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March 12, 2013 Regular Board Meeting

Posted on: March 12th, 2013

Call to Order – Chairman White called the meeting to order at 5:30 p.m. Board members present were J. B. White, Harvey Norris, Eddie Roberts, Jr., & Eddie Ford; Also present was Rae Johnston, representing Haisten and Johnston. Authority staff present were Marcie Seleb, general manager & Joyce Hosey, clerk to the board.
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.