Board Meeting Minutes
January 8, 2025
Those present were Otis Bishop, Chairman, Mark Jones Board, Member/Treasurer, Gene Buckner Board Member, Scott Clark, General Manager/Secretary, John Parsons, Sewer Plant Manager, Bill Mc Peake, Water Plant Manager, Timmy Hartwell, Outside/ Line crew Manager.
Chairman called meeting to order at 1:00 PM.
- Motion by Mark Jones, seconded by Gene Buckner, and carried to approve minutes of the December 29, 2025 Board Meeting.
- Motion made by Gene Buckner seconded by Mark Jones to re-elect Otis Bishop as Chairman of the Board.Motion made by Otis Bishop seconded by Gene Buckner to re-elect Mark Jones as Treasurer of the Board.Motion made by Otis Bishop and seconded by Mark Jones to re-elect Scott Clark as Secretary of the Board.
- Board reviewed and discussed report of waste-water plant operations prepared by John Parsons. (See Attached}
- Board reviewed and discussed report of water plant operations prepared by William Mc- Peake. {See Attached)
- Board reviewed and discussed outside operations and completed I & I work prepared by Tim Hartwell. (See Attached}
- The General Manager discussed with the Board about inactive accounts. All inactive accounts have been found except for book 20 these will be done by line crew as they have time. As of today we have activated 50 accounts and still have about 30 more that people have not signed up for. Since May of 2025 looking at past records it looks like there has been right at 200 accounts activated since Morgan Brinkley left for maternity leave. The Board and General Manager discussed about policies to keep things like this from happening in the future.
- The General Manager discussed with the Board about dam 15 bid update. The opening of the bids for dam 15 was moved from January 7th to January 14th should know something about the bids by the next Board meeting.
- The General Manager discussed with the Board about employee matters. Trish Clemons one of our office employees that takes care of payments Is having some personal issues. The General Manager has found a way that she can work from home for a couple of weeks until this issue is resolved. After a short discussion the Board agreed to allow Trish to work from home. The General Manager met with Jerry Shrewsbury he is an old operator that worked here for years. He is looking to come back to Green Valley on a part time basis to help with our operator issue.
- The General Manager discussed with the Board about sewer lift stations. Package plant lift station pump burn up and in trying to find the spare it was found that the spare that was on hand would not fit the left station this has happened a couple of times in the past on different lift stations. The General Manager and John Parsons are going to go through all spare pumps to ensure that we do not get in this situation again.
- The General Manager discussed with the Board about Green Valleys insurance. The insurance is up for renewal the 1st of March the General Manager has put out enquiries from different insurance agencies to receive multiple quotes for insurance this year and hopes to reduce Insurance cost. Over the past few years Green Valley’s insurance has been on the rise through Hayes insurance.
With no further business to discuss the meeting was adjourned by Otis Bishop at 2:30 PM
Signed A. Bishop
Date 1/22/2026
Chairman
Signed
Date 1-22-26
Secretary
Board Meeting Minutes
January 22, 2026
Those present were Otis Bishop, Chairman, Mark Jones Board, Member/Treasurer, Gene Buckner Board Member, Scott Clark, General Manager/Secretary, John Parsons, Sewer Plant Manager, Bill Mc Peake, Water Plant Manager, Timmy Hartwell, Outside/ Line crew Manager.
Chairman called meeting to order at 1:00 PM.
- Motion by, Gene Buckner, seconded by Mark Jones, and carried to approve minutes of the January 8, 2026 Board Meeting.
- Board reviewed and discussed report of waste-water plant operations prepared by John Parsons. {See Attached}
- Board reviewed and discussed report of water plant operations prepared by William Mc- Peake. {See Attached)
- Board reviewed and discussed outside operations and completed & work prepared by Tim Hartwell. {See Attached}
- The General Manager discussed with the Board about inactive accounts. As of January 6th 2026 all inactive accounts have been found fixed and corrected in the computers as needed. Moving forward with inactive accounts the General Manager will implement a meter audit on a regular basis to help prevent this in the future.
- The General Manager discussed with the Board about dam 15 bid update. The General Manager has reached out to NRCS and West Virginia Conservation Agency to try to find out about the bid for dam 15. The General Manager still has not heard anything back from either agency.
- The General Manager discussed with the Board about Griffith and associates and the rate increase for water. The General Manager received a call from Bill Winfrey explaining that Michael Griffith has set up a meeting to meet with the district on January 27th 2026 to discuss moving forward with water rate increase.
- The General Manager discussed with the Board about employee matters. Trish Clemens is still working from home and everything is working well her intended date to return back to work will be February 16th 2026. Jerry Shrewsbury has stopped by and talked to the General Manager about starting work on weekends at Bulitail and Glenwood pants as needed.
- The Board reviewed and discussed Bank Accounts for December 2025.
- The Board reviewed and discussed Financial statements for September 2025.
- The Board reviewed and discussed Green Valley’s power usage for water and sewer for 2025.
With no further business to discuss the meeting was adjourned by Otis Bishop at 3:00 PM
Signed Ote Bishop
Chairman
Signed
Secretary
Date 2/12/2026
Date 2-12-2026
Board Meeting Minutes
February 12, 2026
Those present were Otis Bishop, Chairman, Mark Jones Board, Member/Treasurer, Gene Buckner Board Member, Scott Clark, General Manager/Secretary, John Parsons, Sewer Plant Manager, Bill Mc Peake, Water Plant Manager, Timmy Hartwell, Outside/ Line crew Manager.
Chairman called meeting to order at 1:00 PM.
- Motion by, Mark Jones, seconded by Gene Buckner, and carried to approve minutes of the January22, 2026 Board Meeting.
- Board reviewed and discussed report of waste-water plant operations prepared by John Parsons. See Attached}
- Board reviewed and discussed report of water plant operations prepared by William Mc- Peake. (See Attached}
- Board reviewed and discussed outside operations and completed I & I work prepared by Tim Hartwell. (See Attached}
- The General Manager discussed with the Board about dam 15 progress. The General Manager received a call from State Conservation Agency about progress of tree removal. The General Manager also asked the State Conservation Agency about progress of the bid the General Manager was told that the bid is in some type of blackout period and cannot discuss the bid right now the State Conservation Agency or NRCS would update the PSD as soon as they knew more about the bid process.
- The General Manager discussed with the Board about Griffith and Associates rate increase for water. The General Manager met with Michael Griffith at the office to discuss the rate increase for water. The general manager provided him with all the information that he has asked for and he will have the rates back to the Board possibly by the second meeting in February.
- The General Manager discussed with the Board about employee matters. Trish Clemens is still out of the office and working from home everything seems to be working well her attended date back to work is still February 16th
- The General Manager discussed with the Board about the sanitary survey for Bulltail Plant. The General Manager has wrote the Health Department a letter of acknowledgement for any significant deficiencies at Bulltail Plant. This gives the PSD 120 days to correct any deficiencies at the plant or in the system.
- The General Manager discussed with the Board about snow removal at the office. The general manager started receiving texts from the chief of the fire department about snow being put on a sidewalk. The General Manager contacted the chief back and let him know the snow would be removed as soon as possible. This has been a problem in the past with the Fire Department the snow is on the PSD’s property and the Fire Department does not want us putting it there. The Board wants the General Manager to make a list of things the PSD expects from the fire department when they are using our property.
- The Board reviewed and discussed financial statements for October 2025.
- The Board reviewed and discussed State Auditors letter for the 24-25 Audit.
With no further business to discuss the meeting was adjourned by Otis Bishop at 3:04 PM
Signed Oten A. Bishop
Date 3/2/26/200
Chairman
Signed
Date 3-2-26
Secretary
Board Meeting Minutes
February 26, 2026
Those present were Otis Bishop, Chairman, Mark Jones Board, Member/Treasurer, Scott Clark, General Manager/Secretary, John Parsons, Sewer Plant Manager, Bill Mc Peake, Water Plant Manager, Timmy Hartwell, Outside/ Line crew Manager.
Chairman called meeting to order at 1:00 PM.
- Motion by, Mark Jones, seconded by Otis Bishop, and carried to approve minutes of the February 12, 2026 Board Meeting.
- The Board voted to pause the meeting for February 26th 2026 until Monday March the 2nd 2026 at 1:00 PM.
- Board reviewed and discussed report of waste-water plant operations prepared by John Parsons. (See Attached}
- Board reviewed and discussed report of water plant operations prepared by William Mc- Peake. {See Attached}
- Board reviewed and discussed outside operations and completed I & I work prepared by Tim Hartwell. (See Attached)
- The General Manager discussed with the Board about Hayes insurance renewal. The General Manager received the quote back from Hayes insurance for 2026 insurance renewal. The insurance has decreased 6300 dollars for 2026. The General Manager still hasn’t received the quote back from Bailey insurance company.
- The General Manager discussed with the Board about water rate increase. The General Manager is still working with Griffith and associates to have water rate increase numbers as soon as the next meeting.
- The General Manager discussed with the Board about employee matters. Trish Clemens is on schedule to return to the office on March 5th. Jay Goforth our Office Manager has been out due to some medical issues.
- The General Manager discussed with the Board about landlord termination process. The PSD has been having an issue with a current landlord. It was learned by the PSD during the last termination process that the landlord is paying the bill for a tenant at a property in the district this changes the termination process and notification process for the tenant and landlord. Now that this is known the tenant landlord termination procedure will be followed as per the regulations from the PSC.
- The General Manager discussed with the Board about Elkview Mobile Home Park. The PSD was made aware that the owners of Elkview Mobile Home Park what he’s trying to extend mains for lots themselves. They was contacted by Austin Belcher and was made aware that they could not do that. The General Manager is going to reach out to the owner and explained the process for expansion of the Mobile Home Park.
- The Board reviewed and discussed financial statements for November 2025.
- The Board reviewed and discussed bank accounts for January 2025.
With no further business to discuss the meeting was adjourned by Otis Bishop at 3:04 PM on March 2, 2026
Signed Bishop
Chairman
Signed
Secretary
Date 3-12-2026
Date