Establish Service

September 17, 2019 Meeting Summary

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 & Burt Jones. Also present was Brian Rindt, representing the Rindt McDuff Engineering Firm; staff members present were Marcie Seleb, general manager, and Alyssa Hopson, clerk to the board.

Approval of Minutes from August 27, 2019 Meeting – Mr. Roberts stated that barring any corrections or additions, he proposed that the Authority dispense with the reading of, and approve, the minutes from the August 27, 2019 meeting. Mr. Ford pointed out a discrepancy in the balance totals for 2013-2018 SPLOST. This was corrected by Ms. Hopson and the minutes reprinted. Mr. Roberts made motion that the corrected minutes be adopted. This was seconded by Mr. Ford and approved unanimously.

Septage Receiving Study Presentation- Mr. Rindt presented a septage receiving study report. Overall, the study determined that the Authority has the feasibility to accept septage, but not leachate at the Bucksnort Land Application System. Mr. Rindt suggested using Reve Solutions, Inc. as a contractor to build and manage the septage receiving facility. Mr. Rindt excused himself from the meeting at 6:40 p.m.

Change Order No. 1 for Hwy. 16 West Sewer – Ms. Seleb presented a change order to extend sewer to the Holiday Inn Express Site under the existing Pyles Plumbing contract. The contract increased by $92,371 and adds thirty-days to the overall project time line. Mr. Roberts made a motion to accept the change order. This was seconded by Mr. Ford and approved unanimously.

Proposal for FY 2019 Audit- A motion was made by Mr. Ford to retain Haisten and Johnston to do the Fiscal Year 2019 audit at a total price of $6,700. This was seconded by Mr. Roberts and approved unanimously.

Cell Phone Use Policy Follow Up – Mr. Roberts met with Andre Thomas, Paul Martin and Karsten Gotel to discuss a cell phone use policy that was presented at last month’s meeting. Mr. Roberts made a motion that a separate policy is not needed beyond the existing disciplinary code in the Authority’s personnel policy, but requested that prohibited excessive cell phone use notices be posted. This was seconded by Mr. Ford and approved unanimously.

Manager’s Report

Construction – Ms. Seleb reported the Pyles Plumbing has only cleared the right-of-way on Hwy. 16 project and has a new required completion date of November 15, 2019 since Change Order #1 was approved earlier in the meeting.

Bids will open open on the Bucksnort Road sewer extension on October 10, 2019. The Authority crew is about ninety-percent complete on the Hwy. 16 West water main extension. Ms. Seleb is taking quotes for the bore across Hwy. 16.

Robert Wesley, Red Berry Road- Ms. Seleb reported Mr. Wesley contacted her about still wanting water extended on Red Berry Road. The Bucksnort Road/Red Berry/Patillo/Roy Bell/Peppy Lane project was placed on hold due to large number of needed easements. Chairman White recommended that the Authority’s staff make initial inquiries among major property owners about easements.

Disconnection Fee Policy- A motion was made by Mr. Ford to formalize the long-standing policy requiring that the disconnection fee be applied to all accounts scheduled for disconnection as soon as work orders for disconnection are given to field staff. This will be written into the bill payment policy included in general Board Policies. This was seconded by Mr. Roberts and approved unanimously.

Bank Statement Reconciliation Assistance – Ms. Seleb requested that she be allowed to hire an accountant to assist with reconciliation of the Authority’s main cash account because of time constraints placed upon her due to other key staff being absent due to illness. Board members directed her to do so.

Financial Report – The monthly financial report for Water & Sewer Operations, Water and Sewer Capital Recovery Fees, and Special Purpose Local Option Sales Tax was presented.

Executive Session – Motion by Mr. Roberts to adjourn into Executive Session to discuss personnel matters, seconded by Mr. Ford and approved unanimously.

Personnel Changes – Motion by Mr. Ford to return to the regular meeting, seconded by Mr. Roberts and approved unanimously.

Mr. Roberts made a motion to promote Sandra Daniel to the position of Interim Office Manager while Vickye Smith, Administrative Services Manager is out of the office undergoing medical treatment. This was seconded by Mr. Ford and passed unanimously.

It was also agreed that Ms. Seleb would re-write the section of the Authority personnel policy dealing with donation of sick leave and present it to the Board for consideration at the regular October meeting.

Adjourn – A motion was made by Mr. Ford to adjourn the meeting at 7:45 p.m. This was seconded by Mr. Roberts and approved unanimously.

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