Board Meeting Minutes
Tuesday, November 15, 2022, at 1:00 p.m.
• President Woodruff welcomed Mr. Stephen Byrd, an auditor for Edmonson, Betzler, & Dame. Mr. Byrd presented copies of the audit for the year which ended June 30, 2022. The report was discussed in detail and Mr. Byrd gave thanks to Mr. Mike Craig and the CUD staff for their timely assistance. Mr. Byrd noted that internal controls were good and as required. The independent auditor’s opinion was that the financial statements presented the district’s financial position and operations “…in conformity with generally accepted accounting principles”. This motion passed unanimously.
• Mr. Goodson presented the bid results from the Phase 2 Renovations Project. He stated that bids two were received. Tenant Building Group’s submitted a bid for $266,160. Hawkins & Price’s submitted a bid for $408,141. This motion passed unanimously.
• Mr. Jason Laxon presented the Sycamore Grove property transfer request of 1.33 acres to the developer. Commissioner Lynch made a motion granting Mr. Goodson approval to sign applicable documents to transfer this property to the developer of Sycamore Grove, seconded by Commissioner Patrick. This motion passed unanimously.
• Mr. Goodson stated CUD will get a Resolution to pay off the 2013 Bonds.
Tuesday, October 25, 2022, at 1:oo p.m.
• Mr. Jason Laxson presented a potential cost sharing agreement with Craig Sewel for a water line relocation along Cheatham Springs Road. The owner wants to relocate a 4-inch water main, and he will incur all the cost and provide labor. CUD has determined the existing 4-inch water main should be replaced with an 8-inch water main to serve future developments. The cost difference to upsize the water main is $9,374.46. Commissioner Patrick made a motion to approve the reimbursement agreement in the amount of $9.374.46, the cost for the difference to upsize from 4” to 8” water main. This motion passed unanimously.
• Mr. Alan Stuemke presented a revised agreement for the Communication Tower at Halls Hill Tank Site with the City of Murfreesboro. This agreement was approved at the last board meeting, but the city has requested a few minor changes. Jeff Reed and Alan Stuemke reviewed the revisions and found them acceptable. This motion passed unanimously.
• Mr. Laxson explained the request for a property swap with the developer of Creeks Bend CUD STEP property swap. There is a very small parcel of land owned by CUD, approximately .33 acres. It is a small, sliver of land that is unusable by CUD, as it is rocky, therefore difficult to maintain or be fenced. The CUD Board was asked to consider approval of this property swap, pending final review of the deed and final plat. The cost to CUD will be to write up the deed only. This motion passed unanimously.
• Mr. Laxson next presented a request for reimbursement for Creeks Bend, Section 1, Phase 7 development. The developer is requesting reimbursement in the amount of $12,240.00 for the cost of ductile iron pipe over the cost of PVC pipe. This motion passed unanimously.
• Mr. Laxson then presented a request for reimbursement for Stover’s Glen, Section 3 development. CUD elected to upsize a portion of the ductile iron water main from 10” to 16” to help serve the overall area and future developments. The developer requested reimbursement for the cost difference to upsize 845 feet of water main in the amount of $37,838.30. This motion passed unanimously.
• Mr. Goodson presented the board with a request for approval for fleet purchases. The list presented totaled $580,000, which includes three F-150 pick up trucks, three F-550 trucks, and one Expedition 4X4 ($427,000). The F-550 trucks will need attachments such as a new crane, service body, and flatbed ($68,000). As the Land Management team grows, the anticipated need would include a 65-hp tractor, bushhog, gooseneck trailer ($85,000). This motion passed unanimously.
• Mr. Bryant Bradley presented an agreement with Middle Tennessee Electric for an easement at Long Creek. MTE wants a new power pole. No conflicts with CUD. Mr. Bradley further explained TVA gave approval to sign. This motion passed unanimously.
• Mr. Alan Stuemke presented the Halls Hills Tank Site Agreement. He stated this replaced last year’s agreement which expired. This motion passed unanimously.
• Mr. Jimmy Hailey presented the Contract 519 Change Order #1. Following discussion. This motion passed unanimously.
• Mr. Roger Goodson presented a permit to allow an easement from CSX along the railroad at Polly Thickett Road and Christiana/Fosterville Road for $31,020. This motion passed unanimously.
• Mr. Roger Goodson asked for Board approval for him to sign the easement agreement with CSX for the abovementioned cause. This motion passed unanimously.
• The August 2022 Capital Investment Program Report was included explaining updates on CIP projects which are currently active.
• Mr. Forte provided results from the SCADA panels bid. Commissioner Patrick moved to accept the lowest bid from Lord & Company for $314,753.00. Commissioner Owens seconded the motion, and it passed.
• Mr. Craig presented results for pipe fittings, commonly referred to as brass. Commissioner Patrick moved to approve the bids as highlighted on Addendum A provided all parts are the exact parts that were specified in the bid specs. If the parts are not correct, the next lowest bidder with the exact specified part will be awarded. Commissioner Owens seconded the motion. The motion passed.
• Mr. Jimmy Hailey reported the results from the bid for the Berkshire service line replacements, Contract 222. Mr. Hailey noted that the road will need to be
repaved after the lines are replaced, since there are over 275 lines to be replaced. The city has agreed to pave the road in its entirety if CUD pays half of the cost, not to exceed $400,000. Commissioner Owens moved to accept the bid from Hawkins & Price for $2,106,230.00. Commissioner Patrick seconded the motion, and it
• Mr. Stuemke opened discussion about hiring a consultant for CD’s selection process for asset management software. Commissioner Smith moved to approve the contract as written. Commissioner Patrick seconded the motion. Motion passed.
• A motion was made by Commissioner Patrick to accept the settlement offer in the Thompson Farms case of $52,500.00. Commissioner Owens seconded. Motion passed.
Tuesday, June 28th, 2022, at 1:00 p.m.
- Mr. Goodson explained the need for a spare raw water pump down at the Water Treatment Plant to avoid down time and save money by only having to rent a crane
once to replace a pump. Mr. Mike Craig was asked to look into the bidding regulations for this purchase. The motion passed.
- There was a discussion about the revisions to the by-laws, plus adding the section about the commissioner emeritus. A motion was proposed to approve the changes, and the motion passed.
- Revisions to hiring/recruiting practices were discussed including: revised nepotism policy, 45-minute radius for on-call hiring, and adding graduate school to the tuition reimbursement, following the IRS guidelines. The motion passed.
- The Board reviewed and adopted the budget for Fiscal Year 2022 – 2023.
- Mr. Mike Sumner furnished proposals from United Communications and Comcast for fiber connections for the tanks and pump stations. United Communications pricing was significantly less expensive: $2,799 set up fee and $5,160 per month. A motion was made and passed to accept the proposal from United Communications.
- Mr. Bryant Bradley presented a quote for Itron cellular radio modules and adapters. A motion was made and accepted to accept the quote for a total of $7,111,187.30.
Tuesday, May 24th, 2022, at 1:00 p.m.
- Mr. Mike Craig presented the proposed budget for upcoming fiscal year 2022-2023.
- Mr. Stuemke presented an agreement for an easement for an EMS Com Tower at the Halls Hill tank site. A motion was made and passed to approve the agreement.
- The April 2022 Capital Investment Program Report was included explaining updates on CIP projects which are currently active.
Tuesday, April 26th, 2022, at 1:00 p.m.
- Mr. Craig presented bid results for a backhoe loader. Diamond Equipment was the lowest bidder and they have it in stock. A motion was made and passed to accept the lowest bid from Diamond Equipment for a Case brand backhoe loader for $111,425.00.
- Mr. Stuemke provided a letter from the Town of Smyrna regarding rezoning for the Seminary Road Pump Station. A motion was offered and passed to agree to let Smyrna re-zone both parcels.
- Mr. Jimmy Hailey presented a change order for Contract 418, which is a decrease for $414.04. The motion was approved.
- A discussion ensued regarding an increase in tap and other system development fees. Mr. Goodson said he would bring the fee increase recommendations to the Board during a workshop in a month or two, once all items were ready.
Tuesday, March 22nd, 2022, at 1:00 p.m.
- Mr. Goodson brought forth the topic of the charges CUD was assessing for various system development items. Currently, the current fees do not cover expenses. A motion was made and passed to adopt the charges as listed at the end of these minutes beginning July 1st.
- Mr. Craig presented the bid results for tank inspections. The lowest bid was $8,775.00 by US Underwater. They have good references and meet all requirements to do the work as specified. A motion was made to accept the bid from US Underwater by Commissioner Lynch. Commissioner Patrick seconded, and the motion passed.
Tuesday, February 23rd, 2022, at 1:00 p.m.
- Mr. Stuemke revisited the topic of the Vincion Road water line extensions. The question that was posed, asked if the water taps and minimum bills were going to be required by just the current landowners, or current and future owners of the properties. Commissioner Lynch motioned to adopt option B, requiring current and future landowners to pay the tap fee and pay the minimum bill thereafter. The motion passed.
- Mr. Craig presented a purchase request for 2-ton Ford F150s at state pricing of $30,827.00 for each truck. Motion carried.
- Mr. Hailey presented a change order for Contract 119, Rocky Fork Road Water Line Replacement, Phase 2. The change order decreased the original pricing by $16,371.50, causing the total for the entire contract to be $1,909,218.50. The motion passed.
- Mr. Hailey presented a change order for Contract 220, Water System Improvements. The change order increased the original pricing by $16,169.00, causing the total for the entire contract to be $580,889.00. The motion passed.
- Mr. Hailey presented a change order for Contract 219, Lebanon Pike Water Transmission Main. The change order decreased the original pricing by $226,197.50, causing the total for the entire contract to be $2,136,874.50. The motion passed.
Tuesday, January 25th, 2022, at 1:00 p.m.
- The Honorable Judge Toby Gilley was present to officiate the swearing-in Oath of Office ceremony for Hassel “Trey” Smith. Mr. Smith took the oath of office in compliance with Article 10, Section 1 of the Constitution of the State of Tennessee, and Tennessee Code Annotated, Section 8-18-107. Vice President Woodruff asked Attorney Roger Hudson to preside over the election of officers for 2022. Mr. Hudson opened the floor for nominations for President. Commissioner Owens nominated Carter Woodruff. Commissioner Patrick seconded and the motion passed. Mr. Hudson called for nominations to cease and Mr. Woodruff be elected by acclamation. The motion carried.
- President Woodruff opened the floor for nominations for Vice-President. Commissioner Lynch nominated Rosemary Owens. Commissioner Woodruff moved for nominations to cease and Dr. Owens be elected by acclamation. Motion carried. Dr. Owens was then elected Vice-President.
- President Woodruff opened the floor for nominations for Secretary/Treasurer. Commissioner Owens nominated Craig Lynch. Commissioner Patrick seconded. Commissioner Woodruff moved for nominations to cease and Mr. Lynch be elected by acclamation. Motion carried. Mr. Lynch was then elected Secretary/Treasurer.
- The officers for 2022 are as follows: President, Carter Woodruff; Vice- President, Rosemary Owens; Secretary/Treasurer, Craig Lynch.
- Commissioner Lynch moved to offer CUD’s advisor position to Mr. Allen Swader effective February 1, 2022 for a one-year term. Motion carried.
- Attorney Roger Hudson presented recommended changes to the Board by-laws to include the ability to appoint an emeritus commissioner, cleaning up language to align with current policies, and the ability to have a consent agenda on the Board meeting agenda. Motion passed.