty to treat.

 

Goats at the Plant: Director Eckard noted that the goats recently had a vet visit and received annual shots. The goats are in excellent health! Chairman Maybury asked if they had names. Director Eckard said they have names, but he couldn’t remember off the top of his head.

 

Leak Detection and Investigation: Asterra delivered leak data to the District on August 6th, identifying 40 points of interest (POIs). We have scheduled a subcontractor to investigate these POIs from August 19th to 30th to pinpoint the exact locations of each leak. Our team is developing a priority list to address the leaks based on their severity and impact. We anticipate it may take up to six months to resolve all issues. Progress will be monitored and reported in our monthly updates to the Board.

 

Capital Improvement Plan (CIP) and Rate Study Update: We have submitted all required financial data for the CIP/Rate Study. The next step involves McGill staff meeting with the Water Treatment Plant and Distribution ORCs to evaluate potential capital improvement projects. Our team has compiled an informal list of these potential projects.

 

Lead and Copper Sampling Results: We completed our tri-annual sampling with 30 samples collected across the district. We are pleased to report that all samples tested negative for lead and copper. Residents who participated in the sampling will receive individual reports confirming these favorable results.

 

Audit Schedule: The auditors plan to conduct their audit in early September. Then, the audit will need to be reviewed and approved by the Local Government Commission in October. We expect the auditors to present their findings on the Fiscal Year ending June 30th, 2024 Budget at either the November or December Board meeting.

 

Meter Replacement Update: I am pleased to share that our team has successfully identified and replaced 28 non-functional meters over the past two months. These dead meters, which no longer record water usage, have now been replaced to ensure accurate measurement and billing.

 

Community Garden Partnership: I am currently in discussions with the Town of Woodfin regarding a potential partnership on a community garden project. This initiative aims to foster community engagement and enhance local green spaces.

 
Chairman Maybury noted the importance of fixing the District’s capital items. It is good news that McGill is helping us identify those priorities, and we need to prioritize addressing those items in current and future budgets. Director Eckard noted that the one big project we would like to complete this year is the rehab of Reynold’s Tank before the end of the current fiscal year.
 
Old Business
No old business.
 
New Business

A.   
Resolution 2024-10 Authorizing the Sale of Surplus Property. Trustee Edgerton motioned to approve the resolution as presented with an amendment to start the minimum bid at $1,500. Trustee Hopkins seconded the motion. The resolution was passed unanimously. The Board commented that if the truck did not sell, we may consider donating the truck to a charity at the next board meeting.
 

B.   
Customer Satisfaction Survey Results: Director Eckard provided the Board with information related to the survey methodology, how it was advertised, and for how long it was available for customers to complete. There was a total of 10 responses. Overall, the responses were positive, with a few takeaways on improvements that staff will look at implementing.
 
Call of Board Members
Director Eckard mentioned that he plans to provide a “State of the District” presentation at the April 2025 Woodfin Town Council Meeting. Trustee Edgerton mentioned that she received a message from a customer who asked how folks who are served by the District but not in the primary voting district could become voters. The Board noted that the process exists in the laws but has challenges. The customer’s area is far from the voting area of the District boundaries, and adding them would not be easy. Trustee Hopkins noted that voter turnout is low in general. Dr. Martin said that voter turnout (percentage-wise) would probably remain similar if you increased the District’s voting boundaries. Dr. Martin noted that the biggest concern in the future is the possible regionalization of local water systems. Chairman Maybury shared a message from the Mayor inviting Woodfin Water staff to volunteer at the local elementary school. Director Eckard said he would share that with staff and create a paid volunteer program for the organization.
 
Adjournment
The meeting was adjourned at 6:04 PM.
 

Woodfin Sanitary Water and Sewer District
Meeting of Board of Trustees
Minutes of June 17, 2024
 
Chairman Gordon Maybury called the meeting to order at 5:00 p.m. In attendance were Larry Hopkins, Vice Chair; Lauren Edgerton, Secretary; Dr. Joseph Martin, Executive Director Emeritus; Seth Eckard, Executive Director; Jackie Bryson, MSD Representative; Jeff Angel, Woodfin Fire Chief; Keith Webb, McGill Associates; R.J. Mosley, McGill Associates; and Sam Chattin, Distribution Field Supervisor.
 
Approval of the Agenda
The agenda was approved by unanimous consensus.
 
Approval of Minutes
Motion by Edgerton to approve May 2024 minutes, Hopkins seconded. The motion carried unanimously.
 
Woodfin Fire Department Report
Woodfin Fire Chief Jeff Angel introduced himself and noted that the Water District’s building was once the fire department’s original home. Chief Angel provided a brief update on the department and took questions from the Board of Trustees. Chairman Maybury asked if the WFD tested hydrants. Chief Angel said they must test a certain percentage of hydrants each year. Dr. Martin mentioned that the District has a form that the Fire Department can fill out and submit to the District so that the District is aware of hydrants that need to be repaired or replaced.
 
MSD Report
Ms. Bryson reported that the updated capital improvement plan and information regarding rates and personnel adjustments were presented to the board at the April Metropolitan Sewerage District meeting.
 
Public Comment
Chairman Maybury made the Instagram live audience aware that they could send texts to him, and he would read messages sent to him out loud during public comments.
 
No one, virtually or in-person, spoke during public comment.
 
Director’s Report
 

1.              
Director Eckard reviewed the projected end-of-year budget with the Trustees. He noted that revenues slightly exceeded projections and expenses aligned with the budget.

2.              
We are currently advertising and interviewing for two utility field tech positions.

3.              
Our team attended a preconstruction meeting for Reynolds Mountain Villas and a post-construction walk-through for Rydele Phase 2.

4.              
Our team met with the Town of Weaverville to discuss an emergency connection between the two systems and a possible partnership to purchase water. We plan to continue discussions throughout the year.

5.              
Plans are underway to inspect the condition of the Reynolds Water Tank.

6.              
The District will conduct the NC DEQ triannual lead and copper sampling in July and August. This consists of sampling 30 residences and institutional facilities out of a predetermined pool of 60, which is determined based on NC DEQ criteria.

7.              
We have started posting more content to the District’s social media account.

8.              
The new line breaks, leaks, and pressure complaints report is included with the activity reports.

9.              
We received results from the required 19 PFAS and lithium analysis from our system. None of them were detected! If no PFAS are detected in three more quarterly samples, we will no longer have to test them.

10.           
Kenric Walker obtained his C Certification this month.
 
Old Business
No old business.
 
New Business

A.   
Chairman Maybury declared the public hearing on the FY 2025-2026 budget to be open at 5:25 PM. No one spoke during the public hearing. Chairman Maybury declared the public hearing closed at 5:27 PM.
 

B.   
Resolution 2024-03 FY 2025 Budget—Trustee Hopkins moved to approve the budget resolution as presented. Trustee Edgerton seconded the motion, which carried unanimously.
 

C.   
CIP and Rate Study—Representatives from the engineering firm McGill Associates, Keith Webb and R.J. Mosley, introduced themselves and provided an in-depth overview of long-term planning and its value to the organization.  The capital improvement plan and the rate study will provide a road map for how we can pay for the system’s needs. Mr. Webb noted that one of the District’s financial challenges is that we cannot borrow money due to how the State of North Carolina formed the District. Mr. Webb also noted that the District was one of his first clients more than 30 years ago and was familiar with how the system has evolved.
 
Trustee Edgerton asked how long it would take to complete this planning process. Mr. Webb explained that it would probably take around six months. Director Eckard noted that this plan will be presented to the Board during the early stages of next year’s budgeting process. Mr. Mosley stated that this plan is just a guide and that the District has complete discretion to make changes as circumstances change. The plan helps you make an informed decision as we enter the budgeting process.
 
Trustee Hopkin asked if this plan needed to be updated every year. Mr. Webb noted that it should be updated at least every two years.  Dr. Martin said that the District’s former CIP went into stasis mode around the time of COVID due to staffing challenges and retirements.
 
Trustee Hopkins moved to accept the McGill proposal for $45,800. Trustee Edgerton seconded the motion, which was carried unanimously.
 

D.   
Asterra Leak Detection Proposal – Chairman Maybury reviewed Asterra’s satellite leak detection system with the board. He noted that the District is having a difficult time finding hidden leaks throughout the system and that after listening to Asterra’s presentation, he feels confident we will be able to discover more leaks that our team can begin to fix. Director Eckard said fixing these leaks will save the District money and allow us to rely less on Asheville water. Director Eckard reviewed references from other systems, which were positive.
 
Trustee Hopkin moved to approve Asterra’s proposal for $57,000. Trustee Edgerton seconded the motion. The motion carried unanimously.

E.    
Resolution 2024-07 Backflow Policy and Construction Standards Amendments – Utility Field Supervisor Sam Chattin provided the board with an overview of the proposed changes. Mr. Chattin highlighted the following changes: The District will require developers to use stainless steel materials, install automatic flushers at the end of dead-end lines, include tracer wire in all new pipes, and require contractors to wrap new service mains. Dr. Martin wrote the original construction standard and that the proposed updates are reasonable.
 
Trustee Hopkins asked if these changes would apply to active projects. Director Eckard said the old rules will apply to any projects already in process, but the new rules will apply to any new projects moving forward. Dr. Martin mentioned that we have a catch-all in our standards that says contractors will follow whatever rules we give them if they wish to build new lines that will become part of our system.
 
Trustee Hopkins motioned to approve the Backflow Policy and Construction Standards Amendment resolution, which Trustee Edgerton seconded. The motion carried unanimously.
 

F.    
Reimbursement Request—Dr. Martin reviewed a travel reimbursement request from a former Executive Director candidate. The Board engaged in a brief conversation about the request.
 
Trustee Edgerton moved not to approve the reimbursement request, which Chairman Maybury seconded. The motion passed unanimously.
 
 
 
Call of Board Members
Trustee Hopkins plans to attend the June 18th Woodfin Town Council meeting to share the District’s activities and initiatives started over the last year. He also plans to ask the Town Council if there are opportunities to partner with the Town by sharing information in their upcoming newsletter. Director Eckard said he would follow up with the Town Manager to explore possibilities for a partnership.
 
Chairman Maybury mentioned that our bills are not easy to understand. He said that he was working with Director Eckard on furthering transparency by adding additional helpful information to the bill, such as which zone customers are in, and creating a “How to Read You Bill” section of the website. Director Eckard agreed and will work on this.
 
Chairman Maybury asked that staff look into our billing vendor to ensure we can communicate with our customers as affordably and effectively as possible, specifically by including information from MSD in an upcoming billing cycle.
 
Adjournment
The meeting was adjourned at 6:31 PM.
 

Woodfin Sanitary Water and Sewer District
Meeting of Board of Trustees
Minutes of April 15, 2024
 
The meeting was called to order at 5:00 P.M. by Gordon Maybury, Chair. In attendance: Larry Hopkins, Vice-chair; Lauren Edgerton, Secretary; Jackie Bryson, MSD Representative. Joseph Martin, retiring Executive Director; Seth Eckard, incoming Executive Director.
 
Welcoming of Director
Prior to the start of the meeting, Chair Maybury introduced Seth Eckard as the District’s incoming Executive Director.  
 
Approval of the Agenda
Agenda approved by unanimous consensus.
 
Approval of Minutes
Motion by Edgerton to approve March 2024 minutes, Hopkins seconded. Motion carried unanimously.
 
MSD Report
Nothing to report.
 
Public Comment
No public comment.
 
District Reports
Motion by Edgerton to release the public survey for the next four months, Hopkins seconded. Motion carried unanimously.
 
Director’s Report

The District’s annual Consumer Confidence Report has been completed and submitted to the State.
A draft survey has been created but not yet released to the public.
The District’s proposed FY 2025 budget will be presented at the April meeting.
An employee “Meet and Greet” with incoming Executive Director Eckard was scheduled for Monday, April 15th at noon.
The outgoing/retiring Executive Director Martin thanked all the Board members and employees he worked with over the years and wished the Board & new Director great success.

 
Old Business
No old business.
 
New Business

A.   
Resolution 2024-03 FY 2025 Budget – No action taken.

B.   
Resolution 2024-04 Auditor Agreement, Gould-Killian – Motion by Hopkins to approve, Edgerton seconded. Motion carried unanimously.
 
 
Call of Board Members
Board of Trustee members will be manning the District’s table and participating in the Woodfin 5K race scheduled for Saturday, April 27th.
 
Adjournment
Meeting was adjourned at 6:14 PM.