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February 12, 2008 Regular Board Meeting

Posted on: February 12th, 2008

Call to Order – Chairman White called the meeting to order at 6:00 p.m. Board members present were J. B. White, Emerson Burford, Mitch McEwen and Harvey Norris; staff members present were Marcie Seleb, Joyce Hosey and Terrance Webb; representing Haisten & Johnson CPA was Rae Johnson.
Opening Prayer – Mr. Norris opened the meeting with a prayer.
Approval of Minutes from Previous Meetings – Mr. Burford made a motion to dispense with the reading of the minutes from the January 8, 2008 meeting and approve the same. This was seconded by Mr. Norris and approved unanimously.
Request for Extension Off Old South River Road – A motion was made by Mr. Norris to approve a request made by Clint Adamson of Adamson Properties for an extension of 800 feet of 6 inch water main to serve five (5) lots off of Old South River Road. This was seconded by Mr. McEwen and approved unanimously. A map is attached and made a part of these minutes.
Accept Petition for Water Extension on Ridgeway Road from Evans Road to Kinard Mill Road – A motion was made by Mr. Burford to accept a petition for a 1.8 mile extension with an equivalent of 10 taps per mile and to send letters to the property owners. This was seconded by Mr. Norris and approved unanimously. It was also agreed to send letters out to the unserved portion of Fox Drive which also has taps equal to 10 per mile. A map and a copy of the extension petition are attached and made a part of these minutes.
Presentation of Fiscal Year 2007 Audit – Ms. Rae Johnston presented the Board with the Authority’s audit of financial statements for the year ending June 30, 2007. Ms. Seleb had graphs and charts to show the Boards that are included in the Management Discussion from the audit. A copy of these financial statements, graphs and charts are attached and made a part of these minutes.
State Water Use Requirements – Restriction and Plan – Ms. Seleb advised the Board of the revised State Water Use rules implemented on February 6, 2008 by Governor Perdue. A copy of the more flexible outdoor watering restrictions and frequently asked questions is attached and made a part of these minutes.
Customer Complaints About Water Bill 

  • Theresa Baymon – 139 Roosevelt Boulevard – Joyce Hosey and Terrance Webb addressed the Board regarding a complaint from Theresa Baymon regarding her water bill. She was notified of the date and time of the meeting, but did not appear. A motion was made by Mr. White that in the future if Ms. Baymon calls with this complaint and her meter is proven to be read correctly, she will be charged a $35.00 service fee. This was seconded by Mr. McEwen and approved unanimously. 
  • Tom Short for Theresa Byess – 223 Coyote Trail – Joyce Hosey and Terrance Webb addressed the Board regarding a complaint from Theresa Byess regarding her water bill. Mr. Short did not appear although he had confirmed his planned attendance the previous day. A motion was made by Mr. White that in the future if Ms. Byess calls with this complaint and her meter is proven to be read correctly, she will be charged a $35.00 service fee. This was seconded by Mr. McEwen and approved unanimously.

Executive Session to Discuss Personnel & Land Acquisition – A motion was made by Mr. Norris to adjourn into Executive Session to discuss Personnel and Land Acquisition. This was seconded by Mr. McEwen and approved unanimously.
A motion was made by Mr. McEwen to return to the Board meeting to vote on topics discussed in Executive Session. This was seconded by Mr. Norris and approved unanimously.

  • A motion was made by Mr. Norris to hire Travis Clay as heavy equipment operator. This was seconded by Mr. Burford and approved unanimously.
  • A motion was made by Mr. McEwen to draw up a ninety (90) day agreement between Martha Almond (Simpson Sewer Plant) and the Authority in order to access the plant and sewage collection system for a possible transfer of ownership to the Authority. This was seconded by Mr. Burford and approved unanimously.
  • A motion was made by Mr. McEwen to proceed with a letter of condemnation for the 3.19 acres currently under the option to purchase agreement with Butts Holdings, LLC. This was seconded by Mr. Norris and approved unanimously.

Manager’s Report

LAS Expansion Operational Status Final – Ms. Seleb advised the Board that EPD has approved use of the new fields as long as influent does not exceed 300,000 gallons per day. A revised permit application is being prepared for the full 550,000 gallons per day intermediate expansion.
SCADA System – Ms. Seleb advised the Board that the new SCADA system should be totally installed for both water and sewer by the end of February.
Credit Card Program Under Consideration – Ms. Seleb advised the Board that she has been researching the costs of customer credit card use and has found a company named Official Payments that charges a fee of $2.00 per $100.00 charged. She advised that she has received a contract and has sent it to attorney Will White for his review.
Bid Date Set for West Butts Transmission Main – Ms. Seleb advised the Board that March 13, 2008 is the date set for bids for the West Butts Transmission Main.
Jordan Engineering to Procure Easements for West Butts Main Project – Ms. Seleb advised the Board that the Authority will be working with Jordan Engineering to procure easements from individual property owners at a cost $8,000 to $9,000. A copy of the easement survey is attached and made a part of these minutes.
Operation Statistics – Ms. Seleb went over the water and sewer statistics for the month of January 2008. Water billing for the month was $175,185 with an active customer base of 5,042. Sewer billing for the month was $22,138 with an active customer base of 125.
The average daily water pumped to the Authority, Jackson and Jenkinsburg from the Ocmulgee and Stewart plants were 2.03 MGD, with maximum of 2.30 MGD. The rolling 12-month average loss of 11.2%. The total amount of water pumped in January 2008 per plant was: Ocmulgee – 57 MG; Stewart – 5 MG. The average wastewater treated at the Bucksnort Ranch LAS was .166/.300 MGD with a maximum 7-day effluent of .224/.370 MGD. 
Construction Update

  • Pineview Upgrade – Ms. Seleb advised the Board that the Pineview upgrade is underway. The crew is working in tight conditions and it is moving slowly.
  • Kinard Mill / Towaliga Church / Evans / Ridgeway Roads (part) – Ms. Seleb advised the Board that design is underway for the expansion at Kinard Mill / Towaliga Church / Evans / Ridgeway (part) and the plans are due to the Authority by February 25, 2008. 
  • Waffle House Sewer Main – Ms. Seleb advised the Board that bids opened in early February for the Waffle House Sewer Main, but the start date and pricing are still unknown.

Financial Report – Ms. Seleb went over the financial summary for Water and Sewer Operations and SPLOST through January 2008. All funds are within budget. Board members also reviewed combined balance sheets for all funds for the month of January 2008. A copy of these reports is attached and made a part of these minutes
Review Bills Paid – Board members reviewed check registers for the month of January 2008. A copy of theses check registers are attached and made a part of these minutes.
Adjourn – A motion was made by Mr. McEwen to adjourn meeting at 7:20 p.m. This was seconded by Mr. Norris and approved unanimously.