Monday 5/13 – Hwy 36 E, Old South River Rd, Southern Shores

Tuesday 5/14 – Old South River Rd, Keys Ferry Rd, Rebon Maddox,

Wednesday 5/15 – Keys Ferry Rd, Fincherville Rd, Hamlin Rd,

Thursday 5/16 – Washington Rd, Morningside Dr, Misty Ct, Moonlight Ct, Twilight Ct, Dawn Ct, Keys Ferry Rd

Friday 5/18 – Walthall Rd, Katy Lake Rd

Hwy 36E
Dukes Rd
Martin Rd
Elizabeth Cir
Chickasaw Ln
Cherokee Dr
Apache Dr
Powhathan Dr
Pocahontas St
Navajo Way
Seminole Ave
Fincherville Rd
Old Biles Rd

Opening Prayer – Harvey Norris opened the meeting with a prayer.

Approval of Minutes from Previous Meeting – Eddie Roberts made a motion to dispense with the reading of the minutes from the March 12, 2013 meeting. This was seconded by Harvey Norris and approved unanimously.

Selection of Engineer for Tom Goddard Work -Ms. Seleb presented engineering pricing received from Watkins & Associates and Woodard & Curran for this water extension project. Watkins & Associates offered to do surveying, engineering, and easement preparation for a lump sum price of $12,600. Woodard & Curran had quoted a survey-only price to them by a subcontractor of $22,200.

A motion was made by Harvey Norris to accept the proposal from Watkins & Associates. This was seconded by Burt Jones and passed unanimously.

Review Bids Received for Utility Vehicle – Only a single bid was received for a four wheel drive utility vehicle for maintenance use at the Bucksnort Ranch Land Application Facility. This was despite advertisement and distribution of specifications to all know local dealers.

Ms. Seleb explained that the John Deere XUV 625i model specified is of a size that does not have many direct competitors. The price bid by SunSouth LLC from Barnesville was offered through the Authority’s membership National Purchasing Partners, a group purchasing organization for governments and non-profits.

A motion was made by Eddie Ford to accept SunSouth LLC’s bid of $10,933.35. This was seconded by Burt Jones and passed unanimously. A copy of the bid received is attached and made a part of these minutes.

Manager’s Report

Construction Update

Hwy. 36 Sewer Completion – The boring subcontractor has been at work for a week and is nearly finished with the difficult bore under Georgia Hwy. 36. Once this is complete, Davidson Hydrant and Utility Services will complete the job.

Hwy. 16 Sewer Completion – U.S. Surety’s consultant has reviewed the video of the pipeline made by the Authority in January 2013 and is in agreement with the Authority’s assessment of repairs that need to be made. There is a discrepancy as to how much money the Authority still owes on the original One Georgia grant section of the project. Ms. Seleb stated that a previously unseen pay estimate from Jones General Contracting for the period of July 14 – September 27, 2012 is under review. She anticipates agreement by all parties within two weeks.

Department of Transportation (DOT) Hwy. 36 Bridge Replacement – Despite take extraordinary efforts to miss the pipeline, the bridge contractor damage the Authority’s twelve-inch water main on the south bank of the Towaliga River during the final bridge piling installation. The damaged area will remain isolated until the by-pass project is complete.

Meter Replacement Project – New meters have been installed for all customers in Books 1-10 with work underway on Book 11. The project is approximately sixty-percent complete. Additionally, approximately forty polybutylene service lines have been replaced with copper by Authority staff over the last month.

Systemwide Flush – Distribution staff is employing a system flush plan prepared by Woodard & Curran using the water model. The plan uses a combination of unidirectional and traditional flushing to achieve the rate of flow needed to thoroughly clean pipes. Much less water is used in comparison to the previous system of flushing almost every hydrant.

Operations Report

At $205,458, water billing for March 2013 was down 11% from the previous month and up 8% from March 2012 At $48,423, sewer billing for March 2013 was down 25% from the previous month and up 39% from March 2012. Ms. Seleb noted that the Authority usually sees a billing drop from February to March as a result of the shorter reading cycle in February.

The total water customer base was 5,303 with active water customers numbering 4,758. Eight taps sold on the system in March. The total sewer customer base was 129 with active sewer customers numbering 125.

The average daily finished water pumped in March to the Authority, Jackson and Jenkinsburg from the Burford and Stewart plants was 2.1 million gallons per day, with a maximum of 2.8 million gallons per day. The rolling 12-month average loss was 10.4% with the current monthly average loss at 22.1%. As with billing, the high monthly loss was due to the short monthly billing cycle. The total amount of finished water pumped in March by plant was: Burford – 58 million gallons; Stewart – 6 million gallons.

The average wastewater influent at the Bucksnort Ranch Land Application System was .236 million gallons with an average daily effluent of .314 million gallons and a maximum 7-day effluent of .239 million gallons.

Water Quality Reports – Board members reviewed the consumer confidence report prepared for water testing done in 2012. Ms. Seleb reported that federal regulations have been revised so that these reports no longer have to be mailed directly to each customer as long as customers receive a mailing that states exactly where to find the report on the internet. April bills were mailed with a notice that the report can be found at www.buttswsa.com/quality . This will save approximately $10,000 in printing and mailing costs per year.

Trihalomethane (THM) Reduction – Ms. Seleb reported that staff is experimenting with the additional of new coagulants in Burford plan clarifiers as part of an effort to remove additional organic compounds and thereby reduce the formation of THM’s in finished water. While the plants already exceed federal requirements for organic compound removal, a small dose of a different formula may remove additional dissolved organics not currently removed by alum.

Joint City/County Authority Meeting – Board members were informed of the joint governmental board meeting set for April 18, 2013 at 6:00 p.m. at Fresh Air Barbeque.

Financial Report

Ms. Seleb went over the financial summary for Water & Sewer Operations, Capital Recovery Fees and Special Purpose Local Option Sales Tax (SPLOST) for March 2013. For the month, water operations income was $199,222 and expenses were (-$195,603). The negative expense resulted from a meter project loan draw which created a credit to previous distribution expense. Water capital recovery fee revenue for the fiscal year so far was $9,975 with expenses of $7,129.

Sewer operations income for March was $98,717, and expenses were $18,912. Monthly revenue was boosted due to a $62,000 warranty settlement received for the failing pond liners at Bucksnort Ranch LAS. Sewer capital recovery fee revenue for the fiscal year thus far was $187,472 with expenses of $11,258.

The Authority used $22,734 of 2007-12 SPLOST to pay monthly debt on the Bucksnort Ranch expansion loan. To date, $599,424 remains in 2007-12 SPLOST funds.

Total cash on hand through the end of March was $5,962,581. This is $667,057 over the June 30, 2012 balances. Copies of financial summaries, combined fund balance sheets, and combined fund income statements are attached and made a part of these minutes.

Review Bills Paid – Board members reviewed check registers and credit card statements for the month of March 2013. Copies of these documents are attached and made a part of these minutes.

Adjourn – A motion was made by Burt Jones to adjourn the meeting at 6:35 p.m. This was seconded by Mr. Ford and approved unanimously.

Opening Prayer – Mr. Norris opened the meeting with a prayer.

Approval of Minutes from Previous Meeting – Mr. Roberts made a motion to dispense with the reading of the minutes from the March 12, 2013 meeting. This was seconded by Mr. Norris and approved unanimously.

Selection of Engineer for Tom Goddard Work – Ms. Seleb presented pricing received from Watkins & Associates and Woodard & Curran for this water extension project. Motion by Harvey Norris to accept the lower price proposal of $12,600 from Watkins & Associates to survey, design the project, and prepare easement drawings for the project. This was seconded by Mr. Jones and passed unanimously.

Review Bids Received for Utility Vehicle – Ms. Seleb presented the single bid received for a heavy duty utility vehicle for maintenance use at the Bucksnort Ranch Land Application Facility. Motion by Eddie Ford to accept SunSouth LLC’s bid of $10,933.35 for a John Deere XUV 625i. This was seconded by Mr. Jones and passed unanimously.

Manager’s Report 

Construction Update

Hwy. 36 Sewer Mitigation -The boring contractor is set to finish the bore under Hwy. 36 today with the sewer contractor ready to follow with line work.

Hwy. 16 Sewer Mitigation – Ms. Seleb reported that the Authority and U.S. Surety need to come to an agreement on how much money remains unpaid on the original project. She does not anticipate problems in this process and expects to have an final construction agreement by the May board meeting.

Department of Transportation (DOT) Hwy. 36 Bridge Replacement – Despite extraordinary efforts, the bridge contractor damaged the Authority’s twelve-inch main on the south bank of the Towaliga River during bridge piling installation. The damaged area will remain isolated until the by-pass project is complete.

Meter Replacement Project – Ms. Seleb advised the Board that Books 1 – 10 have been installed. The contractor is working on Book 11. Approximately 40 polybutylene service lines have been replaced with copper by Authority staff over the last month.

Systemwide Flush – Distribution staff is employing a system flush plan prepared by Woodard & Curran using the water model.

Operations Report – The Board heard the operations statistics for March 2013.

Water Quality Reports – Board members reviewed the consumer confidence report prepared for water testing done in 2012. Ms. Seleb reported that federal regulations have been revised so that these reports no longer have to be mailed directly to each customer. The report is posted at www.buttswsa.com/quality.

Trihalomethane (THM) Reduction – Ms. Seleb reported that staff is experimenting with addition of several new coagulants in Burford plant clarifiers as part of an effort to remove additional organic compounds and thereby reduce the formation of THM’s in finished water.

Joint City/County/Authority Meeting – Board members were informed of a joint governmental board meeting set for April 18, 2013 at 6:00 p.m. at Fresh Air BBQ Restaurant.

Financial Report – Ms. Seleb went over the financial summary for Water & Sewer Operations, Capital Recovery Fees and SPLOST through March 2013.

Review Bills Paid – Board members reviewed check registers and credit card statements for the month of February 2013.

Adjourn – A motion was made by Mr. Jones to adjourn meeting at 6:35 p.m. This was seconded by Mr. Ford and approved unanimously.

March 22, 2013 – We’re all wearing t-shirts to celebrate World Water Day!  A global celebration is held annually on March 22 as a means of focusing attention on the importance of freshwater and advocating for the sustainable management of freshwater resources. An international day to celebrate freshwater was recommended at the 1992 United Nations Conference on Environment and Development (UNCED). The United Nations General Assembly responded by designating  March 22, 1993 as the first World Water Day. Each year, World Water Day highlights a specific aspect of freshwater. In 2013, in reflection of the International Year of Water Cooperation, World Water Day is also dedicated to the theme of cooperation around water and is coordinated by UNESCO in collaboration with UNECE and UNDESA on behalf of UN-Water.

Opening Prayer – Mr. Norris opened the meeting with a prayer.

Approval of Minutes from Previous Meeting – Mr. Roberts made a motion to dispense with the reading of the minutes from the February 12, 2013 meeting. This was seconded by Mr. Norris and approved unanimously.

Presentation of Fiscal Year 2012 Audit – Rae Johnston gave an overview of the Financial Statements for FY 2012. She summarized the Authority’s financial situation by stating that the Authority had remained stable during the year despite a floundering economy. Ms. Johnston excused herself from the meeting at 6:30 p.m.

A motion was made by Mr. Ford to accept the audit as it is written. This was seconded by Mr. Roberts and approved unanimously.

A copy of the FY 2012 Audit is attached and made a part of these minutes.

Jasper County Water and Sewer Authority Loan – Ms. Seleb advised the Board that the loan of $15,000 made to the Jasper County Water and Sewer Authority on March 9, 2013 is now due. This loan was made to assist the Jasper Authority in installing infrastructure to support a future water line between Butts and Jasper Counties on the Highway 16 bridge over the Ocmulgee River. The Butts Authority agreed to extend the thirty-six-month loan for an additional three years in 2010. Mark Walton, Secretary of the Jasper Authority has asked that the Butts Authority consider accepting payment of half of the principle now with the balance due in another three years.

After discussion, a motion was made by Mr. Norris to deny the request from the Jasper County Water & Sewer Authority to further extend the $15,000 loan made to the Jasper Authority and to process an invoice for principal and interest due. This was seconded by Mr. Ford and approved unanimously.

Results of Tom Goddard Road Tap Prepayments – Ms. Seleb advised the Board that twelve taps were sold on Tom Goddard Road. This is equal to 13.3 taps per mile. She noted that two to three customers might also be served if the Authority loops the line on Nathan Thaxton Road to Brooks Road.

A motion was made by Mr. Norris to move forward with construction design and to place Tom Goddard Road at the top of the water line extension priority list. This was seconded by Mr. Roberts and approved unanimously.

Manager’s Report

Construction Projects 

Hwy. 36 Ground Storage Electronic Valve – The electronic control valve is in operation and working well.

Department of Transportation (DOT) Hwy. 36 Bridge Replacement – The Hwy. 36 bridge replacement project is fully underway with the integrity of the water main under the Towaliga River in question due to the driving of bridge pilings into the river bed. The line is currently valved off on either side of the river.

Meter Replacement Project – Books 1 – 6 have been installed. Mack Jones Enterprises is working on meters in Book 7. The Authority is reading Books 1 – 7 via radio this month. The Authority’s crew has begun the slow process of changing out polybutylene service lines to copper.

Hwy. 16 Sewer Completion – A meeting is set for March 18th with U.S. Surety’s construction consultant. Staff and the consultant will review the new video of the sewer line and Davidson Hydrant and Utility Constructions’ quote for repairs.

Hwy. 36 Sewer Completion – Ms. Seleb advised the Board that a Notice to Proceed has been issued with a full completion date set for May 19th.

Windy Lane Gravity Sewer Project – Ms. Seleb advised the Board that the Patillo gravity sewer project on Windy Lane has been completed and inspection finalized.

West Butts Elevated Tank – Ms. Seleb advised the Board that there is controversy brewing among bidders regarding the welded-steel and glass-fused-bolted-steel composite tank options.

Operations Report 

Water billing for February 2013 was down .4% from the previous month and equal to February 2012 at $205,458. The total water customer base was 5,305 with active water customers numbering 4,743. Sewer billing for February 2013 was up 16% from February 2012 at $48,423, and up 34% from the previous month. The sewer billing increase is largely due to Ready Pac salad ramping its production back up to normal. The total sewer customer base was 129 with active sewer customers numbering 127. There were zero taps sold on the system in February.

The average daily finished water pumped in February to the Authority,Jackson and Jenkinsburg from the Burford and Stewart plants was 2.1 million gallons per day, with a maximum of 2.7 million gallons per day. The rolling 12-month average loss was 10% with the current monthly average loss at 2.3%. The total amount of finished water pumped in February by plant was: Burford – 52 million gallons; Stewart – 6 million gallons.

The average wastewater influent at the Bucksnort Ranch Land Application System was .259 million gallons with an average daily effluent of .238 million gallons and a maximum 7-day effluent of .344 million gallons.

Financial Report

Ms. Seleb went over the financial summary for Water & Sewer Operations, Capital Recovery Fees and SPLOST for February 2013. For the month, water operations income was $212,366 and expenses were $249,808. Water capital recovery fee revenues for the fiscal year so far was $9,103 and expenses were $7,129. Sewer operations income for February was $49,291 and expenses were $29,410. Sewer capital recovery fee revenue for the fiscal year thus far was $187,469 with expenses of $11,258. Total cash on hand through the end of February was $5,470,201. This is $174,677 over the June 30, 2012 balances. Copies of financial summaries, combined fund balance sheets, and combined fund income statements are attached and made a part of these minutes.

Review Bills Paid – Board members reviewed check registers and credit card statements for the month of February 2013. Copies of these documents are attached and made a part of these minutes.

Adjourn – A motion was made by Mr. Norris to adjourn meeting at 6:40 p.m. This was seconded by Mr. Roberts and approved unanimously.

Biles Road

C.B. Drive

Stark  Road

Old Hardy Farm

Sibley Way

Scout Island

Dogwood Lane

Tater Hill Road

Joel’s Drive

Rufus Adams Road

Lake Pines Circle

Lake Shore Dr

Eagle Point

Hickory Point