Board Meeting Date: April 25, 2016 ~ 4:00 PM
PERSONS PRESENT: Mike Byrd, Gary Winchester, Steven Woodruff, Buzz Ahrens, Chris Wilbanks, Robert Morrison, Doug Dabbs, Tom Heard, David Kubala, Bill Graham, Rick Dobbs, Tom Roach, Wesley Banks, Joey Buice, Beth Jones, Dan Carson, Clint Blackwell, Dwayne Fowler, Dwight Turner, Corey Ghorley, Randy Mitchell, Mark Cochran, Lori Forrester, Jennifer Arp, Ryan Sarks, Bob Bartlett, Thomas Weaver, Alessandro Salvo, and Susan Parent.
Mike Byrd, Chair, called the meeting to order.
1. AN INVOCATION WAS GIVEN BY ROBERT MORRISON, FOLLOWED BY THE PLEDGE OF ALLEGIANCE TO THE FLAG OF THE UNITED STATES OF AMERICA.
2. MOTION BY DOUG DABBS AND SECOND BY GARY WINCHESTER TO AMEND THE 4/25/16 AGENDA TO INCLUDE THE REQUEST BY EDWARD ANDREWS HOMES TO PURCHASE AN ADDITIONAL ERU FROM CCWSA FOR THEIR PROJECT ON ETRIS ROAD IN THE LITTLE RIVER BASIN. All members voted for the motion.
3. JENNIFER ARP REPORTED THAT THE AUTHORITY HAS RECEIVED THE CHEROKEE COUNTY SCHOOL DISTRICT’S 2015-2016 PARTNER OF THE YEAR AWARD (FREEDOM MIDDLE SCHOOL).
4. LORI FORRESTER REPORTED THAT THE RIVERS ALIVE ORGANIZATION HAS SELECTED THE LITTLE RIVER CLEAN-UP AS THE 2015 GOVERNMENT PARTNER AWARD WINNER.
5. DWIGHT TURNER PRESENTED A REQUEST FROM AUTHORITY CUSTOMER ROBERT BOSWORTH FOR CONSIDERATION OF RECENT BILLING. In the correspondence received from Mr. Bosworth, Mr. Bosworth noted that he is an ordained minister, and has been in Woodstock on a mission ministry for the past four years offering free or low cost lodging to young men in a project titled The Sonshine House.
In this correspondence, Mr. Bosworth noted that The Sonshine House was closed in February 2015 at a financial loss. Mr. Bosworth noted that he mentions these facts so that the Board can understand the impact that loss has on his current existence financially and to generate understanding and compassion for his present circumstance, which is a large water bill for which Mr. Bosworth states he is unprepared to adequately deal with.
In this correspondence, Mr. Bosworth noted that he recently accidentally left his kitchen faucet on, which resulted in the flooding of his kitchen and bathroom floor with water. Mr. Bosworth noted that there was no apparent damage since he immediately used a water vacuum to get the water up. Mr. Bosworth noted that because the dual sink had no overflow protection or provision, the water had nowhere else to go but on the floor, thereby flooding the whole area to the carpet. Mr. Bosworth noted that no water reached the sewer as the excess water was dumped on the ground in the backyard.
Dwight Turner noted that Mr. Bosworth has now accidentally left his faucet on twice, which has resulted in two months of higher-than-normal consumption. Mr. Bosworth does not qualify for a leak adjustment, and has been set up on payment arrangements. Mr. Bosworth requests consideration of his bill.
MOTION BY DOUG DABBS AND SECOND BY GARY WINCHESTER TO ABIDE BY EXISTING POLICY. THEREFORE, MR. BOSWORTH’S PAYMENT ARRANGEMENTS WILL STAND. All members voted for the motion.
6. SUSAN PARENT ADDRESSED THE BOARD TO PRESENT A REQUEST REGARDING A WATER METER. Ms. Parent noted that she has owned property at 407 Upper Bethany Trail since 1992. Ms. Parent noted that she is now in the process of having a house built on the property, and has discovered that the County has built a road on the property, and noted that she feels the Authority has placed a water line and an unauthorized water meter on her land. Ms. Parent noted that she has spoken with various agencies of the Cherokee County Government, and has discussed the road encroachment on her land.
Ms. Parent noted that she feels the water meter should be moved. Ms. Parent has contacted the Authority regarding having the meter moved, and was informed that the cost to move the meter is $250.00. Ms. Parent feels she should not be required to pay this fee since she did not give the Authority permission to place the meter on her land.
Tom Roach noted that there is an easement across this property, and noted that the meter in question is within the easement. This meter that is being used by one of Ms. Parent’s neighbors was installed properly.
Tom Heard noted that if the customer who paid for the meter to be installed would notify the Authority that they desire to abandon the meter, then the Authority could remove the meter at no charge. Otherwise, if the meter is moved, costs for moving the meter in the amount of $250.00 would have to be paid. Mr. Heard noted that Ms. Parent also has the option of establishing her own service and paying water connection fees. Mr. Heard noted that if the current customer discontinues payment for service, the meter would eventually be pulled.
7. TOM ROACH NOTED THAT THE AUTHORITY IS IN RECEIPT OF A REQUEST FROM ALESSANDRO SALVO OF GS CONSTRUCTION FOR WITHDRAWAL OF THEIR BID FOR THE KELLOGG CREEK ROAD AT WOODSTOCK ROAD UTILITY RELOCATION PROJECT.
Mr. Salvo addressed the Board and noted that the bid was submitted in good faith; however, GS Construction made a clerical error when transposing the numbers from its internal estimating sheet to the bid form provided and contained within the bid. Mr. Salvo further noted that the transposing error occurred on Line Item 58 – Solid Rock Excavation. The correct unit price was $350.00; however, when the number was transposed to the actual bid form, it was typed as $65.00 per cubic yard unit price. This also caused the Total Amount Line 58 and the total bid amount to be understated.
Mr. Salvo also referenced correspondence to the Authority on 4/19/16 in which he apologized for causing this confusion. Mr. Salvo further noted that on 3/31/16, he had the bid prepared except for the rock excavation calculations and pricing. Mr. Salvo noted that he had to leave the office for the day, but still had to complete work on the final bid price. In order to work on the bid spreadsheet, he copied a local copy to his laptop computer. Later in the day, he completed his calculations for Rock Excavation and the price he would need to be able to perform this project at a modicum of profit. Mr. Salvo noted that price was $350.00 per CY for rock excavation. This would have made his final bid price $436,696.00.
Mr. Salvo further noted that this is where the communication failure that led to the typographical error occurred. Mr. Salvo stated that he thought he had uploaded the revised copy to his server and called Mr. James Gridley to inform him that pricing was ready to be entered into the bid sheet. The problem was that Mr. Gridley was copying down numbers from an incomplete spreadsheet that had not been updated with the proper rock excavation cost and pricing.
Mr. Salvo further noted that the $65/CY was entered earlier in the bidding process, essentially as a space filler to help him ascertain the final bid price very early on in the bid process. Mr. Gridley, being led to believe that was the final number, copied the data verbatim.
Mr. Salvo accepts responsibility for failing to properly upload the final spreadsheet to the server, although he had called Mr. Gridley and told him that he had uploaded the final sheet to the server. Mr. Salvo also noted that he failed to check the bid package before it went out the door. Mr. Salvo noted that one glance at the final bid price would have alerted him to the error. Mr. Salvo noted that he contacted Bob Bartlett of Atkins within two hour of the bid opening to let him know there was an error.
GS Construction respectfully requests to withdraw its bid.
Tom Roach noted the GS Construction was the low bidder on this project; however, the request to withdraw the bid was made after the bid opening.
Mr. Roach noted that he feels GS Construction would have a difficult time meeting all of the State requirements for withdrawal of a bid.
Mr. Roach provided the following possible options for the Board to consider:
1) Award the contract to GS Construction; GS Construction would have to perform the work at their bid price
2) Call the bid bond; GS Construction would have to pay the bid bond amount
3) Allow the bid to be withdrawn; GS Construction would not have to pay the bid bond amount, but would not be allowed to bid on any future projects of the Authority
4) Allow the bid to be withdrawn; GS Construction would only be allowed to bid on future projects of the Authority after a period of disqualification
Bob Bartlett of Atkins noted that GS Construction has recently a recent project with Atkins and noted that the project was completed accurately.
MOTION BY GARY WINCHESTER AND SECOND BY STEVEN WOODRUFF TO APPROVE THE REQUEST FOR WITHDRAWAL OF THE BID OF GS CONSTRUCTION FOR THE KELLOGG CREEK ROAD AT WOODSTOCK ROAD UTILITY RELOCATION PROJECT. GS CONSTRUCTION WILL PAY LEGAL FEES OF THE AUTHORITY IN THE AMOUNT OF $700.00 AS A RESULT OF THIS ISSUE. GS CONSTRUCTION WILL BE DISQUALIFIED FROM BIDDING ON FUTURE AUTHORITY PROJECTS FOR A PERIOD OF THREE YEARS. THIS MOTION IS CONTINGENT UPON APPROVAL BY GS CONSTRUCTION. All members voted for the motion.
MOTION BY GARY WINCHESTER AND SECOND BY DOUG DABBS TO AWARD THE BID FOR THE KELLOGG CREEK ROAD AT WOODSTOCK ROAD UTILITY RELOCATION PROJECT TO STEELE & ASSOCIATES, INC. IN THE AMOUNT OF $470,177.00, CONTINGENT UPON GS CONSTRUCTION MEETING THE TERMS OF THEIR BID WITHDRAWAL. All members voted for the motion.
8. DAVID KUBALA AND TOM ROACH PRESENTED PROPOSED POLICIES (ATTACHED) REGARDING UNBILLED METERED WATER AND UNBILLED UNMETERED WATER. Mr. Kubala noted that staff recommends approval of these policies.
MOTION BY STEVEN WOODRUFF AND SECOND BY GARY WINCHESTER TO APPROVE THE POLICIES REGARDING UNBILLED METERED WATER AND UNBILLED UNMETERED WATER AS PRESENTED. All members voted for the motion.
9. TOM ROACH PRESENTED PROPOSED AMENDMENTS TO THE HOLLIS Q. LATHEM RESERVOIR MANAGEMENT PLAN. Mr. Roach noted that, at last month’s meeting, Thomas Weaver had requested an amendment to the reservoir rules concerning the prohibition of firearms. Mr. Roach noted that he appreciates Mr. Weaver bringing this issue to the Authority’s attention, and noted that the signage at the reservoir has been removed.
MOTION BY DOUG DABBS AND SECOND BY CHRIS WILBANKS TO APPROVE THE RESERVOIR MANAGEMENT PLAN AS AMENDED (ATTACHED). All members voted for the motion.
Discussion followed concerning Georgia Code 16-11-104.
10. DWAYNE FOWLER REFERENCED CORRESPONDENCE RECEIVED FROM NATHAN ADRIAN OF SOUTHEASTERN ENGINEERING. In this correspondence, Mr. Adrian noted that he would like to request consideration for sewer service for the property located at Birmingham Highway and Wrights Mill Road, Tax ID 03N24 054/03N24 053, Parcel ID 03-1251-0001/03-1251-0002.
In this correspondence, Mr. Adrian further noted that the plan for sewer service is to include a new lift station to service the property and to run approximately 17,168 LF of 8” force main to connect to the existing sanitary service line located along Owens Store Road. (MAP AND COST ESTIMATE ATTACHED).
DWAYNE FOWLER NOTED THAT THIS IS THE FIRST READING OF THIS ISSUE. THE BOARD WILL TAKE THIS ISSUE UNDER ADVISEMENT AND WILL DISCUSS AT NEXT MONTH’S MEETING.
11. DWAYNE FOWLER REFERENCED CORRESPONDENCE RECEIVED FROM KELLEY RHINO OF EDWARD ANDREWS HOMES. In this correspondence, Mr. Rhino noted that Edward Andrews Homes would like to purchase an additional ERU from the Authority for their project on Etris Road in the Little River Basin. Edward Andrews Homes was originally approved by the Board on 12/17/12 to purchase 24 ERU’s, and they purchased an additional ERU in June 2014; thus bringing the total to 25 ERU’s. Mr. Rhino noted that, pending approval of today’s request for an additional ERU, the total would then be 26 ERU’s.
MOTION BY GARY WINCHESTER AND SECOND BY STEVEN WOODRUFF TO APPROVE AN ADDITIONAL ERU TO EDWARD ANDREWS HOMES FOR FULTON COUNTY SEWER CAPACITY AT THE PREVAILING SEWER TAP RATE. All members voted for the motion.
12. RYAN SARKS PRESENTED THE FY 2016 SURPLUS LISTING. Mr. Sarks noted that the items on this listing would be sold at auction on 5/7/16.
MOTION BY STEVEN WOODRUFF AND SECOND BY CHRIS WILBANKS TO APPROVE THE FY 2016 SURPLUS LISTING AS PRESENTED. All members voted for the motion.
13. MOTION BY DOUG DABBS AND SECOND BY GARY WINCHESTER TO APPROVE THE 3/28/16 BOARD MEETING MINUTES AS PRESENTED. All members voted for the motion.
14. BETH JONES PRESENTED THE FINANCE REPORT. Mrs. Jones reported that total operating revenues are approximately $1,493,608.00 below budget projections for the period ending 2/29/16. Mrs. Jones reported that total operating expenses are approximately $786,635.00 below budget projections for the same period. Mrs. Jones reported year-to-date net income of $1,505,439.00 for the period ending 2/29/16.
15. CLINT BLACKWELL PRESENTED THE WATER TREATMENT OPERATIONS REPORT. Mr. Blackwell reported an average daily treatment of 14.197 MGD for the month of March 2016 at the Etowah River Water Treatment Facility. Mr. Blackwell reported that the Hollis Q. Lathem Reservoir is currently full at 1189 feet. Mr. Blackwell reported a cumulative rainfall total of 70.64” for the past 12 months.
16. JEFF HOOPER PRESENTED THE WASTEWATER TREATMENT OPERATIONS REPORT IN THE ABSENCE OF MIKE VENTERS. Mr. Hooper reported an average daily treatment of 2.5 MGD at the Rose Creek Wastewater Treatment Facility, as well as a total reuse monthly flow of 3.2 MG. Mr. Hooper reported an average daily treatment of 4.0 MGD at the Fitzgerald Creek Wastewater Treatment Facility, and an average daily treatment of 0.057 MGD at the Riverbend Wastewater Treatment Facility.
17. JEFF HOOPER REPORTED THAT A WASTEWATER SPILL HAD OCCURRED ON 4/9/16 AT A MANHOLE OUTFALL LINE AT THE END OF GOLDEN HILLS DRIVE IN WOODSTOCK. Mr. Hooper noted that the cause of the spill was vandals who had dropped a log into the sewer line, which caused the line to backup and spill. The estimated spill volume was 90,440 gallons.
18. JEFF HOOPER NOTED THAT THE AUTHORITY HAD RECEIVED AN ODOR COMPLAINT ON 4/13/16 FROM RESIDENTS OF 1039 DEER HOLLOW DRIVE IN WOODSTOCK. Mr. Hooper noted that staff investigated the issue, and could not detect any odors.
19. BILL GRAHAM PRESENTED THE CONSTRUCTION REPORT. MR. GRAHAM REPORTED THAT WORK HAS BEGUN ON THE AIRPORT WATER LINE RELOCATION PROJECT.
20. TOM HEARD PRESENTED THE GENERAL MANAGER’S REPORT. MR. HEARD NOTED THAT A BOARD TOUR OF THE RESERVOIR WOULD OCCUR SOMETIME IN JUNE. A date for the tour will be determined at next month’s meeting.
21. TOM HEARD NOTED THAT THE MAY 2016 BOARD MEETING WOULD BE HELD ON TUESDAY, MAY 31, 2016 AT 9:00 A.M., DUE TO THE MEMORIAL DAY HOLIDAY.
22. MOTION BY DOUG DABBS AND SECOND BY GARY WINCHESTER TO ADJOURN. All members voted for the motion.
The meeting adjourned at 5:30 P.M.