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March 14, 2017 Regular Board Meeting

Posted on: April 14th, 2017

Call to Order -Chairman White called the meeting to order at 5:40 p.m. Board members present were J. B. White, Harvey Norris, Eddie Roberts, Jr. & Eddie Ford; Also present were Rae Johnston, representing Haisten & Johnston, and Shon Hampton, representing Watkins & Associates. Staff members present were Marcie Seleb, general manager, and Alyssa Hopson, clerk to the board.
Approval of Minutes from February 13, 2017 Meeting – Mr. Roberts made a motion to dispense with the reading of, and to approve, the minutes from the February 13, 2017 meeting. This was seconded by Mr. Norris and approved unanimously.
Presentation of Fiscal Year 2016 Audit – Rae Johnston gave an overview of the Financial Statements for Fiscal Year 2016. She noted that the audit went well with no findings. Ms. Johnston noted that the Authority had a $28.3 million total net position, which was an increase of $1.8 million over the previous year. Ms. Johnston excused herself from the meeting at 5:52 p.m. A copy of the audit is included and made a part of these minutes.
Review Employment Incentive Grant (EIP) Sewer Bids for Dollar General Project – Shon Hampton presented the bid tabulation for sewer installation. Three bids were received with Crawford Grading and Pipeline having the low bid of $488,819. The low bid was $113,096 over the grant budget. Modifications were made including negotiation of a lower price for a road bore, removal of an on-site generator, removal of epoxy coating on concrete structures, acceptance of a different brand of pump, and purchase of materials directly to save sales tax. This left an overage of approximately $40,000 that would have to be paid by the Authority. A motion was made by Mr. Roberts to accept Crawford’s bid with modifications and negotiated revisions. This was seconded by Mr. Norris and approved unanimously. A copy of the bid tabulation is included and made part of these minutes.
Request Withdrawal of Ready Pac EIP Grant Application – A motion was made by Mr. Ford to ask the Butts County Board of Commissioners to officially withdraw the EIP grant pre-application. This was seconded by Mr. Roberts and approved unanimously.
Consider Sewer Lift Station Maintenance Contract -Ms. Seleb reported that two quotes were received for annual sewer lift station maintenance. Goforth Williamson submitted the lowest quote at a net cost of $1,613.00 per year for a three-year period. A motion was made by Mr. Ford to accept the GoForth Williamson proposal. This was seconded by Mr. Norris and approved unanimously. A copy of both proposals is included and made a part of these minutes.
Discussion of Special Purpose Local Option Sale Tax (SPLOST) Project List – Ms. Seleb presented a list of potential projects, and board members discussed general priorities. After discussion, board members directed Ms. Seleb to place the sewer line extension projects at the top of the list with other projects following in the order as presented. A copy of the potential SPLOST Project list is attached and made a part of these minutes.
Manager’s Report
Georgia Environmental Protection Division (EPD) Drought Level Downgrade – Ms. Seleb reported that EPD eased drought restrictions in 31 Georgia counties, including Butts County, March 02, 2017. The local area now has a Level 1 drought designation. The Level 1 designation requires that water systems continue a public information campaign to remind citizens that rainfall levels are below normal.
West Butts Tank – Ms. Seleb reported an inspection of the West Butts tank in January revealed some rust and other sub par initial paint work. The final payment to Caldwell still has not been settled. The board directed Ms. Seleb to notify Caldwell about the paint issues and request that repair work be done or the Authority will have another firm do the work, deducting the cost from the final payment.
East Ball/Greer Dairy -Ms. Seleb and Mr. Nail have met with East Ball homeowners to discuss easements. Scalon Engineering is working on the water main design for Greer Dairy Road.
Martin Marietta – Martin Marietta officials would like a water tap in exchange for granting an easement on Greer Dairy Road. Board members agreed that the Authority could set a tap for Martin Marietta at such time as the main is extended to their property on Greer Dairy Road.
University of Central Florida Water Study – The University’s team collected water samples this week beginning an assessment of the Authority’s source water, treatment processes, and distribution system.
Dollar General – Water main installation in underway. The meter vault will be set in early April. Sewer installation will get underway within the next forty-five days with completion within ninety days of start.
Financial Report – Ms. Seleb went over the financial summary for Water & Sewer Operations, and Special Purpose Local Option Sales Tax (SPLOST) for February 2017. Water operations income for February was $233,214 with expenses of $182,431. Water capital recovery fee revenue for the fiscal year thus far was $12,711 and outflow of $53,312 for payment of the Sandy Creek Loan.
Sewer Operations income for February was $68,856 with expenses of $13,549. Sewer Capital Recovery Fee revenue for the fiscal year thus far was $7,290 with no expenses. To date, $1,756,368 has been collected in 2013-19 SPLOST, with $856,922 expended.
Total cash on hand at the end of February 2017 was $9,332,451. This is $900,537 over the June 30, 2016 balance. Copies of the February 2017 financial summaries, the consolidated fund balance sheet, and the consolidated fund income statement are attached and made a part of these minutes.
Adjourn – A motion was made by Mr. Norris to adjourn the meeting at 6:46 p.m. This was seconded by Mr. Roberts and approved unanimously.