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 were Marcie Seleb, general manager and Joyce Hosey, clerk to the Board.
Opening Prayer – Mr. Norris opened the meeting with a prayer.
Approval of Minutes from Previous Meetings – Mr. Roberts made a motion to dispense with the reading of the minutes from the November 12, 2013 meeting. This was seconded by Mr. Ford and approved unanimously.
Customer Bill Delivery Options – Ms. Seleb advised the Board that increased automated postal rates will be going up effective January 26, 2014. Ms. Seleb and the Board discussed customer billing options, including e-bills. No action was taken.
A copy of monthly cost comparison and billing options are attached and made a part of these minutes.
Georgia Environmental Finance Authority (GEFA) Loan Agreement for Elevated Tank Project – Ms. Seleb advised the Board she has received a formal loan contract for the elevated tank project that was bid last summer and will be re-bid in early 2014. She added that the total loan for the project is up to $1,700,000 with up to $420,000 loan forgiveness at a rate of 1.4% for 20 years. GEFA has required that Butts County guarantee this agreement.
A motion was made by Mr. Norris to pass a resolution authorizing Chairman White to execute and sign all agreements. This was seconded by Mr. Roberts and approved unanimously.
Manager’s Report
Construction Update
Tom Goddard/Nathan Thaxton Water Main Extension – The crew continues to work on taps. Engineering is under way for Nathan Thaxton from Brooks Road to Hwy. 36.
Progress on Hwy. 16 Sewer Project – The contractor, Brtu, has not made much progress over the past 30 days on the Hwy. 16 sewer project. The contractor has found some inverts that need complete reworking, but will need the approval of the bond company before work can continue.
Henry County Water & Sewer Authority – The emergency connection to the Henry County water system on Hwy. 42 has been completed on the Henry County side with final tie-in to be done by Authority forces. The connection on Fincherville Road will be installed within the next few months.
Sewer Force Main Break – Ms. Seleb advised the Board that there was a sewer force main break at Hwy. 36 near Riverview Park on December 3rd. There was no cause identified, but hairline splits are common on C900 PVC. EPD compliance notifications were completed and an estimated 17,000 gallons were lost with some flow into Towaliga River. Before and after pictures of the sewer break are attached and made a part of these minutes.
Homemade Hog Trap – Ms. Seleb advised the Board that the crew has made a Hog Trap for Bucksnort LAS and put into service on December 9th . A picture of this hog trap is attached and made a part of these minutes.
Budget Amendment – A motion was made by Mr. Norris to approve a budget amendment which shows the way the elevated tank project through assets/liabilities rather than through income/expense. This was seconded by Mr. Roberts and approved unanimously.
United Way Donation Request – A motion was made by Mr. Ford to make a donation of $250 to the United Way. This was seconded by Mr. Roberts and approved unanimously.
Operations Overview – The Board heard operations statistics for November 2013. Water billing for November 2013 was $209,937, down 1% from October 2013, and up 10% from November 2012. Sewer billing for November 2013 was $46,836, up 12% from October 2013 and up 4% from November 2012.
The total water customer base was 5,313 with active water customers numbering 4,782. There were no regular or construction taps and no meter fees sold in the month of November 2013. The total sewer customer base was 131, with active sewer customers numbering 129.
The average daily finished water pumped in November 2013 to the Authority, Jackson and Jenkinsburg from the Burford and Stewart plants was 1.9 million gallons per day, with a maximum of 2.2 million gallons per day. The rolling 12-month average loss was 14% with the current monthly average loss at 8.5%. The total amount of finished water pumped in October by plant was: Burford – 61 million gallons; Stewart – 4 million gallons.
The average wastewater influent at the Bucksnort Ranch Land Application System was 266,000 gallons per day with an average daily effluent of 182,000 gallons per day and a maximum 7-day effluent of 234,000 gallons per day.
Financial Report – Ms. Seleb went over the financial summaries for Water & Sewer Operations, Capital Recovery Fees and Special Purpose Local Option Sales Tax (SPLOST) for November 2013. Water operations income was $217,346, and expenses were $141,889. Sewer operations income for November 2013 was $47,924, and expenses were $82,140.
The Authority continues to use 2007-12 SPLOST to pay the monthly debt on the Bucksnort Ranch expansion loan. As of October 31, 2013, $426,016 remained in 2007-12 SPLOST funds for this purpose.
New 2013-19 SPLOST funds were received in November and are anticipated monthly until March 2014 when the next Butts County bond payment is due. As of October 31, 2013-19 SPLOST revenue was $286,413, plus interest of $30, and SPLOST-TATV revenue was $21,912 for a combined balance of $308,355.
Total cash on hand through the end of November 2013 was $6,440,653. This is $270,651 over the June 30, 2013 balance. 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 November 2013. Copies of check registers and credit card statements are attached and made a part of these minutes.
Adjourn – A motion was made by Mr. Ford to adjourn meeting at 6:10 p.m. This was seconded by Mr. Norris and approved unanimously.