STOKES COUNTY WATER AND SEWER AUTHORITY

 

MINUTES

 

JUNE 9, 2005

 

 

The Stokes County Water and Sewer Authority met in regular session on June 9, 2005, in the Commissioners Chambers of the Stokes County Administration Building with the following members present:

 

                Wayne Smart, Chairman

                Ron Clifford, Member

                Worth Hampton, Member

                Arzell Montgomery, Member

                Ron Morgan, Ex-Officio Member

 

                Jay Kinney, Public Works Director

                Julia Edwards, Finance Director

                Brenda Carter, Secretary

 

Absent:  John Hawkins, Vice Chairman

               

APPROVAL OF MINUTES

 

Mr. Smart opened the meeting at 3:10 p.m. instead of 3:00 p.m. to await the arrival of Mr. Hampton and Mr. Hawkins. 

 

Mr. Smart then asked for approval of the January 27th minutes.   Mr. Ron Clifford made a motion to approve the minutes with the correction to his name in the members present from Ron Clifton to Ron Clifford, Mr. Montgomery seconded the motion and the minutes were approved.

 

SAURATOWN PROJECT UPDATE

 

Mr. Smart asked if Mr. Tory Wagoner with Cavanaugh and Associates would be in attendance at this meeting and Mr. Kinney advised that he was out of town and would not be, but Mr. Wagoner had asked that Mr. Kinney or Mr. Smart bring the members up to date on the project, that nothing had really changed on the Walnut Cove Project.  Mr. Smart noted that there had been a meeting with Mr. Doug Saunders and asked Mr. Kinney to bring the Board up to date on this meeting.

 

Mr. Kinney stated that the Board had asked that he meet with the Assistant County Manager and Utilities Director of Forsyth County and Mr. Smart had also attended this meeting.  He noted that there was a favorable response by Mr. Saunders in supplying water to the citizens of Stokes County and selling water at a cheaper rate than is now being charged ($2.76/thousand) to the Highway #65 and Germanton residents.   Mr. Saunders stated that this cheaper rate would have to be approved by his Board. Mr. Saunders also noted that the residents of Stokes County are paying less for their water than what the residents of Forsyth County are paying.

 

Mr. Kinney noted that Stokes County also has a partnership with Forsyth County in solid waste and they have reduced these rates because of volume.  Mr. Pat Swan formerly with the Public Works Department of Forsyth County now serves on the Finance Board and he wishes to work with Stokes County in a positive way.  Mr. Kinney informed the Board that he, Rick Morris, the County Manager, Mr. Smart, Pat Swan, the county manager from Forsyth County, and two of their commissioners had a meeting to discuss issues between Stokes County and Forsyth County and that things seem very favorable for a close working relationship in the future for both groups.

 

Mr. Clifford noted that the Board should hold off on the Walnut Cove Project and see how things develop.

 

Mr. Smart introduced Mr. Jack Gardin, the Town Manager for Walnut Cove and then he noted that Walnut Cove has a hook up in front of the Walnut Cove Fire Department for the citizens to get water to fill up tankers for their swimming pools. He noted that there was a meter and the citizens would pay for this water according to the meter reading.  He noted that maybe a valve could be put onto the water line from Germanton where a citizen could pull off the road and fill up their tanks as they are doing in Walnut Cove and the Authority could benefit from this income.  This would help with the water being flushed and wasted and would help the Town of Walnut Cove by not using their water. 

 

Mr. Montgomery asked who would monitor this water withdrawal and Mr. Smart noted that it would be on the honor system as it is now.  A citizen comes in signs up and returns and states how many gallons they pumped and are charged for this amount.

 

Mr. Smart asked Mr. Jack Gardin if there was a key issued for this water withdrawal and Mr. Gardin said that it was not, but in the future a meter would have to be installed on the tanker trucks to record these withdrawal amounts.  Mr. Gardin noted that someone would need to be there to monitor this.

 

Mr. Montgomery noted that he would prefer to purchase water from the Town of Walnut Cove than from the SCWS Authority as it would be cheaper, but Mr. Smart noted that there could possibly be a cheaper rate to help with the flushing of the lines and that waste.  Mr. Gardin noted that with the well situation, at present, water could not be bought from the Town of Walnut Cove. 

 

Mr. Kinney noted that Mr. Saunders did not state when he would be back in touch concerning this working relationship, but he would be speaking with Mr. Saunders and would give an update at a later time to the Board.  Mr. Smart noted that it was a very good meeting with the officials from Forsyth County.

 

Mr. Smart noted that he had talked with Mr. Gardin concerning the Town of Walnut Cove using some of the SCWS Authority water.  He noted that in an emergency when the valves had to be opened, the pressure could break pipe lines.  A steady flow would benefit the Authority and the Town of Walnut Cove.

               

Mr. Clifford noted that it may not burst the lines, but an altitude valve would be needed.  Mr. Smart noted that the lines in front of Ingles Shopping Center, there was so much pressure that it blew up several times until a repair was made and three dump trucks loads of gravel was dumped on it to help this problem.

 

SAURATOWN PROJECT UPDATE

 

Mr. Smart asked Mr. Kinney to bring the Board up to date on the Sauratown Project. Mr. Kinney informed the Board that in February the money was about to be lost to run the water line to the Sauratown Fire Department.  The Chairman of the Board made some calls and Mr. Kinney had talked with representatives from The Rural Center and had the project put on hold.  The new City Manager of King, Scott Buffkin, put together a resolution that was approved by the Stokes County Board of Commissioners on February 7th.  This resolution was to provide funds to the matching grant to extend the water lines from the City of King to the Sauratown Fire Department. 

 

Since that time, Tory Wagoner with Cavanaugh and Associates and officials from the fire department, the town engineer, the new city manager, the county manager, members from the water/sewer authority board and Mr. Kinney have met on two occasions to include certain items on the original contract.  

 

Mr. Tory Wagoner was to revise cost estimates, do an update and go back to The Rural Center then bring the Board up to date on this project. 

 

Mr. Scott Barrow, City Engineer for the City of King, is also doing a cost estimate to see if there would be a savings from the inspection to installing the lines if this was done by the City of King. 

 

Mr. Kinney asked Mr. Morris, the County Manager, to bring the Board up to date on this project.  Mr. Morris noted that Mr. Scott Barrow had put together two out of the three estimates that would be needed. At their last meeting it was agreed to have another meeting (a working meeting) when these estimates were obtained to see the current policy and what would be done and then to go to The Rural Center to get their endorsement of what was to be done.  He also noted that the working group meeting would probably be the following week and after that meeting, there would be a meeting with The Rural Center to get their approval of the project. 

 

Mr. Clifford asked if the money would have to be spent by September and Mr. Morris noted that it would have to be under contract by that date. 

 

Mr. Kinney noted that the City of King is excited about this project and are moving along pretty fast.  Mr. Clifford noted that if it goes to bid and that takes a month  and then must receive the bids, then July would be the deadline. 

 

APPROVAL OF BUDGET

 

Mr. Smart recognized Ms. Edwards who presented the 2005-06 SCWS Authority budget to the Board for their approval, a financial report, and a report of what the water is costing, etc.  Ms. Edwards noted that there were several citizens paying tapping fees. After Ms. Edwards explained to the Board the different line items, Mr. Montgomery made a motion to approve the budget, seconded by Mr. Clifford and the motion was approved by the following vote:

               

For:  Mr. Montgomery, Mr. Clifford, Mr. Hampton, Mr. Smart

 

Absent:  Mr. Hawkins

 

ELECTION OF OFFICERS

 

Mr. Smart noted that the Board should think about the election of officers and table this until the next meeting.  Mr. Kinney agreed and noted that the seats were set up as three, two and one year terms.  He asked that the board members consider staying on the board, but if anyone needed to step down, the board would need to know and have someone approved by the Board of County Commissioners. 

 

Mr. Kinney stated that there should be another meeting before August for this election of officers and that any member wishing to step down should contact either himself or Mrs. Carter, the secretary.  Mr. Hampton noted that he wished to stay on the SCWS Authority Board, Mr. Smart, Mr. Montgomery and Mr. Clifford all agreed that they wished to stay on the Board.  Mr. Kinney noted that he would be in touch with Mr. Hawkins to see if he wanted to stay on the Board.

 

Mr. Montgomery noted that he had two things to bring to the Board’s attention.  First, he noted that the last time the Board met, Mr. Smart and he were the only two members present.  He felt that if a Board member could not be present they should call and let Mrs. Carter know and if there were not enough for a quorum, she would notify the other members that the meeting would be cancelled.  He also noted that it was a 30 mile trip and he did not wish to drive to Danbury unless there was a meeting. 

 

Secondly, Mr. Montgomery noted that he wanted to make a correction in the minutes of April, 2003.  A motion was made that the hook up fee for Fiddlers Creek would be ONE THOUSAND DOLLARS ($1,000.00) by the time the contractor started the work.  Any one that hooked up at that time or later would pay ONE THOUSAND FIVE HUNDRED DOLLARS ($1,500.00).  Mr. Montgomery noted that it was not in the minutes at that time and he wanted to make a motion that this be added to the minutes at this time, that this was the way it was going to be, this was the way it was agreed on before, but it was not included in the minutes. 

 

He noted that he and Mr. Smart and the Board had discussed this and agreed on this amount.  The sign up fee had been discussed and in the beginning the fee was set at TWENTY FIVE HUNDRED DOLLARS ($2,500.00), but came back and said this was not being fair and to reduce the amount to FIFTEEN HUNDRED DOLLARS ($1,500.00).  Mr. Montgomery reiterated that his motion be to set this hook up fee amount to FIFTEEN HUNDRED DOLLARS ($1,500.00), seconded by Mr. Clifford and the motion was approved with the following vote:

 

FOR:  Mr. Montgomery, Mr. Clifford, Mr. Hampton, Mr. Smart

ABSENT:  Mr. Hawkins

 

Ms. Edwards noted that citizens had been paying one thousand dollars for this hook up fee.  Mr. Clifford noted that if they signed up when building the project this was correct and after the project was completed it was fifteen hundred dollars.  Mr. Smart noted there were fourteen people that signed up for this project and he had given this list to Cavanaugh and Associates.  Mr. Montgomery asked Ms. Edwards about the recent ones signing up and if she had accepted one thousand dollars from these and Ms. Edwards noted that she had. Mr. Montgomery noted that the Board would have to accept this amount as the minutes did not reflect the fifteen hundred dollars. It was noted that these might have been the ones that had signed up when the project was started and Ms. Edwards noted that she had the list of citizens that had signed up at that time.

  

WALNUT COVE ASSESSMENT

 

Mr. Smart noted that as Tory Wagoner with Cavanaugh and Associates, was not present he would speak on this matter and the Board had already discussed some of the issues at the beginning of this meeting.

 

Mr. Smart noted that he had talked with Mr. Jack Gardin, the Town Manager of Walnut Cove about the water issues and asked Mr. Gardin if the Board could get the price right did he think the Town Board would use some of this water.  Mr. Gardin agreed that they would be glad to take a look at this. 

 

Mr. Smart noted that the Walnut Cove Town Board would pay half the fee and the SCWS Authority Board would pay the other half of a cost estimate.  Mr. Smart noted that to his knowledge this had not been presented to the Walnut Cove Town Board.  Mr. Clifford noted that the Board was waiting for renegotiations from Forsyth County.

 

Mr. Smart noted that the Board would look at this matter at a later date and see what price Forsyth County would give the Board for their water.  Mr. Kinney noted that he would give Mr. Saunders a call concerning this matter.

 

ITEMS OF GENERAL CONCERN

 

Mr. Smart asked if the Board had any thing else to discuss.

 

Mr. Kinney noted that the Perkins Group was represented today, Mrs. Kim Joyce and Mr. Bill Stover and asked if they wanted to speak to the Board.  Mrs. Joyce informed the Board that the leak on Highway #65 had been repaired.

 

Mr. Smart asked Mr. Montgomery to speak to the Board concerning this leak. Mr. Montgomery noted that the water line was across the road from his property and the water had been turned on and had been on six or eight months.  He had been working in his yard the day the workers came to work on the valve.  He knew the water had been turned on and thought the water had been turned off.  Mr. Montgomery noted that now the valve is off, the repair has been made and the leak is fixed.

 

He also noted that the New Hope Baptist Church sign was splattered with mud by the workers and did not know who would clean it up. He also wanted to inform the Board that the workers did a fantastic job in smoothing the ground, sowing seed and putting down straw where the repair was made. 

 

As there was no further business, the meeting was adjourned as the Board decided to hold their next meeting on July 14, 2005.