Woodfin Sanitary Water and Sewer District
Meeting of Board of Trustees
Minutes of May 19, 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.
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 FY 26 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:
FEMA Hurricane Helene Recovery Update
All project worksheets have been submitted to FEMA. The next phase involves submitting engineering reports for each project. WithersRavenel has been tasked with preparing these reports, a process that may take several months to complete.
Reservoir Capacity:
The reservoir is currently at 100% capacity.
Reynolds Mountain Christian Academy – Career Day:
As part of our community engagement efforts, District staff participated in Career Day at Reynolds Mountain Christian Academy. Approximately 100 students, ages 6 to 13, had the opportunity to see our equipment up close and speak with staff about how we deliver high-quality water to their homes.
NCDEQ State Revolving Fund – Grant Opportunity:
The District has been informed of a potential state grant opportunity through the NC Department of Environmental Quality. This funding would require a minimal local match and is intended for utilities affected by Hurricane Helene with projects that may not be eligible for FEMA reimbursement. At this time, FEMA’s position on replacing the District’s backup generator remains uncertain, so this grant may serve as an alternative funding source. Additional details are expected to be released on May 23rd.
Budget Assumptions:
The District has updated the budget document to include detailed assumptions used in forecasting revenues and expenditures for the coming fiscal year.
NCWQA Conference:
Chairman Maybury and Director Eckard plan to attend the North Carolina Water Quality Association (NCWQA) Conference in Asheville on May 22.
Mail and Print Vendor:
Our current bill printing and mailing vendor went out of business unexpectedly. Director Eckard has secured three bids from three new vendors and has selected OSR due to their competitive price and references. We do not anticipate any disruptions with mailing out our next cycle of bills.
Old Business
No old business.
New Business
a)
FY 26 Budget Proposal: Director Eckard provided the following budget highlights during his second reading of the budget:
Proposed 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
b)
FY 25 Audit Contract and contract amendment: State law requires the District’s contract with its auditing firm to be renewed annually. The price of the contract remains the same. Hopkins seconded Edgerton’s motion to approve the FY 25 audit contract and amendment with the firm Gould Killian CPA Group, P.A. The motion carried unanimously.
c)
Old Home Rd Easements: The developers of the 20-unit subdivision in Woodfin, extending from Espen Ridge to Old Home Road, have completed construction of the waterlines in accordance with District standards. Our attorney has prepared easement documents for the Board’s consideration, which are included in your packet. These easements will provide the District with legal access to perform future maintenance on the waterlines. Trustee Hopkins made a motion to formally accept the utility easements associated with the Old Home Road project as presented, and to authorize Mr. Eckard to execute all necessary easement documents on behalf of the District. The motion was seconded by Trustee Edgerton and was unanimously approved by the Board.
Call of the Board
Trustee Lauren Edgerton announced that she was resigning from the Board effective May 19th, 2025 due to having to move for her husband’s new job.
Chairman Maybury encouraged staff to promote the upcoming June meeting so that the public can share their thoughts on the upcoming budget. Director Eckard said he would share the meeting on social media, and Dr. Martin said he would update the website with the same information.
Closed Session: At 5:43 p.m., Trustee Hopkins made a motion to go into Closed Session Pursuant to NC General Statute 143-318.11(a)(6) to consider the qualifications, competence, performance, character, fitness, conditions of appointment, or conditions of initial employment of an individual public officer or employee, seconded by Chairman Maybury. The vote was unanimous, and the motion carried.
Trustee Maybury moved at 6:10 p.m. to return to open session, seconded by Trustee Hopkins. The vote was unanimous, and the motion carried.
Adjournment
The meeting was adjourned at 6:17 p.m.