Call to Order – Chairman White called the meeting to order at 5:30 p.m. Board members present were J. B. White, Robert Harris, Harvey Norris, Wesley Keber & Burt Jones; Authority staff members’ present were Marcie Seleb and Joyce Hosey.
Opening Prayer – Mr. Norris opened the meeting with a prayer.
Approval of Minutes from Previous Meeting – Mr. Harris made a motion to dispense with the reading of the minutes from the July 13, 2010 meeting and approve the same. This was seconded by Mr. Norris and approved unanimously.
Consider Audit Proposal by Haisten & Johnston – Ms. Seleb advised the Board that Haisten & Johnston is proposing a fee of $5,250 for the FY 2010 audit. She went on to say that this is an increase of $750 over FY 2008 and 2009 and includes an update on a fixed asset schedule. A copy of the proposal is attached and made a part of these minutes.
A motion was made by Mr. Keber to accept Haisten & Johnston’s proposal of $5,250 for FY 2010 audit. This was seconded by Mr. Jones and approved unanimously.
Consider Issuing Request for Proposals for Health Insurance Broker – Ms. Seleb asked the Board if she could request proposals from health insurance brokers. She advised the Board that there are brokers serving this area that offer added services such as wellness plans, COBRA administration, and additional customer services in addition to health, dental, and life insurance. She went on to say that the current health insurance would renew in November and proposes that the Authority change all insurance programs, including cafeteria plan programs, to renew in January of each year.
The Board directed Ms. Seleb to request qualifications from health insurance brokers and then to seek proposals from at least two of the respondents.
Consider Policy Change on Security Deposit Refunds – Ms. Seleb noted that the Authority is often in the position of issuing a security deposit refund of less than a dollar, and, in fact, issued a check for one cent in July 2010. This presents a problem in administrative costs and in that most recipients don’t ever cash these checks, resulting in further processing to void the uncashed refunds.
Through the Georgia Association of Water Professionals, she was able to survey 21 systems across the state and found that some systems do not issue refund checks for amounts less than one to five dollars. She proposed that the minimum refund check issued be $1.00.
A motion was made by Mr. Norris not to cut a refund check for less than $1.00, but if a customer requests this refund, to dispense it from cash drawer. This was seconded by Mr. Jones and approved unanimously.
Consider Formal Policy on Write-off of Uncollectibles – Ms. Seleb advised the Board of the following criteria for designating uncollectable accounts for write off. This includes:
- Age of Account – Debt has exceeded four years
- Bankruptcy – Account has been discharged through bankruptcy court
- Deceased – Debtor is deceased with no estate
- Court Refuses Judgment – Debt cannot be substantiated in court
- Unjustifiable Cost – Amount of uncollectable debt is less that $10 or the cost of collection would exceed recoverable amount
- Untraceable – Customer has provided false identification, left the country, or otherwise cannot be located and/or correct identity cannot be established
A motion was made by Mr. Jones to adopt the criteria presented for the write-off of uncollectible accounts. This was seconded by Mr. Norris and approved unanimously.
Review Sewer Service Delivery Draft Map – Ms. Seleb presented a draft map showing sewer service areas as discussed with Mayor Brown of the City of Jackson and as mapped by engineer Tommy Newsome on behalf of the City of Flovilla. A motion was made by Mr. Jones directing Ms. Seleb to move forward with the map as presented showing sewer service delivery areas for Flovilla, Jackson and the Authority and to work with the County and the Cities to adopt this as part of Butts County’s Service Delivery Strategy. This was seconded by Mr. Keber and approved unanimously.
Drinking Water Laboratory Contract with Georgia Environmental Protection Division (EPD) – Ms. Seleb advised the Board that the Georgia EPD provides testing services that keep systems in compliance with all Federal requirements, sending sampling kits at appropriate time for several hundred constituents at a fixed annual price. This contract is renewed on a three-year basis. The EPD’s contract price for July 1, 2010 thru June 30, 2013 is $9,700 which is an increase of $900 from previous contract.
A motion was made by Mr. Norris directing Ms. Seleb to enter into a 36-month drinking water testing and related services contract with the Georgia EPD at a cost of $9,700. This was seconded by Mr. Jones and approved unanimously.
Update on Construction Projects
- Four Points Road – The relocation of water main has been completed at the site of the new convenience store on Four Points Road.
- Colwell Road – Right of way clearing is underway for the 12-inch main on Colwell Road near I-75.
- Isaac Head Road Extension – The design for Isaac Head Road continues to be delayed due to layout requiring easements and/or rights of way. The staff is awaiting a preliminary layout to show to property owners.
- Walt Banks Road Extension – Tap purchases are underway for the extension on Walt Banks Road with a deadline of September 26, 2010.
- Hwy. 42 North Relocate – The crew continues to assist the Georgia Department of Transportation’s contractor, Crawford Grading and Pipeline, in the main relocation and switch over of services on Hwy. 42 North.
Operations Report – Water billing for July was up $8,000 from June and was the second biggest July ever at $232,376, with an active customer base of 5,208. Sewer billing for July was down $2,000 from June, but was the biggest July ever, at $27,987 with an active customer base of 127.
The average daily water pumped to the Authority, Jackson and Jenkinsburg from the Ocmulgee and Stewart plants was 2.4 MGD, with a maximum of 3.2 MGD. The rolling 12-month average loss was 10.7%. The total amount of water pumped in July 2010 per plant was: Burford – 64 MG; Stewart – 7 MG. The average wastewater influent at the Bucksnort Ranch LAS was .209 with an average daily effluent of .161/.550 MGD and a maximum 7-day effluent of .266/.550 MGD.
Update on Grant Projects – Ms. Seleb advised the Board that she has met with representatives of the Great American Travel Center and they have promised delivery of the job creation commitment letter needed to complete the EIP grant application this week. Required financial documentation is also expected to be delivered directly to the OneGeorgia and EIP offices this week.
Financial Report – Ms. Seleb went over the financial summary for Water & Sewer Operations and SPLOST through July 2010. Copies of the financial summaries, combined balance sheets, and 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 July 2010. A copy of these check registers is attached and made a part of these minutes.
Adjourn – A motion was made by Mr. Harris to adjourn meeting at 6:40 p.m. This was seconded by Mr. Norris and approved unanimously.