Woodfin Sanitary Water and Sewer District
Meeting of Board of Trustees
Minutes of June 16, 2025
Chairman Gordon Maybury called the meeting to order at 5 p.m. In attendance were Larry Hopkins, Vice Chair; Dr. Joseph Martin, Executive Director Emeritus; Seth Eckard, Executive Director; Jackie Bryson, MSD Representative.
Approval of the Agenda
The agenda was approved by unanimous consent.
Approval of Minutes
MSD Report
Ms. Bryson shared a report developed by MSD’s financial committee, detailing their upcoming FY26 budget. She also left a packet with relevant information for the Board to review.
Public Comment
No one spoke during public comment.
Director’s Report
Director Eckard provided the following updates:
Letter to Customers:
Like last year, the District intends to mail an insert to our customers with the next batch of bills explaining the District’s rate increase and the need for it.
Reservoir Capacity:
The reservoir is currently at 100% capacity.
Division of Water Infrastructure – SRF Funding for Hurricane Helene Recovery:
The American Relief Act of 2025 (Public Law 118-158) includes Supplemental Appropriations for the State Revolving Funds (SRF) to assist drinking water facilities, wastewater treatment works, and decentralized wastewater systems impacted by Hurricane Helene. This funding is provided under the Supplemental Appropriation for Hurricane Helene Mitigation and Water Infrastructure (SA-HMW) program.
Funding Availability:
North Carolina has been allocated a total of $662 million in SRF funding, divided as follows:
·
$409 million for the Drinking Water State Revolving Fund (DWSRF – Helene)
·
$253 million for the Clean Water State Revolving Fund (CWSRF – Helene)
These amounts include allowable administrative costs.
District Application:
The District has submitted a pre-application for a $5 million loan under the DWSRF Helene program. If awarded, the loan will qualify for 100% principal forgiveness, effectively making it a grant rather than a traditional loan. The pre-application and proposed project budget were prepared in coordination with McGill Associates and submitted on Friday, May 30th.
If the District’s proposal is deemed eligible and competitive, we expect to receive an invitation to submit a full application in late July.
Old Business
No old business.
New Business
a)
Public Hearing FY 2025-2026: Hopkins seconded Maybury’s motion to open a public hearing for the proposed FY 2025-2026 Budget. The motion carried unanimously. No one spoke during public comment. Chairman Maybury closed the public hearing.
b)
FY 2025–2026 Budget Resolution 2025-03: Director Eckard said that no changes have been made to the proposed budget. He mentioned that the proposed budget includes projected revenues and appropriations for operating expenses, capital improvements, and debt service for the fiscal year beginning July 1, 2025, and ending June 30, 2026.
FY 2026 Budget – Executive Summary
Total Budgeted Revenue: $2,850,800
Represents a 5.1% increase over the adopted FY 2025 budget.
Revenue Highlights:
- Monthly minimum charge increases by zone:
- Zone 1 (In-District): +$1.00
- Zone 2 (Outside District, mixed supply): +$1.25
- Zone 3 (Outside District, purchased water): +$1.50
- Zone 4 (Furthest customers, purchased water): +$2.00
- Tap fees increased by $100
- Meter relocation fees increased by $500
- System Reduction Fees increased by $500 (Zones 3 & 4 only)
- Budgeted revenue exceeds expenditures by $7,726.00
Total Budgeted Expenditures: $2,843,074
Represents a 13.8% increase over the adopted FY 2025 budget.
Expenditure Highlights:
- 33% wholesale water rate increase from the City of Asheville is the largest cost driver
- $271,000 allocated to Capital Improvements
- $20,000 budgeted for website upgrades
- FEMA-related projects are excluded and tracked separately under the adopted project ordinance
- All expenses, including capital improvements, are covered by projected revenue. Expenditures do not include any McGill Associates proposed adjustments to the Capital Improvement Plan (CIP).
- 5% across-the-board Cost-of-Living Adjustment (COLA) for all staff
- Funding included for merit-based raises tied to certifications earned in FY 2026
- No changes to employee health insurance contributions at this time
(Note: Last year’s renewal resulted in a 10% premium decrease; future rates will be reassessed in the fall) - Budget includes one unfilled field position
- Two of the three previously vacant field technician positions have been permanently eliminated
Capital Improvement Expenditures:
- Meter Replacement Program – $25,000
- Hydrant Repairs/Replacements – $24,000
- Treatment Plant Upgrades:
- Day Tank Replacement – $15,000
- Security Gate with Communications – $20,000
- Actuator #1 Replacement – $17,000
- Field Tool Replacement – $10,000
- Website Improvements – $20,000
- Water System Resiliency – $100,000
- Flagging Machine – $35,000
Hopkins seconded Maybury’s motion to approve the FY 2025-2026 Budget Resolution 2025-03. The motion carried unanimously.
c)
FY 2023-2024 Audit Approval: Director Eckard explained that the District’s auditor requires formal Board approval of the Fiscal Year 2024 audit before it can be submitted to the State for acceptance. A complete copy of the audit is included in your agenda packet for review.
Maybury seconded Hopkins’ motion to approve the FY ending June 30th, 2024, completed audit. The motion carried unanimously.
d)
Debris Removal Cooperative Agreement: Director Eckard said, as part of ongoing recovery efforts related to Tropical Storm Helene, the State of North Carolina has established the State Mission Assigned Recovery Taskforce (SMART) Program. This initiative allows local governments to formally partner with the NC Department of Emergency Management (NCDEM) to transfer management responsibility for remaining debris removal—including debris on private property—to the State.
This transition requires no action from current applicants, and existing contractors will continue work without interruption. The purpose of this shift is to minimize reimbursement delays—especially beneficial for smaller jurisdictions—and to allow local staff to focus on other critical recovery priorities.
Included in your packet is a Debris Removal Cooperative Memorandum of Agreement between the District and NCDEM. This agreement formalizes the State’s assumption of all debris removal responsibilities and associated vendor payments through FEMA funding. This support is being explicitly extended to small and mid-sized communities, representing a significant administrative and financial benefit for the District.
Maybury seconded Hopkins’ motion to approve the memorandum of understanding with NCDEM. The motion carried unanimously.
Call of the Board
Chairman Maybury said that there might be citizens who would like to have their properties annexed into the District. Dr. Martin briefly reviewed the process for District expansion, and Director Eckard stated that he would follow up with the attorney to have the process written out in a step-by-step format.
The Board also expressed interest in learning about the legal process for modifying the Board's size and terms. Director Eckard said that he would follow up on those questions as well.
Adjournment
The meeting was adjourned at 5:52 p.m.