Call to Order – Chairman White called the meeting to order at 5:30 p.m. Board members present were J. B. White, Harvey Norris, Eddie Roberts, Jr., & Eddie Ford; also present was Marcie Seleb, general manager, and Joyce Hosey, clerk to the Board.
Approval of Minutes from January 12, 2016 Meeting – Mr. Roberts made a motion to dispense with the reading of the minutes from the January 12, 2016 meeting and to approve the same. This was seconded by Mr. Norris and approved unanimously.
Fiscal Year (FY) 2015 Audit Presentation – Rae Johnston gave an overview of the Financial Statements for FY 2015. She noted that the audit went well with no findings. Ms. Johnston noted that the Authority had a $1,191,103 increase in net position including capital contributions during the year. Ms. Seleb gave an overview of the management’s discussion and analysis included in the audit. She noted that the Authority net operating was 40.2% higher than the previous year with expenses only 2.4% higher than FY 2014. Ms. Johnston excused herself from the meeting at 6:15 p.m. Copies of the audit and illustrations used during the meeting are attached and made a part of these minutes.
Association County Commissioners of Georgia (ACCG) Group Health Benefit Program Documents – Ms. Seleb explained that ACCG had neglected to have the Authority enter into its standard service agreements when the Authority entered its group health benefit program in 2015. A motion was made by Mr. Norris to retroactively approve the Group Adoption Agreement and the Business Associate Agreement retroactively to February 1, 2015, and to authorize Ms. Seleb to execute these documents. This was seconded by Mr. Ford and approved unanimously. Copies of the agreements are attached and made a part of these minutes.
Manager’s Report
Construction
- Project Buffalo – Ms. Seleb reported that the Butts County Industrial Development Authority (IDA) had been working over the last seven months to secure a large new industrial project. As part of the negotiations, the IDA is asking the Authority to approve a commitment to provide water and sewer connections to the site at no cost to the development. It is anticipated that a $500,000 Employment Incentive Grant can be obtained to cover all costs. Board members reviewed a draft letter to Development Authority of Butts County, the Butts County Industrial Development Authority, and the Joint Development Authority of Butts County and Spalding County that outlines the Authority’s agreement. A motion was made by Mr. Roberts to approve the letter and to authorize Mr. White to execute the letter on behalf of the Authority. This was seconded by Mr. Norris and approved unanimously. Mr. White abstained from the vote because he owns property in the area under consideration. A copy of the letter is attached and made a part of these minutes.
- West Butts Tank – Ms. Seleb noted that electric power was expected to be connected today. The project is almost complete, just a minor site work punch list.
- Brownlee Road Water Main – Ms. Seleb stated that the Authority has obtained approval for the needed easement from Martin Marietta. The crew has installed 3,500 linear feet of pipe on this project over the last month.
- East Ball Road Water Main – Ms. Seleb reported that requests for easements have been sent to property owners on East Ball Road, but no positive responses have been received.
- Bucksnort Land Application System (LAS) Pond Liners – Ms. Seleb told board members that the pond liner project has been delayed due to a tear in the liner at the pond bottom and an adjacent washout of the soil bank foundation. Staff is working to pump down water and removed sludge so the tear can be repaired, and also obtaining quotes for repair of the washed-out bank.
- Hwy. 36 Aeration System – Ms. Seleb stated that the Authority is waiting to get written approval for the aeration/mixing system from the Georgia Environmental Protection Division before giving the Medora Corporation the final go-ahead to begin on this project.
Operations
Water & Sewer Statistics – Water and sewer pumping and billing numbers for the month of January 2016 were reviewed. The average daily finished water pumped in January to the Authority, Jackson and Jenkinsburg from Burford and Stewart plants was 2.2 million gallons per day, with a maximum of 2.7 million gallons per day. The rolling twelve-month average loss was 12.0% with the current month average loss of 9.3%. The total amount of finished water pumped in January by each plant was: Burford – 64 million gallons and Stewart – 6 million gallons.
Water billing for January 2016 was $245,278, up 21% from the previous month, and up 2% from January 2015. Sewer billing for January 2016 was $52,695 up 26% from the previous month, and down 10% from January 2016.
Total water accounts numbered 5,436, with 4,916 active water customers. Two water taps were purchased on the existing system, one new main construction tap, and one new subdivision meter were sold during the month of January.
The average influent at the Bucksnort Ranch LAS was 308,000 gallons per day with an average effluent of 225,000 gallons per day. The maximum 7-day effluent was 329,000 gallons per day. Total sewer accounts numbered 151, with 148 active sewer customers. One new sewer service was sold during the month of January.
Discolored Water – Ms. Seleb reported that on February 1st, a water hammer was created when City of Jackson workers, repairing a broken water main at the Stewart water treatment plant, opened line valves to put the plant back on line. This caused discolored water, primarily affecting the Ready Pac salad plant. The first line repair failed two days later and was corrected by the Authority’s distribution crew. The line was put back in service on February 4th without incident.
Community Retreat – Ms. Seleb reminded board members of the community retreat being sponsored by the Chamber of Commerce and Partners for Smart Growth. The retreat is now scheduled for a single day, February 18th, and will be held at the FFA-FCCLA Facility in Newton County.
Financial Report – Ms. Seleb went over the financial summary for Water & Sewer Operations, and Special Purpose Local Option Sales Tax (SPLOST) for January 2016. Water operations income for January was $1,229,645 with expenses of $175,870. January water operations income was abnormally high due to receipt of the FEMA generator grant. Water capital recovery fee revenue for the fiscal year thus far was $9,327, with interest expenses of $2,417, and debt service costs of $44,231 for the Sandy Creek loan.
Sewer Operations income for January was $54,834 with expenses totaling $42,251. Sewer Capital Recovery Fee revenue for the fiscal year thus far is $3,657 with no expenses.
To date, $1,302,077 has been collected in 2013-19 SPLOST with $428,046 expended.
Total cash on hand at the end of January 2016 was $8,221,328. This is $87,106 over the June 30, 2015 balance. Copies of the January 2016 financial summaries, combined fund balance sheets, and combined fund income statements are attached and made a part of these minutes.
Review Bills Paid – Board members were given copies of check registers for January 2016 to review. Copies of these registers are attached and made a part of these minutes.
Adjourn – A motion was made by Mr. Roberts to adjourn the meeting at 6:45 p.m. This was seconded by Mr. Norris and approved unanimously.