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; guest present was Bill King from Woodard & Curran Engineering; Authority staff members present were Marcie Seleb and Joyce Hosey.
Opening Prayer – Mr. Jones 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 October 12, 2010 meeting and approve the same. This was seconded by Mr. Keber and approved unanimously.
Selection of Employee Benefits Broker – Ms. Seleb advised the Board that she and Harvey Norris had reviewed proposals from six brokers for employee benefits. They are as follows: Bill Fletcher; Michael Gasses; MSI Benefits; Kelly Fox; Andy Watson & Associates; and Benefit Planning Concepts. Each was rated each on how well they met the qualification criteria. Ms. Seleb presented an overview of the two finalists, citing assets of each.
MSI Benefits is located in Kennesaw and serves a number of public clients, including Butts County. This firm has an impressive array of added services but tends to focus on larger employee groups and doesn’t have much experience in retirement plans.
Andy Watson & Associates is located in Macon and serves only one other public client, the City of Jackson. The firm’s focus is on smaller groups; it is more experienced in pension planning, and has software capability which allows the client to get final underwritten pricing from all insurance companies prior to making a final decision. When comparing exact products, preliminary pricing from Andy Watson and Associates was slightly lower than MSI Benefits.
A motion was made by Mr. Keber to choose Andy Watson and Associates as the Authority’s employee benefit’s broker. This was seconded by Mr. Harris and approved unanimously. Mr. Norris abstained from the vote as he is an employee of the City of Jackson and Michelle Cole, who is associated with Andy Watson and Associates, is the City’s insurance broker.
Consider Resolution on Sewer Service Delivery Strategy – Ms. Seleb advised the Board that revisions to Butts County’s service delivery plan have been prepared to include sewer service for the first time. She presented a map showing the service area for providers, including Jackson, Flovilla and the Authority. This map is attached and made a part of these minutes. Motion by Wesley Keber to authorize Chairman White to sign a resolution supporting the sewer service delivery as presented, seconded by Burt Jones and passed unanimously. The resolution is also attached and made a part of the minutes.
Consider Policy Revisions
Customers with History of Bad Checks – After discussion of certain situations where the Authority’s current policy is overly restrictive, a motion was made by Mr. Jones to establish the following policy:
When two checks or bank drafts have been returned for insufficient funds on a customer’s account, all accounts in that customer’s name will be placed on a permanent “cash or credit card only” basis unless the customer can provide written documentation from their bank of overdraft protection on the account. If, in spite of the documentation of overdraft protection, a third payment is returned for insufficient funds, the customer will be on a permanent “cash or credit card only” basis with no further recourse.
This was seconded by Mr. Keber and approved unanimously.
Field Service Staff Accepting Payments and Contacting Customers During Service Disconnection – After a discussion of alternatives, a motion was made by Mr. Keber that would establish the following policy:
During service disconnections for non-payment, field service personnel may accept payment by check or money order if approached by the customer during the initial cut-off or when responding to an after-hours call. Field service personnel cannot accept cash or credit card receipts from customers. Field personnel will not knock on the customer’s door, but should leave cut off notice on outside of what appears to be the most used entryway.
This was seconded by Mr. Norris and approved unanimously.
Consider Residential Sewer for Mixed Use Zone Project – The Authority currently provides for residential sewer service only in the Planned Residential zone. Board members discussed making an exception for the proposed Exit 205 Properties Mixed Use zone project at Highway 16 and Interstate 75 because of the potential for extraordinary economic benefit to the County. A motion was made by Mr. Keber to make an exception in the current policy and allow for residential sewer service in the proposed Exit 205 Properties Mixed Use zone project at Highway 16 and Interstate 75. This was seconded by Mr. Jones and approved unanimously. Mr. White abstained from the vote as he is a property owner in the Highway 16 area.
The Board directed Ms. Seleb to move forward with procurement of easements for both Interstate sewer projects.
Update on Construction Projects
- Taps Sold – There were no taps sold in October.
- Colwell Road 12-inch Main – The interstate bore is completed and pressure tested. All pipe is in except for in one hundred feet of rock that must be blasted. There was good work done by the crew.
- Georgia Diagnostic & Classification Center – Both pits are installed and service for new administration building is tied-in with the final tie-in for the second tap on existing service will take place this week.
- Isaac Head Road – The Isaac Head Road project is ready for construction.
- Walt Banks Road – Sufficient tap purchases have been made to do this project and checking on the right of way is in process.
- Hwy. 42 North Relocate for Georgia Department of Transportaton – The main relocation is complete on Highway 42. A corrective punch list is being finalized.
Operations Report – Water billing for October 2010 was $199,187. This was down 16% from September, but up 8% over previous October. The total customer count is 5,212. Sewer billing for October was $29,112. This was down 3% from September, but up 23% over the previous September with a customer count of 128.
The average daily finished water pumped in October to the Authority, Jackson and Jenkinsburg from the Burford and Stewart plants was 2.0 MGD, with a maximum of 2.4 MGD. The rolling 12-month average loss was 10.8%. The total amount of finished water pumped in October 2010 per plant was: Burford – 54 MG; Stewart – 7 MG. The average wastewater influent at the Bucksnort Ranch LAS was .223 with an average daily effluent of .141/.550 MGD and a maximum 7-day effluent of .323/.550 MGD.
City of Jackson Can-A-Thon and Christmas Stocking Fund – A motion was made by Mr. Harris to donate $1,000 to the Can-A-Thon and Christmas Stocking Fund. This was seconded by Mr. Keber and approved unanimously. Mr. Norris abstained from the vote as he is an employee of the City of Jackson.
New Hire – A motion was made by Mr. Keber to hire Michael Whiting on November 22, 2010. This was seconded by Mr. Norris and approved unanimously.
Financial Report – Ms. Seleb went over the monthly financial report for Water & Sewer Operations and SPLOST through October 2010. All funds are within budget for the first quarter of the fiscal year. Copies of the summaries by fund and consolidated balance sheet and income statement 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 October 2010. Copies are attached and made a part of the minutes.
Adjourn – A motion was made by Mr. Norris to adjourn meeting at 6:50 p.m. This was seconded by Mr. Harris and approved unanimously.