Call to Order – Chairman White called the meeting to order at 5:30 p.m. Board members present were J. B. White, Wesley Keber, Harvey Norris & Eddie Roberts; Authority staff members present were Marcie Seleb & Joyce Hosey.
Opening Prayer – Mr. Norris opened the meeting with a prayer.
Approval of Minutes from Previous Meeting – Mr. Keber made a motion to dispense with the reading of the minutes from the June 14, 2012 meeting and approve the same. This was seconded by Mr. Norris and approved unanimously.
Election of Board Officers & Appointments to Personnel Committee – A motion was made by Mr. Keber to retain J. B. White as Chairman. This was seconded by Mr. Norris and approved unanimously.
A motion was made by Mr. Keber to appoint Mr. Norris as Vice – Chairman. This was seconded by Mr. Roberts and approved unanimously.
A motion was made by Mr. Norris to retain Mr. Keber as Secretary – Treasurer. This was seconded by Mr. Roberts and approved unanimously.
A motion was made by Mr. Keber to appoint Mr. Norris, Mr. Roberts and Mr. Jones to the Personnel Committee. This was seconded by Mr. Norris and approved unanimously.
Updates to Certain In-House Policies
Cost of Service Bores – This policy, adopted in 1990, stipulated a set cost for service bores beyond the meter. A motion was made by Mr. Keber to delete this policy. This was seconded by Mr. Norris and approved unanimously.
Correction of Multiple Units on One Meter – This policy, adopted in 1993, allowed customers with multiple units on one meter to set separate taps at the construction tap price in effect in 1993. Ms. Seleb recommended that the policy be revised to read: When it is discovered that a customer has more than one dwelling or business on a meter without prior approval as an exception, the Authority customer will be notified that he/she has sixty days to purchase a water tap for each unit, paying the currently adopted connection fees.
A motion was made by Mr. Norris to revise the policy as recommended. This was seconded by Mr. Roberts and approved unanimously.
Moving Meter – This policy, adopted in 1998, set a price for moving meters where a new tap was not needed. Ms. Seleb recommended that the policy be revised to read: The Authority will move a meter for a consumer in instances where this can be done without a new tap for the actual cost of labor and materials.
A motion was made by Mr. Norris to revise this policy as recommended. This was seconded by Mr. Roberts and approved unanimously.
Scheduling of Extension Jobs – This policy, adopted in 2003, was revised to clarify the wording: Extensions will be scheduled on a first come first serve basis with one project being completed before starting another. An exception may be made in the case of an emergency, or if crews may be able to work on multiple projects at the same time. In some instances, a contractor may be used to complete projects.
No motion was made because the intent of the policy did not change.
Additions to Personnel Policy – A motion was made by Mr. Keber to add the following disciplinary items to the personnel policy:
• Employees may not use Authority equipment, tools, or facilities for personal projects. Discipline for violation may range from an oral reprimand to dismissal.
• Falsification of any work logs, documents, data, or reports may result in immediate dismissal.
This was seconded by Mr. Roberts and approved unanimously.
Manager’s Report
Update on Construction Projects
Hwy. 16 Sewer – The contractor has replaced the damaged manhole and cleaned inverts. A firm deadline for completion of the total project has been set for July 31, 2012.
Hwy. 36 Sewer – The contractor has relaid pipe from manholes 5 – 8 to achieve a downhill flow. The bore under Hwy. 36 is retaining approximately six inches of water in the twelve-inch pipe. Board members reviewed a video of the pipe section holding water and agreed that it would not be acceptable. A firm deadline for completion of the total project has been sett for July 31, 2012.
Crew – The crew has installed 1,100 linear feet of main on Singley Road, but is waiting to receive easements on the south end of the project. The “South Arrowpoint” extension will begin this week as documentation of public right of way has been received. The crew is also assisting in repairs and brush cutting at the Bucksnort Ranch Land Application Facility. It was noted that the Environmental Protection Division’s biennial inspection at the LAS is due on July 17, 2012.
Meter Replacement Project – Ms. Seleb advised the Board of her concern about new agreement required between the Authority and the County as part of Georgia Environmental Finance Authority (GEFA) loan documents. The agreement uses far-reaching langage to make the County responsible for the Authority’s GEFA debt. County representatives have been contacted to review the document.
West Butts Tank Project – Ms. Seleb advised the Board that Woodard & Curran has reduced their tank engineering price from $72,000 to $52,000 based upon the reduced scope of work from the Jenkinsburg site. She also added that she will be meeting with a specialist from the National Groundwater Association about the potential for well supply.
Georgia Department of Transportation (DOT) Hwy. 36 Towaliga Bridge Project – Ms. Seleb advised the Board that this project, on hold since 2008, has just been let by DOT. The Authority has received written notice to begin water and sewer relocation work immediately. The total estimated cost is $22,000 and was not included in the FY 2013 budget.
Operations Report
Operations Statistics – Water billing for June 2012 was up 6% from May 2012 at $216.491, and down 7% from June 2011 with a total customer base of 5,282 and an active customer base of 4,714. Sewer billing for June 2012 was up 5% from May 2012 at $29,174, and down 9% from June 2011 with a total customer base of 129 and an active customer base of 122.
The average daily finished water pumped in June 2012 to the Authority, Jackson and Jenkinsburg from the Burford and Stewart plants was 2.4 M.D., with a maximum of 3.0 M.D. The rolling 12-month average loss was 8.4% with the current monthly average loss at 8.4%. The total amount of finished water pumped in June 2012 per plant was: Burford – 70 MG; Stewart – 3 MG. The average wastewater influent at the Bucksnort Ranch LAS was .124 with an average daily effluent of .189/.550 MGD and a maximum 7-day effluent of .269/.550 MGD.
Flovilla Health Insurance Request – Mayor Scott Chewing has requested that the City be allowed to purchase coverage for the City’s six full-time employees under the Authority’s policy. The Authority’s broker had earlier reported that Blue Cross Blue Shield approved the addition, but reversed the approval a few hours before this meeting. No action was taken.
Financial Report – Ms. Seleb went over the financial summary for Water & Sewer Operations, Capital Recovery Fees and SPLOST through June 2012, the last month of the fiscal year. The year closed with water operations income of $2,720,724 and expenses of $2,109,800. Water revenues were 9% over budget and expenses 8% under budget. Water capital recovery fees received for the year were $17,257 with no expenses. Sewer operation income was$387,063 and expenses were $415,720. Sewer revenues were 6% over budget and expenses were 14% under budget. Sewer capital recovery fees received for the year were $251,947 with expenses of $692,959, a portion of which will be reimbursed by the OneGeorgia Highway 16 sewer grant. A total of $2,475,128 has been spent from 2007-2012 Special Purpose Local Option Sales Tax, all of which has gone toward payment of debt. In addition $327,192 has been transferred temporarily to Sewer Capital Recovery Fees to cover costs of the Highway 16 sewer project. Copies of financial summaries, combined 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 June 2012. 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 6:50 p.m. This was seconded by Mr. Roberts and approved unanimously.