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November 11, 2014 Regular Board Meeting

Posted on: November 11th, 2014

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. Representing Ready Pac were plant director Richard Adelung, chief supply chain officer Peter Laport & general counsel & secretary Michael Q. Murray. Representing the Letsonville Community was Colin Reeves. Staff members present were general manager Marcie Seleb and Joyce Hosey, clerk to the board.
Approval of Minutes from October 14, 2014 Meeting – Mr. Roberts made a motion to dispense with the reading of the minutes from the October 14, 2014 meeting. This was seconded by Mr. Ford and approved unanimously.
Ready Pac Concerns – Richard Adelung, Pete Laport, Michael Murray – The representatives from Ready Pac discussed their concerns regarding a reliable source of water. Ready Pac, a packaged salad processing facility, is considering an expansion but has experienced discolored water several times in 2014. The site is particularly vulnerable to discolored water following a water main break, or other disruption to the distribution system, due to it pulling a large volume of water at a low-elevation dead end. Ready Pac tends to have discolored water when no other customers are affected.
Ms. Seleb explained that to mitigate the issue, the Authority has installed an online water quality monitoring station near the plant, a major trunk loop is being installed in southwest Butts County which will allow for greater velocity flushing, new flushing hydrants are being installed at the Georgia Diagnostic Prison, an evaluation of water chemistry is being conducted to optimize treatment so that sediment in the distribution system will be minimized, and a special filter for Ready Pac is being evaluated. It was agreed that Ready Pac’s consultants will have the opportunity to evaluate the filter system before it is installed.
Request for Community Name on West Butts Tank – Colin Reeves – Colin Reeves appeared before the Board to ask for reconsideration of acknowledging the Letsonville Community on the new West Butts elevated water tank. The community designation was recently approved by the Butts County Board of Commissioners. Mr. Ford made a motion to have “Letsonville Community” painted on the west side of the West Butts elevated water tank currently under construction. This was seconded by Mr. Norris and approved unanimously. The Board will vote again when a draft design can be completed showing the exact wording and layout.
Request for Legislative Input – Partners for Smart Growth -Mr. Norris made a motion for Ms. Seleb to respond on behalf of the Authority as to issues of concern for Butts County’s State legislative delegation. This was seconded by Mr. Ford and approved unanimously.
Approval Final Hazard Mitigation Grant Program (HMGP) – Mr. Norris made a motion to proceed with the next phase of application for a $1.1 million HMGP grant from Georgia Emergency Management Agency (GEMA), to agree to maintain the generators if funded, to approve the Authority’s fifteen percent share of the project, and to authorize Ms. Seleb to prepare and sign the final application. This project would fund the purchase and installation of three fixed generators for the Authority’s Burford water treatment facility, raw water intake and Hwy. 36 booster pump station. These generators would provide for continued water supply throughout the County if electricity were down for an extended period. The motion was seconded by Mr. Roberts and approved unanimously. A letter from GEMA requesting the final application is attached and made a part of these minutes.
Donation for Can-A-Thon Request – City of Jackson – Mr. Roberts made a motion for the Authority to make a donation of $1,000 to the City of Jackson and Salvation Army’s 2014 Can-a-Thon and Christmas Stocking Fund. This was seconded by Mr. Ford and approved unanimously. The City’s letter of request is attached and made a part of these minutes.
Review Proposal for Rothberg, Tambirini & Winsor (RTW) Model – Burns & McDonnell – Mr. Roberts made a motion to accept the proposal of $6,800 from Burns & McDonnell to undertake RTW modeling of water chemistry equilibrium. The goal for the model is to optimize plant chemical feeds so as to reduce the formation of disinfection by-products, excess pipe scale, and sedimentation after leaving the plant. This was seconded by Mr. Norris and approved unanimously. The project proposal from Burns & McDonnell is attached and made a part of these minutes.
Manager’s Report

Construction Update

Nathan Thaxton/Brownlee/East Ball Road Water Main – The Authority’s crew is within sight of Hammond Road on the south end of Nathan Thaxton Road.

West Butts Tank – Caldwell Tanks has installed the foundation, water main, and drain lines. The Authority is holding two pay requests from the contractor because the company has not furnished the Georgia Environmental Finance Authority with mandatory disadvantaged business documentation.

Colwell Road Lift Station – Crawford Construction has installed all work except for the fence surrounding the lift station. Force main & gravity sewer has been tested and passed, with testing on pumps, generator, and SCADA controls set for November 13th.

South River Bridge – Hwy. 36 E – Mr. Norris made a motion to approve the hiring of Turpin Boring to do a 60-90 ft wide steered bore for $6,000. This will accommodate relocation of the six-inch main serving Elizabeth Circle off GA Hwy. 36 E. The work is required due to the Georgia Department of Transportation (GDOT) rebuilding of the South River bridge on Hwy. 36. This was seconded by Mr. Roberts and approved unanimously.

Geese at Bucksnort Land Application System (LAS) – Ms. Seleb stated that she had been approached by a private citizen who wants to hunt Canada geese at the LAS. Site manager Andre Thomas has reported an excess population of geese at the facility that is causing problems. Board members agreed that for liability reasons, any hunting of geese would be restricted to Authority employees. Employees will be required to sign up as per the policy set for wild boar hunting.

Hersey Meter Failures – Ms. Seleb and staff have met with Hersey Meter representatives to discuss concerns with approximately sixty dead meters that have had to be replaced since the meter changeover in 2013. This is a very high rate for new meter failure.

Global Positioning Satellite (GPS) Coding of Water Valves – Karsten Gotel has completed geo-location of valves on the water system. The geo-coding allows for very accurate mapping of system valves on the Authority’s geographic information system. Mr. Gotel has been able to do this work because much of his time has been freed by the automatic meter reading meter system. He will now begin on geo-coding all man-holes and fire hydrants.

Fiscal Year (FY) 2014 Audit – Ms. Seleb advised the Board that Rae Johnston of Haisten and Johnston has completed the data collection for the FY 2014 audit. The audit document should be ready for Board review by the December meeting.

Quarterly Local Government Meeting – The quarterly local government meeting will be held at Flovilla City Hall on Thursday, November 13th at 6:15.

Operations Overview – The average daily finished water pumped in October 2014 to the Authority, Jackson and Jenkinsburg from the Burford and Stewart plants was 2.5 million gallons per day, with a maximum of 2.8 million gallons per day. The rolling twelve-month average loss was 12.8% with the current month average loss of 16.3%. The total amount of finished water pumped in September by each plant was: Burford – 66 million gallons and Stewart – 6 million gallons.

Water billing for October 2014 was $227,747, down 4% from September 2014 and up 8% from October 2013. Sewer billing for October 2014 was $60,609, up 9% from September 2014 and up 45% October 2013.

The average wastewater influent at the Bucksnort Ranch Land Application System was 293,000 gallons per day with an average daily effluent of 305,000 gallons per day and the maximum 7-day effluent was 329,000 gallons per day.

The total water customer base was 5,367 with active water customers numbering 4,850. There were three new taps sold, four construction taps, and one subdivision service during the month of October. The total sewer customer base was 143, with active sewer customers numbering 138.

Financial Report -Ms. Seleb went over the financial summary for Water & Sewer Operations, and Special Purpose Local Option Sales Tax (SPLOST) for October 2014. For the month, water operations income was $241,737 and expenses were $166,962. This was the largest October water billing month on record. Water capital recovery fee revenue for the fiscal year so far is $10,821, with interest expense of $1,921 and debt service of $24,735 paid on the Sandy Creek land loan.
Sewer operations income for October was $61,117, and expenses were $33,857. This was the all-time largest water sewer billing month. Sewer capital recovery fee revenue for the fiscal year thus far is $9,859, with no expenses.
To date, $3,448,245 in revenue has been received in 2007-12 Special Purpose Local Options Sales Tax (SPLOST) funds with $296,048 remaining, all of which is budgeted to pay debt on the GEFA loan for 2007 expansion of the Bucksnort Ranch land application system. $692,351 has been collected in 2013-19 Special Purpose Local Options Sales Tax (SPLOST) with $202,800 funds expended.
Total cash on hand at the end of October was $7,415,051. This is $535,482 over the June 30, 2014 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 were given copies of check registers for October 2014. The check registers are attached and made a part of these minutes.
Adjourn – A motion was made by Mr. Roberts to adjourn the meeting at 7:00 p.m. This was seconded by Mr. Norris and approved unanimously.