Board Meeting Date: August 28, 2017 ~ 4:00 PM
PERSONS PRESENT: Mike Byrd, Gary Winchester, Doug Dabbs, Buzz Ahrens, Robert Morrison, Lisa Woodruff, Eric Wilmarth, Tom Heard, David Kubala, Dwayne Fowler, Rick Dobbs, Tom Roach, Wesley Banks, Beth Jones, Corey Ghorley, Clint Blackwell, Joey Buice, Mark Cochran, Mike Venters, Gaye Blackwell, Randy Mitchell, Ryan Sarks, Brian Breeden, Jennifer Arp, Garry Hensley, Jeff Hooper, Joby West, Bob Bartlett, and Sampson Jenkins.
Mike Byrd, Chair, called the meeting to order.
1. AN INVOCATION WAS GIVEN BY ERIC WILMARTH, FOLLOWED BY THE PLEDGE OF ALLEGIANCE TO THE FLAG OF THE UNITED STATES OF AMERICA.
2. COREY GHORLEY REQUESTED APPROVAL OF CONTRACT CHANGE ORDER #2 (FINAL) IN THE AMOUNT OF $238,937.80 (DEDUCTION) FOR THE RIVERBEND RAW WATER PUMP STATION AND TRANSMISSION MAIN PROJECT (CCWSA-2014-004). Mr. Ghorley reported an original contract amount of $3,664,061.00 and a final contract amount of $3,425,123.20. Mr. Ghorley noted the reason for the change order is due to adjustment of final quantities.
MOTION BY ERIC WILMARTH AND SECOND BY GARY WINCHESTER TO APPROVE CONTRACT CHANGE ORDER #2 (FINAL) IN THE AMOUNT OF $238,937.80 (DEDUCTION) FOR THE RIVERBEND RAW WATER PUMP STATION AND TRANSMISSION MAIN PROJECT (CCWSA-2014-004). All members voted for the motion.
3. COREY GHORLEY REQUESTED APPROVAL OF CONTRACT CHANGE ORDER #2 IN THE AMOUNT OF $442,690.31 (INCREASE) FOR THE RIVERBEND ENVIRONMENTAL COMPLEX PROJECT (CCWSA-2016-002). Mr. Ghorley reported an original contract amount of $24,027,658.04 and a revised contract amount of $24,470,348.35. Mr. Ghorley noted the reason for the change order is due to removal of additional quantities of sludge from Pond #1.
MOTION BY ERIC WILMARTH AND SECOND BY GARY WINCHESTER TO APPROVE CONTRACT CHANGE ORDER #2 IN THE AMOUNT OF $442,690.31 FOR THE RIVERBEND ENVIRONMENTAL COMPLEX PROJECT (CCWSA-2016-002). All members voted for the motion.
4. MARK COCHRAN REPORTED CONCERNING BUFFER NEGOTIATIONS AND A POTENTIAL LAND SWAP AT THE RESERVOIR. Mr. Cochran noted that the Hollis Q. Lathem Reservoir is owned in fee simple by the Authority and consists of three hundred and thirty four (334) surface acres and a one hundred fifty foot (150) Vegetated Buffer Area surrounding the water surface. A portion of this required buffer area has not been obtained by the Authority. The needed portion of property is seven point three zero (7.30) acres.
Mr. Cochran further noted that this property is located in Land Lot 246, all of which is in Cherokee County at the northwest corner of the reservoir. This property was previously owned by Inland Rome Timber, then by Four Star Timber, and is now privately owned.
Mr. Cochran noted that Mr. Alexander owns 3.10 acres of this land and is willing to donate that property to the Authority. The 4.20 acres of the required additional land is owned by Mr. Gibbs, and he is willing to do an acre-for-acre exchange with the Authority.
Mr. Cochran noted that CCWSA has 18 acres of deeded fee simple property adjacent to Mr. Gibbs’ property. Mr. Cochran stated that 4.20 acres of the 18 acres could be exchanged. The Authority would retain 13 plus acres of the original 18 acres, which is not part of the required buffer area. Mr. Cochran noted that he is requesting that the Board consider this acquisition of needed property to complete the necessary required buffer area. With Board approval, the Authority would proceed with the process of acquisition to include land appraisal, surveying, recording of property deeds and attorney fees. At the completion of this procedure, the Authority would then present to the Board for final approval.
IT WAS THE CONSENSUS OF THE BOARD FOR MR. COCHRAN TO PROCEED WITH BUFFER NEGOTIATIONS AND THE POTENTIAL LAND SWAP AT THE RESERVOIR, WITH FINAL APPROVAL OCCURING AT A LATER DATE, PER THE RECOMMENDATION OF MR. COCHRAN.
5. TOM ROACH REPORTED CONCERNING HIS REVIEW OF THE HB 489 AGREEMENT. Mr. Roach suggested amending the agenda to include an executive session so that this issue may be discussed further.
MOTION BY GARY WINCHESTER AND SECOND BY DOUG DABBS TO AMEND THE AGENDA TO INCLUDE AN EXECUTIVE SESSION ITEM FOR THE PURPOSE OF DISCUSSION REGARDING POTENTIAL LITIGATION. All members voted for the motion.
6. MIKE BYRD REVIEWED THE FOLLOW-UP ITEMS FROM THE 7/31/17 BOARD MEETING:
1) DWAYNE FOWLER NOTED THAT, AT THE 7/31/17 MEETING, HE HAD PRESENTED A REQUEST FROM LEE LUSK OF UNIVETER ROAD INVESTMENTS, LLC, A SUBSIDIARY OF NICKEL CREEK DEVELOPMENT, LLC. In the correspondence received from Mr. Lusk, Mr. Lusk referenced property located at 3427 Univeter Road in Canton. Mr. Lusk had requested that this property be accepted by CCWSA into CCWSA’s service area as defined by GA House Bill 489. Mr. Lusk had noted that the property is currently in the City of Canton service area, but their services are too far away to service said property, and the capital contributions to access the City’s water and sewer has been estimated to cost over $2,000,000.00. CCWSA’s water and sewer is at the front of the subject property in the right of way of Univeter Road. The School Board has ran sewer to Indian Knoll Elementary, therefore, Mr. Lusk is requesting to tie onto the manhole located just on the west side of Univeter Road at the school bus access.
In this correspondence, Mr. Lusk noted that while he is requesting CCWSA to accept this property into its service area, he also understands he would need to obtain approval on the pump station. Mr. Lusk referenced the Exhibit B map (ATTACHED) showing the pump station location and the proposed force main route. Mr. Lusk also referenced the Exhibit C map (ATTACHED) showing where the City and county services are.
MOTION BY GARY WINCHESTER AND SECOND BY ERIC WILMARTH TO AUTHORIZE CONSTRUCTION OF THIS PUMP STATION, CONTINGENT UPON CANTON’S RELINQUISHMENT OF THIS SERVICE AREA INTO CCWSA’S SERVICE AREA. All members voted for the motion.
2) TOM HEARD NOTED THAT, AT THE 7/31/17 MEETING, THE BOARD HAD TABLED LEAK ADJUSTMENT POLICY DISCUSSION UNTIL THE AUGUST MEETING IN ORDER FOR THE BOARD TO HAVE FURTHER OPTIONS TO CONSIDER. Mr. Heard noted that staff has reviewed leak adjustment policies from surrounding entities and questioned if the Board would like to amend its current leak adjustment policy.
MOTION BY GARY WINCHESTER AND SECOND BY ERIC WILMARTH TO AMEND THE CURRENT CCWSA LEAK ADJUSTMENT POLICY IN ORDER TO REVOKE THE LANGUAGE STATING THAT CUSTOMERS CAN RECEIVE HELP ON A HIGH WATER BILL DUE TO A LEAK ON THE CUSTOMER’S SIDE OF THE METER NO MORE THAN ONCE EVERY THREE YEARS AND REPLACE THIS LANGUAGE WITH LANGUAGE STATING THAT CUSTOMERS CAN RECEIVE HELP ON A HIGH WATER BILL DUE TO A LEAK ON THE CUSTOMER’S SIDE OF THE METER NO MORE THAN ONCE WITHIN A ROLLING 12-MONTH PERIOD. THE MAXIMUM TOTAL AMOUNT ADJUSTED SHALL BE $1,000.00 WITHIN A ROLLING 12-MONTH PERIOD. THE CUSTOMER MUST APPLY FOR LEAK HELP WITHIN 90 DAYS OF THE CUSTOMER’S IDENTIFICATION AND REPAIR OF A LEAK TO BE ELIGIBLE FOR LEAK HELP, AND IN THE EVENT THAT A LEAK APPEARS TO HAVE IMPACTED THE BILLING FOR TWO CONSECUTIVE MONTHS, BOTH MONTHS MAY BE CONSIDERED. THIS LEAK ADJUSTMENT POLICY AMENDMENT IS NOT RETRO-ACTIVE AND IS EFFECTIVE 9/1/17.
Member Winchester withdrew his previous motion. Member Wilmarth accepted the withdrawal of the motion.
IT WAS THE CONSENSUS OF THE BOARD FOR STAFF TO BRING A PROPOSED POLICY AMENDMENT TO THE BOARD AT NEXT MONTH’S MEETING.
7. MOTION BY ERIC WILMARTH AND SECOND BY DOUG DABBS TO APPROVE THE 7/31/17 BOARD MEETING MINUTES AS PRESENTED. All members voted for the motion.
8. BETH JONES PRESENTED THE FINANCE REPORT. Mrs. Jones reported that total operating revenues are approximately $1,881,145.00 above budget projections for the period ending 6/30/17. Mrs. Jones also noted that total operating expenses are approximately $845,642.00 below budget projections for the same period. Mrs. Jones reported year-to-date net income of $7,618,630.00 for the period ending 6/30/17.
9. BETH JONES REQUESTED APPROVAL OF A PROPOSED AMENDMENT TO DEPRECIATION FOR THE FISCAL YEAR 2017 BUDGET (ATTACHED).
MOTION BY DOUG DABBS AND SECOND BY ERIC WILMARTH TO APPROVE THE PROPOSED AMENDMENT TO DEPRECIATION FOR THE FISCAL YEAR 2017 BUDGET. All members voted for the motion.
10. MOTION BY ERIC WILMARTH AND SECOND BY GARY WINCHESTER TO APPROVE THE PROPOSED BUDGET FOR FISCAL YEAR 2018 (ATTACHED) AS PRESENTED. All members voted for the motion.
11. CLINT BLACKWELL PRESENTED THE WATER TREATMENT OPERATIONS REPORT. Mr. Blackwell reported an average daily treatment of 16.816 MGD for the month of July 2017 at the Etowah River Water Treatment Facility. Mr. Blackwell also reported that the Hollis Q. Lathem Reservoir is currently at 1188.9 ft. Mr. Blackwell reported a cumulative rainfall total of 56.57” for the past 12 months.
12. MIKE VENTERS PRESENTED THE WASTEWATER TREATMENT OPERATIONS REPORT. Mr. Venters reported an average daily treatment of 2.4 MGD at the Rose Creek Wastewater Treatment Facility, as well as a total reuse monthly flow of 3.5 MG. Mr. Venters reported an average daily treatment of 4.4 MGD at the Fitzgerald Creek Wastewater Treatment Facility, and an average daily treatment of 0.0 GPD at the Riverbend Wastewater Treatment Facility.
13. MIKE VENTERS REPORTED THAT THE AUTHORITY RECEIVED AN ODOR COMPLAINT ON 8/17/17. After an extensive search for odors throughout the area, staff was unable to find any odors or any problems with the equipment. However, the Authority received an email from the person who complained the next day and the person noted that his landscaping crews had unloaded some mulch and that was the source of the odors.
14. DWAYNE FOWLER PRESENTED THE CONSTRUCTION REPORT. MR. FOWLER NOTED THAT, AT THE 7/31/17 BOARD MEETING, HE NOTIFIED THE BOARD THAT, DUE TO CONTINUING FAILURE OF THE FORCE MAIN AND CURRENT CONDITION OF THE FORCE MAIN, THE AUTHORITY FELT THAT A REPLACEMENT PIPE SHOULD BE CONSTRUCTED FOR THE NOONDAY CREEK FORCE MAIN REPLACEMENT PROJECT. Mr. Fowler noted that the current pipe has deteriorated in a very short period of time due to sewer gases and cavitation.
Mr. Fowler noted that the Board had approved entering into an engineering contract for design and cost estimates for this scope of work.
Mr. Fowler noted that, upon investigation, he has determined that if this project is handled as a typical design/bid/build project, the completion date of the project would be approximately June 2018. Mr. Fowler feels that the Authority cannot wait this length of time to replace the force main due to the current condition of the force main.
Mr. Fowler noted that staff recommends declaring this project a state of emergency so that an emergency repair can be performed on this force main.
MOTION BY GARY WINCHESTER AND SECOND BY ERIC WILMARTH TO DECLARE A STATE OF EMERGENCY FOR THE NOONDAY CREEK FORCE MAIN REPLACEMENT PROJECT BASED UPON THE POTENTIAL FOR ENVIRONMENTAL HAZARDS, THE PROXIMITY OF THE LOCATION TO SURROUNDING CONGESTED AREAS, AND THE RISK OF CLOSING TOWNE LAKE PARKWAY FOR AN EXTENDED PERIOD OF TIME. All members voted for the motion.
15. TOM HEARD PRESENTED THE GENERAL MANAGER’S REPORT. IT WAS THE CONSENSUS OF THE BOARD TO TOUR THE FITZGERALD CREEK WASTEWATER TREATMENT FACILITY ON 9/26/17 AT 9:00 A.M.
16. MOTION BY ERIC WILMARTH AND SECOND BY DOUG DABBS TO ENTER INTO EXECUTIVE SESSION FOR THE PURPOSE OF DISCUSSION REGARDING POTENTIAL LITIGATION. All members voted for the motion.
MOTION BY ERIC WILMARTH AND SECOND BY GARY WINCHESTER TO EXIT EXECUTIVE SESSION AND RETURN TO REGULAR SESSION. All members voted for the motion.
17. MOTION BY GARY WINCHESTER AND SECOND BY ERIC WILMARTH TO ADJOURN. All members voted for the motion.