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February 12, 2019 Regular Board Meeting

Posted on: February 25th, 2019

Call to Order – Chairman White called the meeting to order at 5:30 p.m. Board members present were J. B. White, Eddie Roberts, Jr., Eddie Ford, & Harvey Norris. Also present was Bobby Metzinger representing Yancey Power Systems, and Ronnie Daniel and Steve Ward, representing May & Carter Oil. Staff members present were Marcie Seleb, general manager, and Alyssa Hopson, clerk to the board.

Approval of Minutes from January 08, 2019 Meeting – Mr. Roberts made a motion to dispense with the reading of, and to approve, the minutes from the January 08, 2019 meeting. This was seconded by Mr. Ford and approved unanimously.

Also, Mr. Ford made a motion to make a correction in the calendar year (from 2017 to 2018) as previously recorded in the ‘change in cash balance’ portion of the financial report in July 2018 through December 2018 meeting minutes. This was seconded by Mr. Roberts and approved unanimously.

Yancey Power Systems Service Contract Change – Bobby Metzinger presented a proposed amended service contract for system generators. Due to a pricing error he made in the current five-year contract, Mr. Metzinger is requesting an increase of $22,898.05 for the last four years of the contract. Board members strongly suggested that Mr. Metzinger find a way to lower costs before acceptance of any pricing change. Mr. Metzinger excused himself from the meeting at 5:50 p.m.

Sewer Extension on Southeast Quadrant of I-75/GA Hwy. 16 – Mr. Daniel presented a sketch for a proposed sewer main on the southeastern quadrant of the I-75 /GA Hwy. 16 interchange. The sewer main would provide services owned by May and Carter, but also for several adjacent properties.

Ms. Seleb noted that this extension is part of the Authority’s master plan for the interchange and is similar to projects on the west side of this interchange where the Authority will be using 2019-24 SPLOST to expand the sewer system. Because this would be a system improvement, Ms. Seleb recommended the Authority take responsibility for preparation of preliminary design and a cost estimate. Mr. Ford made a motion to accept the recommendation. This was seconded by Mr. Roberts and approved unanimously. Mr. White abstained due to conflict of interest because he owns property in the interchange area.

Proposal for Septage Study – Ms. Seleb presented a proposal from Rindt-McDuff for a study of the potential for septage-receiving in Butts County. Mr. Roberts made a motion to accept the $14,000 proposal if Rindt-McDuff would also include the viability of treating landfill leachate in the study. This was seconded by Mr. Norris and approved unanimously.

Request for Extension on T.W. Leverette Road – Ms. Seleb presented a request from Michelle Curson to extend the water main on T.W. Leverette Road. As per the Butts County Water Ordinance, Ms. Curson will cover 100% of the cost of materials for extension to residents on existing county roads. Mr. Ford made a motion to approve the extension. This was seconded by Mr. Norris and approved unanimously.

Manager’s Report

REACH Scholarship – The Authority board reviewed a request to make a donation to the Butts County REACH Scholarship program. Mr. Norris made a motion to make a donation of $500.00. This was seconded by Mr. Roberts and approved unanimously. A copy of the letter of request is attached and made a part of these minutes.

Airstrip Road – Mr. Whitaker has agreed to pay 100% of the cost to extend the main on Airstrip Road for a subdivision he is building. The work will be scheduled when a letter of credit is received to cover the cost of the work.

Construction – Ms. Seleb reported the Authority’s crew has completed work on the Hwy. 36 E Yellow Water Creek bridge replacement. Projects set to begin the next few weeks include the tie-in at Barnes Road and Hwy. 16 West, the T.W. Leverette Road main extension, and the Airstrip Road main extension

Burford Plant Modification Proposals – Ms. Seleb reported proposals for preliminary design for water plant modifications are due February 28, 2019.

Sampling Violation – Ms. Seleb reported the Authority expects to receive a violation notice for disinfection by-product water samples that were not taken in June 2018. The samples weren’t taken because sample bottles were not received by the Authority from the Georgia Environmental Protection Division (EPD) lab. Although EPD staff had informed Water Production Superintendent Herbert Head that the violation would be removed from the Authority’s online record, it has not. Chairman White directed Ms. Seleb to have attorney Will White contact EPD.

Operations Statistics – Ms. Seleb reviewed water production, water loss and customer statistics for January. The average daily finished water pumped to the Authority, Jackson and Jenkinsburg from Burford and Stewart plants was 2.0 million gallons per day, with a maximum of 2.8 million gallons per day. The rolling twelve-month average loss was 12.1% with the current monthly average loss at 11.4%. The total amount of finished water pumped in January by each plant was: Burford – 60 million gallons and Stewart – 6 million gallons.

Water billing for January was $247,278, up 24% from the previous month and up 1% the same month for the previous year. Sewer billing for January was $60,322, up 54% from the previous month and up 9% from the previous year.

Total water accounts numbered 5,635 at the end of January with 5,158 active water customers. Three subdivision water meters were purchased on the existing system.

There were 186 total sewer accounts at the end of January with all of those being active customers.

Financial Report – Ms. Seleb reviewed the financial summary for Water & Sewer Operations, Capital Recovery Fees, and Special Purpose Local Option Sales Tax (SPLOST) for January 2019. Water operations income for January was $273,382 with $197,639 in expenses. Water capital recovery fee revenue for Fiscal Year 2019 thus far was $14,954.

Sewer Operations income for January was $66,632 with expenses of $20,682. Sewer Capital Recovery Fee revenue for Fiscal Year 2019 thus far was $8826 with $0 in expenses. To date, $2,756,422 has been collected in 2013-18 SPLOST revenue, with $2,526,395 expended.

Total cash on hand at the end of January was $9,964,854. This is $720,674 under the June 30, 2018 balance. Copies of the January 2018 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. Ford to adjourn the meeting at 6:50 p.m. This was seconded by Mr. Roberts and approved unanimously.