Call to Order – Chairman White called the meeting to order at 5:30 p.m. Board members present were J.B. White, Burt Jones & Eddie Roberts. Staff members present were Alyssa D. Hopson, Deputy General Manager & Amanda Maddox, clerk to the board.
Approval of Minutes from June 16, 2020 Meeting – Mr. Roberts made a motion to dispense with the reading of, and to approve, the minutes from the June 16, 2020 meeting. This was seconded by Mr. Jones and approved unanimously.
Award Tank Maintenance Proposal- Ms. Hopson presented two proposals from American Tank Maintenance and Tank Pro Inc. The proposals include a ten year maintenance schedule for visual inspections, biennial wash-outs, inspections and disinfections. Based on review, Ingram & Associates Consulting Engineers recommends the award of the project to American Tank Maintenance for $847,000. A copy of the proposal is attached and made part of these minutes.
All aspects of the request were covered and their cost was substantially less than Tank Pro Inc. A motion was made by Mr. Jones to accept American Tank Maintenance proposal. This was seconded by Mr. Roberts and approved unanimously. A copy of the proposal is attached and made part of these minutes.
Athens Micro IT Proposal- Ms. Hopson presented an IT (Information Technology) proposal from Athens Micro. Athens Micro reviewed the Authority’s current hardware and IT infrastructure in May of 2020. Given their findings, Athens Micro will resolve those issues in order of severity from high to low. Mr. Roberts made a motion to accept Athens Micro proposal of $39,000. This was seconded by Mr. Jones and approved unanimously. A copy of the summary findings and proposal is attached and made part of these minutes.
Edmunds Logics Billing Software- Ms. Hopson reported that the previously motioned upgrade for Edmunds Logics billing software did not include modules for payroll and a backflow prevention program. The payroll module will give personnel the ability to export data from syndicated time clocks and eliminate outsourcing payroll through the current Paychex provider.
A backflow prevention program is necessary to protect the Authority’s water system from cross connections. Mr. Jones made a motion to accept Edmunds Logics add on modules totaling $14,373. This was seconded by Mr. Roberts and approved unanimously. A copy of the add-ons are attached and made part of these minutes.
Proposal for FY 2020 Audit- Ms. Hopson presented the proposal for the Fiscal Year 2020 Audit for $7000.00 with Haisten and Johnston, our current auditor. Ms. Hopson recommended retaining Haisten and Johnston for the 2020 audit. Mr. Jones made a motion to accept Haisten and Johnston. This was seconded by Mr. Roberts and approved unanimously.
Discuss FY 2021 Budget- Ms. Hopson presented the budget for Fiscal Year 2021. The budget anticipates a total of $2,901,000 in income, $1,035,000 in capital expenditures, and $2,442,300 in operating expenditures. Mr. Roberts made a motion to adopt the 2021 budget. This was seconded by Mr. Jones and approved unanimously. A copy of the complete budget is attached and made part of these minutes.
Manager’s Report
Construction -Ms. Hopson reported that the Hwy. 16 W Sewer extension was completed on July 24, 2020.
Ms. Hopson reported that the Bucksnort Road Sewer is 95% complete.
Ms. Hopson reported that the crew is set to start the Yellow Creek project in the upcoming weeks.
Ms. Hopson reported that Reve Solutions Septage Receiving construction is underway.
Operations Statistics -Ms. Hopson went over the water production, water loss and customer statistics thru June 30, 2020. The average daily finished water pumped to the Authority, Jackson and Jenkinsburg from Burford and Stewart plant was 2.25 million gallons per day, with a maximum of 2.74 million gallons per day. The rolling twelve-month average loss was -8.4% with the current monthly average loss at 4.4%. The total amount of finished water pumped in June by each plant was: Burford – 65 million gallons and Stewart – 3 million gallons.
Water billing for June was $261,128, up 4% from the previous month and down 9% the same month for the previous year. Sewer billing for June was $48,979 up .05% from the previous month and down 10% the same month for the previous year.
Total water accounts numbered 5,741 at the end June with 5,321 of those being active customers. There were 4 new connections.
There were 192 total sewer accounts at the end of June, with 189 of those being active customers.
Financial Report -Ms. Hopson reviewed the financial summary for Water & Sewer Operations, Capital Recovery Fees thru June 2020 and Special Purpose Local Option Sales Tax (SPLOST) through July 27, 2020.
Water Operations income for June was $276,733 with $166,156 in expenses. Water capital recovery fee revenue for Fiscal Year 2020 thus far was $52,757 with $14,000 in expenses.
Sewer Operations income for June was $49,317 with expenses of $38,520. Sewer Capital Recovery Fee revenue for Fiscal Year 2020 thus far was $26,703 with $108,275 in expenses.
For the 2019-24 SPLOST, $654,818 has been collected, with $632,083 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 June was $11,525,518. This is $958,289 over the May 2020 balance. Copies of the June 2020 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. White to adjourn the meeting at 6:21 p.m. This was seconded by Mr. Jones and approved unanimously.