THE ANSON COUNTY BOARD OF COMMISSIONERS convened for their regular monthly meeting on Monday, May 12, 2008 beginning at 6:00 P.M. in Courtroom #1 located in the Anson County Courthouse.
Commissioners present: Anna H. Baucom, Chair
Ross Streater, Vice Chair
Bobby Sikes
Dr. Jim Sims
Harold C. Smith
Claude Spencer
Jarvis Woodburn
Staff members present: Andy Lucas, County Manager
Bonnie M. Huntley, CMC, Clerk to the Board
Holly Berry, Finance Officer
Rita James, Data Processing Manager
Vance Gulledge, Utilities Administrator
Larry Newton, Assessor
Jennifer Baptiste, Planner
Scott Rowell, ACTS Director
Other: George C. Bower, Jr., County Attorney
Chairman Baucom called the meeting to Order, welcoming those present. Reverend Robert Davis, Henry Grove Missionary Baptist Church in Lilesville delivered the Invocation.
Approval of the Agenda by Commissioners: Commissioner Woodburn removed from Commissioner Concerns his issue of reducing expenses saying he had not had a chance to discuss this with the County Manager. Motion by Commissioner Sims, seconded by Commissioner Spencer, to approve the Agenda with the deletion. Motion carried unanimously.
Appearances:
Eddie Goodwin: Mr. Goodwin was present and asked Commissioner Woodburn to present his situation. Commissioner Woodburn explained that Mr. Goodwin did not receive his water bill in the mail and was asking to be reimbursed the reconnect fee he had to pay to have his water turned on. Commissioner Woodburn noted this has happened about three times over the last year. Chairman Baucom asked Mr. Goodwin if he had talked with those at the water department with Mr. Goodwin answering yes and they told him to appear before the Board. Motion by Commissioner Smith, seconded by Vice Chair Streater, to return the disconnect fee. County Manager Lucas explained that Mr. Goodwin had paid a few reconnect fees over the last five years but nothing in the last year or two. Chairman Baucom voiced that she knows misdeliveries are made as she seems to get everyone’s mail at her house. Commissioner Woodburn informed Mr. Goodwin of plans to install a phone notification system where an automated call would be place to those with unpaid bills prior to cut off time and asked Mr. Goodwin to return the card mailed to him with his information. County Manager Lucas stated that we were working with vendors for the best solution and hopes to have the system implemented before the end of the Fiscal Year. Motion carried unanimously.
Robert Segal: Mr. Segal referred to information included in each Agenda packet. Commissioner Sims commented that Mr. Segal had saved the taxpayers a lot of money. Mr. Segal shared that they identified savings in the following areas and the recommendation had been accepted and implemented.
Description Monthly Annual
Savings Savings
Enter into a long term contract for phone services $ 1,676.10 $20,112.23
Purchase equipment the County is currently renting 728.34 8,740.08
Remove Federal Tax from phone invoices 104.26 1,251.12
Consolidate Windstream services on a single bill 73.53 882.42
Total $ 2,582.23 $30,986.85
Mr. Segal stated that after examining invoices for fuel they found that the county was paying for certain gas taxes that could be recovered and projected an annual savings of approximately $8,000 moving forward. Mr. Segal stated that they reviewed plans for wireless communication and made recommendations that were accepted and implemented for a projected savings of $14,394.36 per year. Mr. Segal stated that they were able to negotiate with the present vendor a lower price paid by the water department for sodium hypochlorite and project an annual savings of $7,000. Mr. Segal shared that they were still in the process of analyzing data and working with Progress Energy on the electric meters. Commissioner Woodburn asked if Mr. Segal was trying to determine why the projection on this project was not working. Mr. Segal was of the opinion that additional revenue could be realized from better utilization of county real estate and asked permission to explore this opportunity and bring contracts for additional revenue. Mr. Segal summarized that they have gotten us $40,000 in refunds and $60,000 a year projected savings going forward. Commissioner Sims asked if the $60,000 moving forward would over time grow with Mr. Segal answering yes. Chairman Baucom asked if the training they provided was a piece of the service with Mr. Segal answering that they worked with our finance people and provided the Finance Officer additional information to help with review of invoices. Mr. Segal stated that this was the only thing the company does and they work with cities, counties and school districts and provide training that is not available to finance officers. Commissioner Smith asked if the CPA for the county would be able to catch these things with Mr. Segal answering they would not be looking for this as they are only looking to see if the invoice amount matches the check. Chairman Baucom voiced appreciation to the County Manager for hiring Mr. Segal. Commissioner Woodburn asked if the project was complete except for monitoring or if other areas would be looked at with County Manager Lucas answering that the only other areas outstanding were the revenue opportunity and the Progress Energy issue. County Manager Lucas stated that this ties back to the energy efficiency performance agreement approved by the Board some time ago. County Manager Lucas shared that there are issues with the vendor that did the ESG and he does not anticipate resolving this issue any time soon. Mr. Segal reported they still had several years of sales tax refunds to review and if they could have permission to look for rental on real estate. County Manager Lucas noted the issue with the sales tax was that we had to get the 2003 year in due to statute of limitation and we have time on the others. Commissioner Woodburn stated that he remembers from a report submitted by County Manager Lucas that the projection on the energy contract was not working as presented and asked if this was something they were trying to determine. County Manager Lucas shared that there seems to be a problem with the loan contact control switch and if it is not working Pee Dee Electric will pull the rate and in some cases it appears the connections never worked. County Manager Lucas stated that this was central to the project paying for itself as it was supposed to statutorily and if it didn’t pay for itself there was an issue with the LGC as to how this got passed in the beginning. In reference to the real estate idea the County Manager asked to present an analysis to the Board at the June meeting in order for them to have all the pros and cons before making a decision. Mr. Segal shared that staff had been great to work with and were very cooperative and wanted to learn. Mr. Segal added that this has been a nice place to be.
Gulledge Fire Department: Darrell Dawkins, Chief for Gulledge introduced Tim Martin, Assistant Chief to those present. Mr. Dawkins offered an apology to Vice Chair Streater for not contacting him last week when he called the Clerk. Mr. Dawkins explained that he saw Commissioner Woodburn at the IGA and asked about the meeting time. Mr. Dawkins shared that Gulledge Fire Department was in need of a new fire station. Mr. Dawkins stated that they have purchased land about two miles from the present location and they hope to build a more modern station in this location. Mr. Dawkins offered the reason for relocating was because the landowners surrounding the present location did not want to sell them any land. Mr. Dawkins shared that they purchased approximately three acres from Don and Mary Beck right below West Deep Creek and across from old Johnny Beck’s store. Commissioner Sims voiced that he did not represent the township but it sounds like they’ve been working hard and feels this would be a good move for them. Commissioner Sims stated that the only thing the county would have to do is verify they would pay the installments and feels they need a thank you for doing this. Motion by Commissioner Sims, seconded by Commissioner Spencer, to approve. County Manager Lucas told Mr. Dawkins that if they enter into an installment financing agreement with a bank for a loan they will need to bring that before the Board for approval. Chairman Baucom asked what would happen to the old building with Mr. Dawkins saying that according to the deed if the department would cease to exist the building and land would go back to the three original landowners. Vice Chair Streater shared that when Morven built their fire department they received money from Farmers Home. Mr. Dawkins stated that they have talked with Mary Beck and Daniel Wilson to see what grants are available. Vice Chair Streater felt the Board and the County Manager would be glad to work with them in any way possible. Motion carried unanimously. Chairman Baucom expressed luck to the department and thanked them for all they do.
Town of Lilesville-Water and Sewer Rates: Lynn Whitlock, Finance Director, Town Clerk, Tax Collector and newly appointed Animal Control Officer for the Town of Lilesville was joined by Hampton Downer in speaking to water and sewer rates. Ms. Whitlock said that originally the rates were projected to be really high and that gets the little towns upset but she now understands that they will be presented lower than originally expected. Ms. Whitlock referred to a recent conversation with County Manager Lucas regarding water rates for outside counties and the County Manager remarked that he likes to keep things fair and the same between everyone. Ms. Whitlock then mentioned a problem found by Lilesville whereby their sewer consumption is metered but other towns are bill differently. Ms. Whitlock then shared with Board members a copy of the sewer cost study she did to show the difference. Ms. Whitlock stated that if they sent in their pre billing report like some of the other towns to get billed by the county in January they would have been billed $2,007.25 but because they are billed on the gallons shown on the meter they were billed $3,668. Ms. Whitlock pointed out that over the twenty month period shown in the study if they had not been metered and billed only by what they turned in they would have saved $35,000. Ms. Whitlock pointed out that Peachland and Polkton are not metered and billed only for the gallons they report but Lilesville, Morven and Wadesboro are metered. Ms. Whitlock feels either everyone should be metered or no one should be metered. Ms. Whitlock stated that Lilesville would gladly disconnect and give the county their meter if they could be billed like Peachland and Polkton. Mr. Downer was of the impression that the meter should be certified monthly but there is no schedule as to what day, time or month it will be recalibrated. Mr. Downer shared that they have gone to great lengths with their sewer to keep contamination and infiltration out and they feel like they are picking up the tab for someone else. Ms. Whitlock stated that by looking at what the county would be losing from Lilesville if they were not metered the Board should think about the revenue they would be getting from Peachland and Polkton if they were metered. Ms. Whitlock shared that she spoke with Morven today to find that they billed customers for 667,000 gallons and were billed by the county for three million gallons. Commissioner Spencer asked how long Peachland and Polkton has been billed by giving their readings while Chairman Baucom questioned why it was so different. Mr. Gulledge was present and shared that Peachland and Polkton have a meter but there are many cross connections that can’t be segregated out. Mr. Gulledge stated that the meter is used to verify they don’t have infiltration and when it is found they have to verify if it is on Polkton or the county. Mr. Gulledge stated that over half of Peachland’s sewer comes through our pump station because of the contract with Marshville. Mr. Gulledge stated that Marshville is metered but the flow is mixed with Peachland and there is no way to meter just Peachland’s flow. Commissioner Smith felt if Marshville was metered we could just take the difference from Marshville to Polkton for Peachland. Mr. Gulledge stated that customers are billed for sewer based on the number of gallons used. Chairman Baucom asked if there was a large meter going into Lilesville and if they were paying for that and not what was actually used with Mr. Gulledge answering they were not billed for the water used. Chairman Baucom asked why more was showing up in the meter than what was being used. Mr. Gulledge shared that they have infiltration with Ms. Whitlock stating that everyone has infiltration. Vice Chair Streater questioned how they dealt with Glenn Manufacturing with Mr. Gulledge stating that they were a county water customer and the Town of Morven’s sewer customer. Mr. Gulledge reported that sewer is billed in Peachland and Polkton by their billing reports. Mr. Gulledge stated that it is not efficient but they can’t put sewer meters at every house or port. Steve Whitlock offered that most of the lines in Lilesville have been refurbished and feels this is no ones fault. Mr. Whitlock noted that the county was not losing on the Lilesville district. Mr. Gulledge stated that if he were billing all towns the way they bill Peachland and Polkton he would be asking for a forty or fifty percent increase in sewer rates as he would be billing for infiltration as it has to be treated just like the other. Chairman Baucom asked if the reason the meter going into Lilesville was so different from what people were using was infiltration with Ms. Whitlock and Mr. Gulledge answering yes. Mr. Downer stated that they want the meter to work correctly each month. Mr. Whitlock suggested if the rate is increased five percent to drop Lilesville five percent because they are paying for exactly what the meter registers. Vice Chair Streater felt this meant Peachland and Polkton were not paying their fair share. Commissioner Sims stated there was no evidence that Peachland and Polkton were losing money. Mr. Downer pointed out that Lilesville was paying for infiltration and Peachland and Polkton were not. Chairman Baucom felt the bottom line was if other towns have almost $2,000 worth of infiltration then they need to pony up too with Lilesville representatives stating that was their argument. Mr. Gulledge stated that counter to that is that Peachland and Polkton have newer systems and should have less infiltration. Chairman Baucom felt their meter reading ought to be closer to the individual household readings with Mr. Gulledge feeling it should be less as water used to wash cars or water the lawn does not go into the sewer. Commissioner Sikes offered that Daniel Wilson works for a company that will test and find the problem practically for free if the town will respond and repair when found. Ms. Whitlock shared that Lilesville has received several grants for upgrades to their system and they try to keep their lines repaired. Commissioner Sikes asked if Peachland and Polkton were keeping up their lines and were worried about infiltration since they were not being charged. Mr. Gulledge stated that they have meters at both places to check for this and when found they trace down the lines belonging to the county and tell the towns to check their lines. Commissioner Woodburn wondered if we could put something in place to get the individual readings for all the customers and divide it between the county and Peachland and Polkton if we could come up with a meter reading for Peachland and Polkton. Commissioner Woodburn agreed it needed to be fair and we either meter and bill everyone or meter nobody. Mr. Gulledge stated that we would need at least two additional meters and maybe three with Chairman Baucom asking the cost. Mr. Gulledge stated about $20,000 each. Chairman Baucom asked who was responsible for the calibration with Mr. Gulledge answering that the county does meter calibration every year with an outside company. Mr. Gulledge stated that this was an annual requirement. Commissioner Spencer asked what the Board could to do help Lilesville with Ms. Whitlock stating they are not asking to not be charged but just to be fair. Chairman Baucom noted the Board would be having a water and sewer discussion shortly and thanked them for coming to make this known. Chairman Baucom voiced appreciation to Lilesville for upgrading and maintaining their system as a lot of towns don’t do that. Ms. Whitlock shared that they were the only town left in the county that collects their own property tax and their collection rate averages between 94-99%.