Woodfin Sanitary Water and Sewer District
Meeting of Board of Trustees
Minutes of February 17th, 2025
Chairman Gordon Maybury called the meeting to order at 5 p.m. In attendance were Larry Hopkins, Vice Chair; Lauren Edgerton, Secretary; Dr. Joseph Martin, Executive Director Emeritus; Seth Eckard, Executive Director; Keith Webb, McGill Associates.
Approval of the Agenda
The agenda was amended to include a closed session at the end of new business, and it was approved by unanimous consensus.
Approval of Minutes
MSD Report
Ms. Bryson was unable to attend.
West Buncombe Fire Department
West Buncombe Fire Department Assistant Chief Jared Gudger provided the Board with an update on his department's activities and recent meetings with District staff. He reported that his team compiled a list of non-functioning fire hydrants and is collaborating with District staff to establish a formal reporting process for addressing these issues moving forward.
Assistant Chief Gudger commended District staff for their cooperation and expressed appreciation for the guidance and maintenance tips provided to WBFD personnel during hydrant testing in the field. In response to an inquiry from Trustee Hopkins regarding fire readiness, Asst. Chief Gudger detailed the department’s improved preparedness for both structure and forest fires, emphasizing advancements in training, equipment, and operational efficiency.
Audit Presentation
Dan Mullinix presented the audit for the fiscal year ending June 30, 2024, to the Board of Trustees. He noted that the audit had not yet been submitted to the Local Government Commission due to delays in their office caused by Hurricane Helene. However, he assured the Board that the audit process proceeded smoothly and confirmed that the District’s financial net position remains strong.
Mr. Mullinix provided two key recommendations:
- Increasing the performance bond for the finance officer to $1,000,000 in liability coverage, as mandated by new state legislation.
- Updating the organization's personnel policy to align with current best practices.
He also informed the Board of a minor potential finding in the audit, indicating that the District may have exceeded its legally authorized expenditures by approximately $50,000. Dr. Martin disputed this finding, stating that he would work with Mr. Mullinix to resolve the discrepancy. Mr. Mullinix acknowledged that there could be an error in the auditors' calculations and agreed to review the figures
Public Comment
No one spoke during public comment.
Director’s Report
Director Eckard provided the following updates:
FEMA Recovery Update
Our recovery efforts continue to progress through biweekly coordination meetings with FEMA. We are in the process of finalizing our comprehensive damage assessment report, which will serve as a critical component in securing federal assistance.
Additionally, FEMA is in the process of determining site visit dates to inspect the impacted areas firsthand, with the goal of scheduling these visits next month. We are incorporating drone technology to evaluate debris accumulation within the watershed and along the main transmission line to further enhance our damage assessment. This approach will provide valuable data to supplement our reports and improve the accuracy of our recovery planning.
CDBG Grant for Hurricane Helene Recovery
We are exploring a potential Community Development Block Grant (CDBG) to aid in the restoration of water service across Graggy Bridge and into West Buncombe. A few weeks ago, I met with the Town Manager of Woodfin to discuss a collaborative effort to secure this funding. Shannon is currently gathering additional information about the grant process and identifying a qualified professional to assist with grant writing and administration.
We greatly appreciate the Town of Woodfin’s willingness to take the lead on this initiative, and we are ready to provide any necessary support to ensure a successful application.
Reservoir Status
As of February 12th, the reservoir remains at full capacity (100%), ensuring a stable water supply for the community. We will continue to monitor levels closely and manage resources efficiently as we move into the spring season.
Water Main Breaks and Leak Response
The extreme freezing temperatures in January led to over 11 water main breaks across the system, creating significant challenges for our operations team. Freezing conditions cause the ground to shift and expand, placing additional stress on underground infrastructure. Small rocks and shifting soil can press against pipes, leading to fractures and water loss.
Our crews worked tirelessly—often through late nights and weekends—to restore service as quickly as possible. Repairing a water main break in 10-degree weather at 2 a.m. is no small task, and I want to express my deep appreciation for the dedication and resilience of our team. Their hard work ensured that disruptions to residents were minimized, even under the most difficult conditions.
Old Business
No old business.
New Business
Special Meeting Scheduled – February 24
Chairman Maybury moved to schedule a special meeting of the Board of Trustees on February 24 at 10:00 a.m. to select a firm for engineering services related to Hurricane Helene recovery. Trustee Edgerton seconded the motion, which was unanimously approved.
Fire Hydrant Conditions and Maintenance Plan
Field Supervisor Sam Chattin provided an update on the condition of fire hydrants within the District. He reported that each fire department had been contacted to identify nonfunctioning hydrants within their coverage areas. Of approximately 450 hydrants, 10 to 12 were either missing or not operational.
Assistant Field Supervisor Jeremy Fink outlined a plan for repairing and replacing hydrants. Following discussion, the Board reached a consensus to budget for the replacement of four to six hydrants per year. The District’s team will handle replacements internally as scheduling allows.
Trustee Hopkins suggested shifting more routine hydrant maintenance responsibilities to the fire departments. Director Eckard agreed and noted that District staff would work with the fire departments to provide training on proper maintenance procedures.
Resiliency Projects and Funding Request
District Engineer Keith Webb presented a list of capital projects for which the District intends to seek funding from the NC General Assembly. Any unfunded projects will be incorporated into the upcoming 10-year Capital Improvement Plan.
Mr. Webb emphasized the urgent need to address backwash sludge accumulation, as the local landfill will no longer accept it. District staff are exploring short-term solutions, such as hauling and processing sludge at local wastewater plants, while also evaluating long-term strategies, including dewatering containers, a secondary lagoon, and land application at the water plant.
Call of the Board
Trustee Edgerton inquired about the status of adding memos to checks to help the Board track expenses. Director Eckard acknowledged initial challenges in implementing this but stated that he would work with Shaomin to find a solution for including memos on checks moving forward.
Closed Session Pursuant to NC General Statute 143-318.11(a)(6)
Chairman Maybury motioned to go into closed session at 6:24 p.m. Edgerton seconded the motion. The vote was unanimous.
At 6:48 p.m., Trustee Hopkin moved to open session, seconded by Trustee Edgerton. The vote was unanimous.
Adjournment
The meeting was adjourned at 6:49 p.m.