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. Staff members present were Marcie Seleb, general manager, and Alyssa Hopson, clerk to the board.
Approval of Minutes from October 15, 2019 Meeting – Mr. Roberts made a motion to dispense with the reading of, and to approve, the minutes from the October 15, 2019 meeting. This was seconded by Mr. Ford and approved unanimously.
Consider Change Order #2 – Liberty II Sewer Extension – Ms. Seleb presented change order number two from Pyles Plumbing for additional dirt to provide a stable foundation for the retaining wall on the Hwy. 16 sewer project. The change order is priced at a total of $5,200.00. Mr. Ford made a motion to accept the change order. This was seconded by Mr. Norris and approved unanimously. Mr. White abstained due to a conflict of interest because he owns property in the area. A copy of the change order is attached and made a part of these minutes.
Consider Indemnity Agreement with Jones Petroleum in lieu of Letter of Credit for Water & Sewer Improvements on Glade and Midway Road – Ms. Seleb presented an indemnity agreement in lieu of a letter of credit to warrant water and sewer lines installed for the Jones Petroleum project on GA Hwy. 16 W and Glade Road. Mr. Roberts made a motion to accept the indemnity agreement. This was seconded by Mr. Norris and approved unanimously. A copy of the indemnity agreement is attached and made a part of these minutes.
Consider Paychex Flex Outsourced Payroll Processing – Ms. Seleb presented a quote from Paychex Flex for outsourced payroll processing at a cost of $93.30 per pay period. The Authority’s current human resources software, Sage Abra, will no longer be supported by Sage effective January 1, 2020, and an alternative payroll system must be procured.
This company was recommended by Rae Johnston, the Authority’s auditor. Mr. Roberts made a motion to accept Paychex’s quote. This was seconded by Mr. Norris and approved unanimously. A copy of an e-mail outlining the pricing and services to be provided is attached and made a part of these minutes.
Consider Allowing Water Plant Operations Intern – Ms. Seleb reported Galwyn Hill has requested an unpaid internship at the Stewart Water Treatment Plant. Mr. Hill must have 90 days of experience before obtaining his Class III operating license. Mr. Norris made a motion to allow Mr. Hill to intern. This was seconded by Mr. Roberts and approved unanimously.
City of Jackson Request for Can-a-thon Donation – A motion was made by Mr. Ford to make a $500 donation to the City of Jackson’s Can-A-Thon. This was seconded by Mr. Roberts and approved unanimously. Mr. Norris abstained due to a conflict of interest because he is a City of Jackson employee.
Level 1 Drought – Ms. Seleb reported EPD enacted a Level 1 Drought Response on October 21, 2019. This drought declaration requires a public information campaign by water providers. Notice of the declaration wasprinted on November bills and has been promoted on the Authority’s web site.
Construction – Ms. Seleb reported that Pyles Plumbing made little progress on the GA Hwy. 16 W sewer extension over the last month.
Ms. Seleb reported the Authority is awaiting the contract bonds in order to issue the Notice to Proceed on the Bucksnort Road sewer project.
Ms. Seleb reported the Authority’s crew will soon start Yellow Water Creek eight-inch water main replacement near the GA Hwy. 36 bridge.
The crew is keeping busy visiting every meter box on the system, making sure boxes and piping are clear and uncovered.
Ms. Seleb reported Tony Moore and Keith Williams will start on the Authority’s back office remodel after Thanksgiving.
Ms. Seleb presented the first water plant modification design development draft for the Burford Plant for Board review. A copy of the document is attached made a part of these minutes.
Ms. Seleb reported that Chief Operator & Maintenance Technician Darnell Walker and Water Production Superintendent Herbert Head installed a new soft start controller on High Service Pump #3 at the Burford plant. She commended them on their work which will enable the Authority to operate this pump with greatly reduced pressure issues.
Operations Statistics – Ms. Seleb went over water production, water loss and customer statistics for October. The average daily finished water pumped to the Authority, Jackson and Jenkinsburg from Burford and Stewart plant was 2.1 million gallons per day, with a maximum of 2.7 million gallons per day. The rolling twelve-month average loss was 5.4% with the current monthly average loss at -.5%. The total amount of finished water pumped in October by each plant was: Burford – 58 million gallons and Stewart – 6 million gallons.
Water billing for October was $262,263, down 10% from the previous month and up 12% the same month for the previous year. Sewer billing for October was $53,019, down 6% from the previous month and up 10% from the previous year.
Total water accounts numbered 5,716 at the end of October with 5,249 of those being active customers. Three subdivision water meters and eight regular taps were purchased in October.
There were 191 total sewer accounts at the end of October, with 186 of those being active customers. One sewer connection was purchased on the existing system.
Financial Report – Ms. Seleb reviewed the financial summary for Water & Sewer Operations, Capital Recovery Fees for October 2019 and Special Purpose Local Option Sales Tax (SPLOST) through November 19, 2019.
Water Operations income for October was $281,225 with $139,395 in expenses. Water capital recovery fee revenue for Fiscal Year 2020 thus far was $18,085 with $10,500 in expenses.
Sewer Operations income for October was $58,912 with expenses of $32,674. Sewer Capital Recovery Fee revenue for Fiscal Year 2020 thus far was $14,624 with $0 in expenses.
To date, $2,762,691 has been collected in 2013-18 SPLOST revenue, with $2,623,547 expended. For the 2019-24 SPLOST, $291,667 has been collected, with $365,047 expended. Overages in the 2019-24 SPLOST are being covered by temporary transfers from the Water Operations fund.
Total cash on hand at the end of October was $10,962,666. This is $395,437 over the June 30, 2019 balance. Copies of the October 2019 financial summaries, the consolidated fund balance sheet and the consolidated fund income statement are attached and made a part of these minutes.
A motion was made by Mr. Ford to set aside restricted funds. $3,000,000 for water and $1,500,000 for sewer. The restricted funds are for future plant improvements and debt service from both Water and Sewer Operations. This was seconded by Mr. Norris and approved unanimously.
Executive Session Begin – Motion by Mr. Ford to adjourn into Executive Session to discuss personnel matters, seconded by Mr. Roberts and approved unanimously.
Executive Session End – Motion by Mr. Norris to return to the regular meeting, seconded by Mr. Ford and approved unanimously. No action was taken.
Adjourn – A motion was made by Mr. Ford to adjourn the meeting at 6:46 p.m. This was seconded by Mr. Roberts and approved unanimously.