Woodfin Sanitary Water and Sewer District
Meeting of Board of Trustees
Minutes of November 18, 2024
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.
Approval of the Agenda
The agenda was approved by unanimous consensus.
Approval of Minutes
Motion by Edgerton to approve October 2024 minutes, Hopkins seconded. The motion carried unanimously.
MSD Report
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.
Public Comment
No one spoke during public comment.
Director’s Report
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.
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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.
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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:
- Penalty Waivers: All late penalties incurred through December 31st, 2024, will be waived.
- Suspension of Service Disconnections: No service disconnections for non-payment will occur during this period to provide relief to impacted customers.
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.
Old Business
No old business.
New 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.
Call of the Board
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.
Adjournment
The meeting was adjourned at 5:44 PM.