The Board of Trustees meet the 3rd Monday of each month at 5:00 PM at District offices, unless otherwise announced.
Minutes of the last twelve Board of Trustee meetings are available by viewing the drop-down menus below. Minutes are posted after being approved by the Board of Trustees. Older versions of meeting minutes are maintained at the District's main administration office.
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.
The agenda was approved by unanimous consent.
Ms. Bryson shared that MSD’s personnel committee developed recommendations for benefits for the next fiscal year’s budget. She left a packet with relevant information for the Board to review.
No one spoke during public comment.
Director Eckard provided the following updates:
Director’s Report – February 2024
FEMA Hurricane Helene Recovery Update
On April 10th, Chairman Maybury and Director Eckard, accompanied by District staff and engineers from WithersRavenel, participated in a FEMA field inspection. FEMA representatives assessed damages caused by Hurricane Helene to several District assets, including the reservoir dam, emergency generator, spillway, water treatment plant bridge, warden house, and bank erosion near the lagoon. Informal feedback suggests FEMA agrees that the damage was storm-related. The next step is for WithersRavenel to submit repair recommendations along with cost estimates. FEMA will review these submittals for potential project approval.
On April 16th, District staff met with SDR, a pre-authorized FEMA debris removal contractor, to evaluate debris removal needs along the District’s transmission line and firebreak within the District-owned watershed. A follow-up meeting with SDR and FEMA is being scheduled to finalize project scope and details.
NCDEQ has formally approved the District’s bridge loan in the amount of $3,000,000. As of this writing, we are awaiting the official loan agreement and reporting guidelines from NCDEQ, which will be finalized prior to the transfer of funds to the District’s account.
Woodfin 5K
Director Eckard and Sam Chattin represented the District at the Woodfin 5K race. We provided Woodfin Water in iced coolers to share with participants and attendees. Chairman Maybruy participated in the race. The weather was great, and we enjoyed engaging with the community!
Reservoir Capacity
The reservoir is currently at 100% capacity.
Local Water Supply Plan
The 2024 State-approved Local Water Supply Plan (LWSP) is included in your reading materials for review.
Meter Reader Position
We are pleased to announce that Haley Todd-Ellesin has accepted the position of Meter Reader with the District. Her first day will be April 30th.
No old business.
a)
Woodfin Sanitary Water and Sewer District Capital Improvement Plan: Engineers from McGill Associates presented a 10-year capital improvement plan for the Woodfin Sanitary Water and Sewer District. The plan calls for approximately $12 million of investment into the system over the next 10 years, with modest rate adjustments to fund the plan. Director Eckard stated that the plan is a living document and will require updates every two years.
b)
FY 26 Budget Proposal: Director Eckard provided the following budget highlights:
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:
Total Budgeted Expenditures: $2,843,074
Represents a 13.8% increase over the adopted FY 2025 budget.
Expenditure Highlights:
Capital Improvement Expenditures:
Additional Notes:
The separate construction budget (pipe laying crew budget) has been dissolved, and those funds have been reallocated to departmental capital improvement projects. Positions have also been moved from the construction budget to the distribution budget.
Chairman Maybury requested that Director Eckard add the assumptions he used in revenue and expense forecasting to the budget document. Director Eckard noted that he will update the document to reflect those changes.
c)
Dr. Martin outlined a new internal accounting control that will be implemented going forward. He recommends adopting a modified purchase order system in which expenses for larger items, such as contracts or capital expenditures, are encumbered at the time of approval rather than when invoices are received.
Chairman Maybury noted a few outdated areas of the website and asked that we pay better attention to it. Dr. Martin said that he would. Trustee Hopkins and Chairman discussed the upcoming Board vacancy that Trustee Edgerton’s upcoming resignation will create. Trustee Edgerton plans to resign due to a new job opportunity that her husband has accepted.
Closed Session: At 7:26 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 made a motion at 7:740 p.m. to return to open session, seconded by Trustee Hopkins. The vote was unanimous, and the motion carried.
The meeting was adjourned at 7:44 p.m.
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.
The agenda was approved by unanimous consent.
Ms. Bryson shared that MSD’s board was presented with an audit presentation of the fiscal year ending June 30th, 2024. The audit was clean, and MSD’s finances were in excellent shape. Mrs. Bryson also noted an upcoming sewer project located on Elkmont Pl.
No one spoke during public comment.
Director Eckard provided the following updates:
FEMA Hurricane Helene Recovery Update
Our scheduled meeting on February 18th was postponed due to an unexpected family emergency requiring our FEMA case worker to take leave for one month. We have been informed that our next meeting will be scheduled after her return on March 18th, at which point site visits with FEMA will also be arranged. In the meantime, WhithersRavenel is preparing cost estimates for FEMA and has conducted drone assessments of debris along the transmission line and the fire break within the conservation easement.
Audit Update
We are still awaiting a response from the auditor regarding Joe’s analysis of the expense overage and the submission of our audit to the Local Government Commission (LGC). Given the challenges with this year’s audit process, I have expressed my dissatisfaction and am withholding payment until the audit is submitted and approved by the LGC.
Auditor Search
I reached out to two auditing firms specializing in local government accounting in our region. Martin Starnes & Associates declined due to workload constraints. Lowdermilk & Church LLC indicated they are unable to take on new clients this fiscal year but may consider us for the following year.
Lagoon CIP Update
McGill will present the Capital Improvement Plan (CIP) and Rate Study at the April Board meeting.
Warden Home
No updates since my last report.
Woodfin 5K
At the Board’s request, we have increased our race sponsorship from the Silver level to the Gold level at $500. Additionally, we have purchased three 10-gallon portable water dispensers to provide ice-cold Woodfin-made water for runners and spectators. We are also in the process of creating a Woodfin Sanitary Water and Sewer District banner for our vendor table and will distribute branded water bottles again this year.
Reservoir Capacity
The reservoir is currently at 100% capacity.
No old business.
Due to the devastation caused by Hurricane Helene, the District will need to
amend the current fiscal year budget by $200,000. Contained in your agenda
packet is resolution 2025-2.
Maybury seconded Hopkins's motion to approve Resolution 2025-2. The motion carried unanimously.
Trustee Hopkins asked Director Eckard about the upcoming Woodfin Water State of the District presentation to the Woodfin Town Council. Director Eckard said he has arranged with the Town Manager to give that presentation in July of 2025. Director Eckard noted that it would be a more informative presentation to provide at that time because he will be able to share information about the District's new capital improvement plan and recently adopted budget.
Trustee Maybury said he has communicated with the Woodfin Mayor regarding the District’s fire preparedness. One key point is that the District is working with the local fire departments to ensure they are performing routine maintenance on our fire hydrants.
The meeting was adjourned at 5:44 p.m.
Chairman Gordon Maybury called the meeting to order at 10 a.m. In attendance were Larry Hopkins, Vice Chair; Lauren Edgerton, Secretary; Dr. Joseph Martin, Executive Director Emeritus; Seth Eckard.
The agenda was approved by unanimous consensus.
Resolution 2025-01 Tentative Award for Engineering Services. Director Eckard reported that he recently solicited Requests for Qualifications (RFQs) from engineering firms to provide services related to Hurricane Helene recovery efforts. After two rounds of solicitation, Withers and Ravenel were the only firm to submit a proposal. Based on the merits of their submission, Director Eckard recommended their approval.
The resolution authorizes Director Eckard to negotiate and sign a contract with Withers and Ravenel. All engineering expenses will be either reimbursed by FEMA or covered through grant funds awarded by the NC Department of Environmental Quality (NC DEQ). Motion by Edgerton to approve Resolution 2025-01, Hopkins seconded. The motion carried unanimously.
The meeting was adjourned at 10:30 a.m.
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.
The agenda was amended to include a closed session at the end of new business, and it was approved by unanimous consensus.
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:
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
No one spoke during public comment.
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.
No old 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.
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.
The meeting was adjourned at 6:49 p.m.
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; Jackie Bryson, MSD Representative.
The agenda was approved by unanimous consensus.
Ms. Bryson briefly reviewed the activity at the last MSD Board meeting and highlighted the ongoing storm recovery efforts. MSD estimates it has approximately $6,000,000 in storm-related damage thus far.
No one spoke during public comment.
Director Eckard provided the following updates:
FY 23-24 Audit
The auditors are still finalizing the FY 23-24 audit, which was delayed due to the hurricane. They plan to present their findings at the February 2025 Board meeting.
FY 24-25 Budget Amendment
Hurricane Helene has necessitated adjustments to the current fiscal year’s budget. We plan to propose a budget amendment for the Board’s consideration at the February Board meeting.
Conference Room IT Upgrades
A monitor and web camera have been installed in the conference room, allowing better meeting streaming. We will stream meetings over Google Meet.
FEMA Update
Our consultant, Mary Glasscock, will provide the Board with an update on FEMA-related efforts.
Active District Projects
Potential Bridge Loan Projects
After discussions with our consultants and FEMA representatives on January 8, we identified several projects that may require bridge loan funding from the NC DEQ. We will only proceed with projects for which we are confident FEMA will provide reimbursement. Current projects under consideration include:
No old business.
a.
Free Tap Request by the Town of Woodfin: Town Manager Shannon Tuch submitted a waiver request for tap and system reduction fees at the new Geneva Many Park Community Garden. Trustees remarked on how wonderful a partnership this will be with the District. Director Eckard said he would negotiate a water use agreement with Manager Tuch. Edgerton motioned to approve the tap request and system reduction fee waiver totaling $4,1000. Hopkins seconded. The motion carried unanimously.
b.
Hurricane Helene Capital Project Ordinance: Director Eckard presented a capital project ordinance to the Board. The purpose of the ordinance is to authorize a project budget for the construction and rehabilitation of Woodfin Water infrastructure damaged by Hurricane Helene to be financed by the North Carolina Department of Environmental Quality Emergency Bridge Loan and Technical Assistance Grant. The Ordinance recognizes $3,200,000 in grants and loans and $3,200,000 in expenditures. Director Eckard said that the District may not need to spend all of the funds, only enough to cover the actual expenses for repairs. All spending will be reimbursed to the District by FEMA to pay off the loan. Hopkins motioned to approve the tap request and system reduction fee waiver totaling $4,1000. Edgerton seconded. The motion carried unanimously.
c.
Warden House Discussion: Director Eckard shared and reviewed a memo draft by McGill Engineer Keith Webb that covers the condition of the Warden House at the Woodfin Water Treatment Plant. Director Eckard then shared photos of the house. The house is in poor condition. Director Eckard said that Water Plant ORC Chandler Henn has made other living arrangements as FEMA evaluates the home's condition and determines if funds will be available to repair it. No action was required or taken by the Board.
Chairman Maybury announced that a second Helene Recovery Meeting would be held on February 11th at the Crown Plaza in Asheville from 10:00 a.m. to 3 p.m., and he invited other Board members to register and attend. He remarked on how informative the previous meeting in Morganton was.
The meeting was adjourned at 6:07 p.m.
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.
The agenda was approved by unanimous consensus.
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.
No one spoke during public comment.
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.
No old 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.
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.
The meeting was adjourned at 11:12 AM.
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.
The agenda was approved by unanimous consensus.
Motion by Edgerton to approve October 2024 minutes, Hopkins seconded. The motion carried unanimously.
Ms. Bryson said that MSD did not hold a meeting the previous month due to Hurricane Helene. Ms. Bryson said that at the upcoming MSD meeting, a presentation on the storm recovery effort would be given to the board. Executive Director Eckard noted that he planned to thank MSD for all of their help restoring the Woodfin Water system during public comment.
No one spoke during public comment.
Director Eckard provided the following updates:
Hurricane Helene Dam Damage Assessment Report
As contained in your relevant readings, the Dam Inspection Report outlines the current assessment of damage caused by Hurricane Helene to the dam and surrounding areas at the water treatment plant.
Lead and Copper Service Line Notice
This report includes a copy of the lead and copper service line inventory notice that will be going out to all of our customers.
Post-Hurricane Helene Resiliency Committee Update
The Resiliency Committee held its first meeting on October 24th to address storm recovery and future resilience projects. During this meeting, the committee reviewed a list of necessary repairs and new projects to enhance system resilience. This list will feed into the upcoming Capital Improvement Plan (CIP) developed by McGill Associates.
·
Cost Estimation and FEMA Reimbursement: Keith Webb of McGill Associates will provide cost estimates and help identify projects that may qualify for FEMA reimbursement. Once these details are available, the committee will reconvene to prioritize projects based on funding availability, including a $3,000,000 zero-interest loan offered by the State of North Carolina to assist public utilities impacted by Hurricane Helene.
·
Community Feedback and Website Improvements: Chairman Maybury and I met with a local resident who provided valuable feedback on improving the District’s website. Chairman Maybury has forwarded recommended edits to Dr. Martin, who will work on implementing these changes. The committee also suggests allocating budget resources in the upcoming cycle to revamp the website and enhance customer communications.
Pre-Construction Meeting for Distribution System Expansion
Our team recently met with contractors to discuss extending the water distribution system to serve 16 new single-family homes on High Street. Construction is anticipated to commence in early 2025.
Customer Support Measures Post-Hurricane Helene
To support customers affected by Hurricane Helene, the District will take the following measures:
District Christmas Party
The District’s annual Christmas party, hosted by Keith Webb, will be held on December 9th at noon. This event will be a chance for team members to gather and celebrate the season.
Donation of Surplused Vehicle
Our old service truck has officially been donated to the local organization Working Wheels to support their mission.
Director Eckard mentioned that the District had lifted the Mandatory Boil Water Notice that had been in place since late September 2024.
No old business.
a.
Resolution 2024-14 Hurricane Helene Recovery Bonus for Employees. Chairman Maybury motioned to approve resolution 2024-14, granting each employee a $500 bonus for their efforts during the Hurricane recovery period, to be paid out at the next pay period. Trustee Hopkins seconded the motion; the motion was approved unanimously.
Chairman Maybury thanked the employees for the extraordinary effort, time, and care they put into dealing with an extraordinary problem. Trustees Edgerton and Hopkins also thanked the full-time employees for their efforts. Chairman Maybury asked if the annual holiday bonus of one percent of the employee's annual pay would be included in the upcoming payroll. Director Eckard said yes.
b.
Resolution 2024-15 Contract for Finance Director Services. Trustee Hopkins motioned to approve Resolution 2024-15 authorizing the Woodfin Water Trustee Chairman to enter into a contract with Dr. Joseph Martin to provide Financial and IT services. Trustee Edgerton seconded the motion, which was approved unanimously.
Chairman Maybury noted that the contract was for $3,660 a month, that the agreement is two years long, and that it contains an automatic renewal clause. Director Eckard pointed out that either party could terminate the contract with a 30-day notice; the Board also has the power to terminate the contract with notice. Chairman Maybury noted that the District would greatly benefit from having this help from Dr. Martin. Director Eckard and the other Trustees agreed.
c.
Change the time of the December 9th Board Meeting. Trustee Edgerton motioned to change the time of the December 9th Board of Trustees meeting to 10:00 a.m. Chairman Maybury seconded the motion, which was approved unanimously.
Trustee Edgerton mentioned that due to the timing of the December 9th Employee Christmas party, it might be a good idea to move the Board meeting that day from 5 p.m. to 10:00 a.m. The other board members thought this was a good idea as well. Director Eckard mentioned that he would give the Board members information on the location of the holiday party.
Director Eckard mentioned that he would prepare a draft 2025 Board Meeting Calendar to the Trustees to review in advance of the December Board meeting.
The meeting was adjourned at 5:44 PM.
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.
The agenda was approved by unanimous consensus.
Motion by Edgerton to approve September 2024 minutes, Hopkins seconded. The motion carried unanimously.
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.
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 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.
No old 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.
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.
The meeting was adjourned at 6:38 PM.
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.
The agenda was approved by unanimous consensus.
Motion by Edgerton to approve August 2024 minutes, Hopkins seconded. The motion carried unanimously.
Asheville Fire Department
The Asheville Assistant Fire Chief updated the board on the fire department. The Assistant Chief then explored opportunities with the Board of how Asheville Fire can better communicate with the District to report fire hydrants that need to be repaired.
Ms. Bryson gave a general update for MSD. She reported that a few significant projects were under budget, and everything was going well.
No one from the public spoke.
Director Eckard provided the following updates:
1.
Capital Improvement Plan (CIP) and Rate Study Update:
Our Distribution and Plant team met with McGill representatives on September 9th to assess potential system needs. McGill is compiling that feedback and will present recommendations for our review within three to four weeks. Following that, we will draft the initial version of the CIP.
2.
Audit Schedule:
The in-house audit is scheduled to take place shortly after September 16th.
3.
Reynold’s Tank Rehabilitation:
We have finalized a contract with CROM to conduct a Level Two inspection of the tank’s exterior and interior. Scheduling for the inspection may take several months, but once complete, the report will serve as the basis for obtaining quotes for the necessary repairs to both the exterior and interior of the tank.
4.
Lagoon at the Water Plant:
Since MSD ceased allowing us to discharge our lagoon waste at their facility a few years ago, the district has incurred significant expenses for pumping, hauling, and proper disposal of sludge. We are collaborating with McGill to address this issue. The proposed solution involves installing a metal curtain to divide the lagoon in half and necessary work on the outflow drains. This will allow one side of the lagoon to dry while the other half collects wastewater from cleaning the water plant’s filters. Once dried, sediment can be removed and disposed of at a landfill at a significantly reduced cost.
Chairman Maybury expressed a desire for staff to estimate any pending revenues and expenses, allowing the District to report the previous month's finances rather than the current method of reporting, which reflects data from two months prior. Executive Director Eckard and Dr. Martin said they would explore that option further.
No old business.
a.
Resolution 2024-11. The District recently held an authorized surplus sealed bid process for a non-operational 2008 Ford F-150. Unfortunately, no bids were received. One possible action is to donate the vehicle to a deserving charity. Staff recommended that the Board of Trustees authorize the donation of the truck to Working Wheels, a reputable charity in western North Carolina. More information about their work can be found at WorkingWheels.com. Motion by Trustee Edgerton to approve Resolution 2024-11, Trustee Hopkins seconded. The motion carried unanimously.
b.
Executive Director Eckard updated the Board on the Asterra Leak detection service results. Director Eckard shared a list of leaks that were found throughout the system. Field Supervisor Sam Chattin provided the Board with the District's Plan of Action to fix the leaks.
c.
Director Eckard proposed adjusting office operating hours from 8:30 a.m. – 4:30 p.m. to 8:00 a.m. – 4:00 p.m., effective Monday, September 23rd 2024. Motion by Trustee Edgerton to approve Resolution 2024-11, Trustee Hopkins seconded. The motion carried unanimously.
The Board discussed various issues and asked staff questions during Call of the Board.
The meeting was adjourned at 5:47 PM.
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.
The agenda was approved by unanimous consensus.
Motion by Edgerton to approve July 2024 minutes, Hopkins seconded. The motion carried unanimously.
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.
No one from the public spoke.
Director Eckard provided the following updates:
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.
No old 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.
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.
The meeting was adjourned at 6:04 PM.
Chairman Gordon Maybury called the meeting to order at 5:01 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; and Jim McAllister, Mayor of Woodfin.
The agenda was approved by unanimous consensus.
Motion by Edgerton to approve June 2024 minutes, Hopkins seconded. The motion carried unanimously.
Ms. Bryson reported that MSD did not hold a meeting in July and asked if the Board had any questions that she could answer. No one had any questions. The Board thanked Ms. Bryson for her continued service.
No one from the public spoke. Chairman Maybury encouraged citizens to attend meetings or contact him if they have anything they wish to share with the Board.
Director Eckard provided the following updates:
1.
The District hired a new utility field technician in June. His name is Eddie Stafford. He has worked in the public works department for the Town of Woodfin for the last 11 years. Eddie has experience operating heavy equipment and is familiar with the District. We are excited to have him join our team!
2.
The Asterra leak detection project kicks off on July 22nd. Chairman Maybury and Trustee Hopkins plan to attend the upcoming meeting with staff.
3.
Capital Improvement Plan / Rate Study Update: McGill staff have begun meeting with District staff to gather system and financial information.
4.
The District is collaborating with the Town of Woodfin on the Town’s upcoming summer newsletter.
5.
We are working with our mailing vendor to price the inclusion of an MSD brochure insert in our next billing cycle. We are also exploring the modification of the bills to include our customer’s zone designation.
6.
Dr. Martin updated the website to reflect our new rates and construction standards and added the District’s zone map.
7.
Tyler Helm earned his PC1 Certification at the Water Plant.
8.
We are working with our mailing vendor to include zone designation on customer’s utility bills.
9.
The Asheville Fire Department regrets not being able to attend tonight’s meeting. However, they plan to attend the August Board meeting.
10.
Director Eckard plans to present the 2024 customer satisfaction survey results at the August meeting. Trustee Edgerton asked if she could have a copy of the survey link to share with her neighborhood. Chairman Maybury asked how many survey responses we have collected to date. Director Eckard said that ten customers have submitted responses.
Chairman Maybury complimented the graphs in the agenda packet and requested that an appendix explaining the graphs' movements be included in future agenda packets. He also asked for the percentage of the reservoir's capacity to be tracked and graphed as a new activity report to be included in the agenda packet. Dr. Martin explained that lake levels are tracked every day. Trustee Edgerton requested that our monthly leaks and breaks report be charted on a map of the District each month. Director Eckard said that this would include these requests in upcoming agenda packets.
No old business.
A.
Resolution 2024-08 Declare Juneteenth a District Holiday: Trust Hopkins motioned to approve the resolution. Trustee Edgerton seconded the motion. The resolution was passed unanimously.
B.
Resolution 2024-09 Budget Amended: Director Eckard proposed a budget amendment for $92,000 to cover the McGill CIP contract and the Asterra leak detection contract costs. Trust Hopkins motioned to approve the resolution. Trustee Edgerton seconded the motion. The resolution was passed unanimously.
Trustee Hopkins mentioned that the Town of Woodfin may construct a splash pad, and if they did, perhaps the District could provide water free of charge for this service. The Board agreed that this is a great suggestion. Director Eckard said he would contact the Town Manager of Woodfin to gather more information and advance this project in partnership with the Town.
The meeting was adjourned at 5:49 PM.
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.
The agenda was approved by unanimous consensus.
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.
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.
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.
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.
No old 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.
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.
The meeting was adjourned at 6:31 PM.
