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August 09, 2016 Regular Board Meeting Summary

Posted on: August 15th, 2016

Call to Order – Chairman White called the meeting to order at 5:35 p.m. Board members present were J. B. White, Harvey Norris, Eddie Roberts, Jr., Burt Jones & Eddie Ford; staff members present were Marcie Seleb, general manager, and Alyssa Hopson, clerk to the board.
Approval of Minutes from July 12, 2016 Meeting – Mr. Roberts made a motion to dispense with the reading of and to approve the minutes from the July 12, 2016 meeting. This was seconded by Mr. Norris and approved unanimously.
FY 2016 Audit Proposal- Ms. Seleb explained that Haisten and Johnston, P.C. raised the price of the Authority’s FY 2016 audit by 15% from FY 2015 due to the rising cost of software. A motion was made by Mr. Jones to retain Haisten and Johnston at a total price of $6500. This was seconded by Mr. Ford and approved unanimously.
Confirmation of Telephone Vote Retaining Allen-Smith for Ready Pac EIP Grant – In July, Ms. Seleb met with Ready Pac leadership to discuss a potential Employment Incentive Program (EIP) Grant for a ground storage tank. It appears that this project is an excellent candidate for the grant. Board members voted by telephone to retain Allen-Smith Consulting to prepare the grant application for $8,000 on July 14, 2016. A motion was made by Mr. Norris to confirm this vote to retain Allen-Smith. This was seconded by Mr. Roberts and approved unanimously.
Dollar General Infrastructure Ownership Agreement – Ms. Seleb presented an intergovernmental agreement for public ownership of water and sewer infrastructure between Butts County and the Authority. Motion by Mr. Norris to enter into the agreement with Chairmen White and Mr. Roberts to sign. This was seconded by Mr. Roberts and passed unanimously.
Manager’s Report
West Butts Tank – The Authority has received a letter from Caldwell Tank, Inc. requesting the Authority accept $40,000 in liquidated damages rather than $101,000 as per the terms of the contract.
LAS Harkness Pond Liner – The liner is filling up with ground water at the pond discharge point. An engineer with Rindt-McDuff Associates is set to come and advise on a solution to the problem.
Nathan Thaxton Road – Work has resumed on this project with blasting done in July. The Authority crew has roughly 750 linear feet left to lay to tie into Hwy. 36 and complete the road.
Joint Government Meeting – Ms. Seleb, Mr. Roberts, and Mr. Norris of the board attended the joint governmental meeting hosted by the Authority on July 28, 2016.
Potential future Special Purpose Local Options Sales Tax Projects were discussed by all entities present. Paving Policy – Ms. Seleb suggested that the board establish a policy for pavement over water or sewer infrastructure installed in a private easement. When there is a water main break under a paved road, the Authority will not replace the pavement. A motion was made by Mr. Roberts to adopt the following policy: “ When a private property owner or customer desires to install pavement over water or sewer infrastructure located in a previously unpaved easement, the Authority may approve such paving with any measures deemed necessary by the Authority taken to protect said infrastructure installed at the cost of the private property owner or customer, and with the understanding that if the Authority needs to remove any portion of said pavement the make a future repair, the Authority will not replace the pavement.”
This was seconded by Mr. Ford and approved unanimously.
Financial Report – The monthly financial report for Water & Sewer Operations and SPLOST was presented.
Review Bills Paid – Board members were given copies of check registers for June to review.
Adjourn – A motion was made by Mr. Norris to adjourn the meeting at 6:13 p.m. This was seconded by Mr. Ford and approved unanimously.