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
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.