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January 21, 2020 Regular Board Meeting

Posted on: March 20th, 2020

Call to Order – Chairman White called the meeting to order at 5:25 p.m. Board members present were J. B. White, Eddie Ford, Harvey Norris & Burt Jones. Also present was Rae Johnston representing Haisten & Johnston. Staff members present were Marcie Seleb, general manager, and Alyssa Hopson, clerk to the board.

Approval of Minutes from December 17, 2019 Meeting and Revised November 19, 2019 Meeting Minutes – Mr. Ford made a motion to dispense with the reading of, and to approve, the minutes from the December 17, 2019 meeting and the revised November 19, 2019 meeting minutes. This was seconded by Mr. Norris and approved unanimously.

Eddie Roberts joined the meeting.

Presentation of Fiscal Year 2019 Audit – Rae Johnston gave an overview of the Financial Statements for Fiscal Year (FY) 2019. She reported that the audit went well with no findings. Ms. Johnston noted that the Authority had a $31 million total net position, which was an increase of $860,000 over the previous year.

Ms. Seleb presented the Management’s Discussion and Analysis, making note that sewer sold dropped 19% during the year, primarily due to the reduction in usage by Ready Pac. She also noted that combined water and sewer system cash on hand is greater than total debt by a factor of 2.54 to 1.

Ms. Johnston excused herself from the meeting at 5:40 p.m. Copies of the audit and illustrations included in Ms. Seleb’s presentation are included and made a part of these minutes.

Update on Reve Solutions Septage Option – Mr. White, Mr. Roberts, Ms. Seleb and Ms. Hopson met with Carlos Talbott on January 15, 2020 to discuss the possibility of Reve Solutions building and managing a septage facility at the Bucksnort Land Application System. Since then, Mr. Talbott provided Ms. Seleb with a draft contract between Reve Solutions and the City of Blue Ridge to use as a template for an agreement with the Authority.

This agreement, as revised by Authority attorney, William A. White, was presented and discussed. Several other revisions in the agreement were considered based upon local conditions. The Board directed Ms. Seleb to revise the draft agreement and meet again with Carlos Talbott to iron out final details. This item will be considered again at the February Board meeting. A copy of the draft agreement is attached and made part of these minutes.

Request from Butts County for Assistance on Courthouse Water Main – Ms. Seleb presented a request from Michael Brewer, asking the Authority to install a fire line meter, tap, and extension to the Butts County Courthouse, which is currently under renovation. This would be on the City of Jackson’s water distribution system. Board members agreed that the Authority cannot tap onto another water system’s water main and that Butts County should work directly with the City of Jackson.

Butts County Request to Tie Colwell Road Firehouse to Sewer – Ms. Seleb informed the Board of septic issues at Colwell Road Firehouse. Butts County can access the Authority sewer system by tying into the Authority’s lift station located directly behind the firehouse. A motion was made by Mr. Jones to waive the sewer capital recovery fee and to adopt a sewer connection fee policy for local government agencies wherein they pay only any actual costs of connection to the system to become a customer. This was seconded by Mr. Roberts and approved by affirmative votes of Mr. Jones, Mr. Ford, Mr. Roberts and Mr. White. Mr. Norris abstained due to a conflict of interest because he is the City of Jackson Fire Chief. MetLife CY 2020 Pricing – Ms. Seleb presented the Board a renewal rate analysis from Metlife for Dental, Life and Disability insurance. The dental rate will increase by 6%. The current rates for life and disability will remain the same. A motion was made by Mr. Jones to accept the renewal rates for calendar year 2020. This was seconded by Mr. Ford and approved unanimously.

City of Griffin Wholesale Rate for 2020 – Ms. Seleb reported the City of Griffin’s 2020 wholesale rate which raises pricing from $5.43 per 1000 gallons to $5.48 per 1000 gallons. This rate applies to customers on Chappell Mill Road, Fenner Road and the Brushy Creek Subdivision. A copy of the letter is attached and made part of these minutes.

Request for Plumbing Bill Reimbursement by Jake Smith – Ms. Seleb reported that one of the Authority’s field service staff incorrectly identified a leak in Mr. Smith’s meter box as being on the customer side, and therefore, the customer’s responsibility. When Mr. Smith hired a contractor to make the repair, it was discovered that the leak was actually coming from the Authority’s water meter. Mr. Smith has requested reimbursement of the $400 he was billed by Dobbs Plumbing for this work. A motion was made by Mr. Ford to reimburse Mr. Smith for his costs. This was seconded by Mr. Roberts and approved unanimously.

Manager’s Report

Construction – Ms. Seleb reported that Pyles Plumbing made very little progress on the GA Hwy. 16 W sewer extension over the last month. The blasting has been completed; no start date has been set on the extension to the Holiday Inn Express motel.

Ms. Seleb reported the Notice to Proceed was issued on the Bucksnort Road sewer extension. Construction is slated to start February 24, 2020 and be completed by August 23, 2020.

Ms. Seleb reported the Authority’s crew will not start the eight-inch water main replacement over Yellow Water Creek until the bridge is complete mid-February.

The small water main loop on Elizabeth Circle via Pine Street is underway.

The crew has visited 2000 system meters, making sure boxes and piping are clear and uncovered.

Ms. Seleb reported Tony Moore and Keith Williams have made considerable progress on the back office remodeling.

Ms. Seleb reported her retirement date is March 12, 2020.

Operations Statistics – Ms. Seleb went over water production, water loss and customer statistics for December. The average daily finished water pumped to the Authority, Jackson and Jenkinsburg from both the Burford and Stewart plants was 1.9 million gallons per day, with a maximum of 2.3 million gallons per day. The rolling twelve-month average loss was 5.1%, with the current monthly average loss at 8.5%. The total amount of finished water pumped in December by each plant was: Burford – 54 million gallons and Stewart – 5 million gallons.

Water billing for December was $238,129, up 7% from the previous month and up 19% the same month for the previous year. Sewer billing for December was $51,329, up 5% from the previous month and up 30% from the previous year.

Total water accounts numbered 5,725 at the end of December with 5,250 of those being active customers. Four regular taps were purchased in December.

There were 192 total sewer accounts at the end of December, with 187 of those being active customers. No sewer connections were purchased on the existing system.

Financial Report – Ms. Seleb reviewed the financial summary for Water & Sewer Operations and Capital Recovery Fees for December 2019 and Special Purpose Local Option Sales Tax (SPLOST) through January 20, 2020.

Water Operations income for December was $290,067 with $182,395 in expenses. Water capital recovery fee revenue for Fiscal Year 2020 thus far was $26,778 with $14,000 in expenses.

Sewer Operations income for December was $62,488 with expenses of $23,052. Sewer Capital Recovery Fee revenue for Fiscal Year 2020 thus far was $14,666 with $108,275 in expenses.

To date, $2,762,724 has been collected in 2013-18 SPLOST revenue, with $2,767,309 expended. The 2019-24 SPLOST will be used to cover the $4,585 expenses over income in the 2013-2018 SPLOST. For the 2019-24 SPLOST thus far, $412,852 has been collected, with $374,722 expended.

Total cash on hand at the end of December was $10,934,772. This is $367,543 over the June 30, 2019 balance. Copies of the December 2019 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 6:55 p.m. This was seconded by Mr. Ford and approved unanimously.