Board Meeting Date: March 25, 2019 ~ 9:00 AM
PERSONS PRESENT: Gary Winchester, Doug Dabbs, Robert Morrison, Lisa Woodruff, Eric Wilmarth, Harry Johnston, Tom Heard, David Kubala, Dwayne Fowler, Tom Roach, Wesley Banks, Corey Ghorley, Beth Jones, Mark Cochran, Greg Long, Jennifer Arp, Brian Breeden, Jeff Hooper, Clint Blackwell, Garry Hensley, Ryan Sarks, Joey Buice, Gaye Blackwell, Rodney Satterfield, Eric Wright, Tim Dobson, Melanie Stephens, and Hector Casablanca.
Chair Mike Byrd was not in attendance.
Gary Winchester, Vice-Chair, called the meeting to order.
1. MOTION BY ERIC WILMARTH AND SECOND BY DOUG DABBS TO APPROVE THE AGENDA AS AMENDED. All members present voted for the motion.
2. AN INVOCATION WAS GIVEN BY DOUG DABBS, FOLLOWED BY THE PLEDGE OF ALLEGIANCE TO THE FLAG OF THE UNITED STATES OF AMERICA.
3. COREY GHORLEY REQUESTED APPROVAL OF A PROPOSAL FROM GOFORTH WILLIAMSON, INC. IN THE AMOUNT OF $282,350.00 FOR THE REPLACEMENT OF FOUR RAW WATER INTAKE PUMPS AND MOTORS AT THE WATER TREATMENT FACILITY. Mr. Ghorley noted that three proposals had been received for this scope of work.
Mr. Ghorley noted this scope of work is listed as Asset Replacement Item #4 on the Authority’s current CIP listing at an estimated cost of $350,000.00.
MOTION BY ERIC WILMARTH AND SECOND BY LISA WOODRUFF TO APPROVE THE PROPOSAL FROM GOFORTH WILLIAMSON, INC. IN THE AMOUNT OF $282,350.00 FOR THE REPLACEMENT OF FOUR RAW WATER INTAKE PUMPS AND MOTORS AT THE WATER TREATMENT FACILITY. All members present voted for the motion.
4. COREY GHORLEY REQUESTED APPROVAL OF AN ENGINEERING SERVICES PROPOSAL FROM BRADFORD ENGINEERING, INC. IN THE AMOUNT OF $20,000.00 FOR THE CCWSA CONSTRUCTION COMPLEX. Mr. Ghorley noted that this project is listed as Item #12 on the Authority’s current CIP listing.
MOTION BY ERIC WILMARTH AND SECOND BY HARRY JOHNSTON TO APPROVE THE ENGINEERING SERVICES PROPOSAL FROM BRADFORD ENGINEERING, INC. IN THE AMOUNT OF $20,000.00 FOR THE CCWSA CONSTRUCTION COMPLEX. All members present voted for the motion.
5. DWAYNE FOWLER PRESENTED A REQUEST FROM WILLIAM LAMAR PRANCE, SR., OF RIVERSTONE PROPERTIES, LLC TO ENTER INTO A DEVELOPER WASTEWATER INFRASTRUCTURE EXPANSION AGREEMENT.
MOTION BY DOUG DABBS AND SECOND BY ERIC WILMARTH TO APPROVE THE REQUEST OF WILLIAM LAMAR PRANCE, SR., OF RIVERSTONE PROPERTIES, LLC TO ENTER INTO A DEVELOPERS EXPANSION AGREEMENT. All members present voted for the motion.
6. TOM ROACH PRESENTED A REQUEST FOR AN EASEMENT FROM AUTHORITY CUSTOMER STEVEN HOLCOMB. In the correspondence received from Mr. Holcomb, Mr. Holcomb noted that he and his wife own a five-acre tract of land which is adjacent to the southern property line of the CCWSA’s pump station on Old Canton Road in Ball Ground. Mr. Holcomb noted that the Authority purchased its property by warranty deed from Bonnie L. Tucker dated 1/22/81 and recorded in Cherokee County Deed Records Book 322, page 569.
In this correspondence, Mr. Holcomb further noted that included in the warranty deed is a 20 ft. driveway and utility easement beginning at the west right of way of Ball Ground-Nelson Road NKA Old Canton Road running in a westerly direction adjacent to the south land lot line of Land Lot 300 to the west property line purchased by CCWSA. This driveway and utility easement is along the northern boundary line of Mr. Holcomb’s property. The easement established approximately 38 years ago, which has been under continual usage for most of that time, was not located along the land lot line, as provided, rather 15 or more feet to the north due to the steep slope not being suitable for a driveway.
Mr. Holcomb is requesting an approval for an ingress/egress driveway and utility easement along the Land Lot 300 line originally established in 1981 and going north to the northern side of the current driveway which continues to be in use. Mr. Holcomb noted this will allow a driveway access to his property, and noted that he feels that a separate entrance would be very difficult on their frontage which is approximately 10 ft. lower than Old Canton Road at that point.
In this correspondence, Mr. Holcomb further noted that there would be no cost to CCWSA as the Holcombs will pay all necessary costs, including surveyor and real estate attorney, meeting CCWSA’s approval, to complete all field work and prepare legal documents.
MOTION BY LISA WOODRUFF AND SECOND BY HARRY JOHNSTON TO APPROVE THE ISSUANCE OF THE EASEMENT FOR LAND LOT 300 AND TO AUTHORIZE A CHARGE OF $500.00 FOR THE EASEMENT. Members Woodruff, Johnston, Morrison, and Dabbs voted for the motion. Member Wilmarth abstained from voting. Motion passed.
7. TOM HEARD REFERENCED CORRESPONDENCE RECEIVED FROM JEFFREY MOON, CITY MANAGER OF THE CITY OF WOODSTOCK. In this correspondence, Mr. Moon expressed concern regarding the City of Woodstock and CCWSA’s difference of opinion for the RIdgewalk service area boundaries and Mr. Heard’s concern over the Park 9 Apartments sewer tap issue. Mr. Moon noted that he has attached to his letter a map of the Ridgewalk Holdings property in question, labeled as Exhibit A (ATTACHED), and outlined in blue. Subject to Council approval, the City would release any claim to serve the three highlighted parcels in favor of CCWSA. Mr. Moon noted he has also attached a map of the Parodi, Newsome, and Cody parcels on the west side of I-575 labeled as Exhibit B (ATTACHED) and outlined in red and labeled the Pacific Group. The City is requesting that CCWSA release any portion of these tracts to the City of Woodstock to serve that are not already in the City’s service area.
In this correspondence, Mr. Moon noted that regarding the Park 9 Apartments, the City is in the process of reversing the flow of the sewer that will result in Park 9’s sewage being treated by the City of Woodstock, which will take approximately eighteen months to complete. To try and resolve CCWSA’s concerns, Mr. Moon proposes the same terms and conditions that the City and CCWSA agreed to in the attached 1995 agreement labeled as Exhibit C (ATTACHED) and highlighted in Section 2. For a “leased capacity temporary connection arrangement, shall pay a capital contribution based upon a term factor of 5% per year (each agreement year divided by a 20-year capital asset life).” Mr. Moon noted that Park 9 received their final Certificates of Occupancy in July 2016. Mr. Moon’s proposal is that the City will remit to CCWSA $48,712.50 for each 12-month period beginning with July 2016 until the City’s diversion project is completed. Mr. Moon noted that he derived this number simply by multiplying $974,250.00 by 5%.
Tom Heard offered the following counter proposal (ATTACHED) for Board consideration:
Based upon the records of water use, specifically the peak monthly usage in the Brookshire subdivision, a sanitary sewer capacity of 120,000 gallons per day is allocated. CCWSA received tap fees from Woodstock between October 2001 and April 2004 for the Brookshire subdivision. CCWSA will reserve 120,000 gallons per day of sanitary sewer capacity, in accordance with the CCWSA Capacity Policy, for the received Brookshire tap fees.
Based upon the records of water use, specifically the peak monthly usage in the Park 9 Apartments, a sanitary sewer capacity of 30,000 gallons per day will be allocated pursuant to the payment shown in the following statements. CCWSA received no tap fees from Woodstock for the Park 9 Apartments. Woodstock will reserve, in accordance with the CCWSA Capacity Policy, an additional 30,000 gallons per day of sanitary sewer capacity for the amount of $300,000 (30,000 gallons per day @ $10 per gallon).
Additional service area west of I-575, anticipated in the following paragraph, will, in CCWSA’s opinion, need additional reserved sanitary sewer capacity of 20,000 gallons per day. CCWSA strongly encourages Woodstock to reserve the additional capacity at the amount of $200,000 (20,000 gallons per day @ $10 per gallon). Woodstock’s reserved sanitary sewer capacity total from this and the preceding paragraphs will be 170,000 gallons per day, which capacity Woodstock may use for current and future development anywhere within its service area which Woodstock deems expedient. Please review the CCWSA Capacity Policy about surcharges for exceeding reserved capacity. A surcharge of two times the wholesale rate (current wastewater wholesale rate is $4.20 per 1000 gallons) will be charged for wastewater volumes exceeding Woodstock’s reserved capacity.
Upon the execution of appropriate documents of request of the same, CCWSA will relinquish the HB-489 service area west of interstate I-575 and allow the sewer to connect to the Authority’s infrastructure within the Deer Run subdivision. Brookshire subdivision, Park 9 Apartments, and additional development in this area will, henceforth, be served by Woodstock with retail water and sewer. Based upon records for the past 24 months of CCWSA retail sewer charges to Woodstock for the Brookshire subdivision as now exists, Woodstock would recoup about $116,000 annually if it were a wholesale wastewater treatment customer of CCWSA, and the $500,000 cost of reserved capacity as discussed in paragraphs 2 and 3 above is likely to be recouped by Woodstock in approximately 5 years. Woodstock will be a wholesale wastewater treatment customer of CCWSA, in accordance with the CCWSA Capacity Policy. For the purposes of assessing wholesale wastewater service charges for this area, CCWSA purposes to install a master meter on Woodstock’s water service main feeding this area. The reading from this meter, on a monthly basis, will be the basis for wastewater wholesale billing from CCWSA to Woodstock. CCWSA will own, maintain, and read this master meter.
The attached map shows Woodstock’s revised service area, pursuant to stipulations in the previous paragraphs, on the west side of I-575.
Tom Roach noted that if the City of Woodstock is agreeable to this solution, Authority counsel and City of Woodstock counsel would need to draft a comprehensive agreement providing for the various service delivery area adjustments, the timing of the conversion of the Brookshire Development from retail service to wholesale service and finally, the payment by the City of Woodstock to the Authority of the $500,000.00 for 50,000 gallons per day of wastewater treatment service.
Mr. Roach noted that it is his understanding that there was a discussion about surcharges for excessive potable water usage at the Dupree Road water meter. Mr. Roach noted that CCWSA notes that Woodstock’s Dupree Road wholesale water meter records for January – December 2018 indicate capacity usage overages (Woodstock has designated 14,400 gallons per day of its wholesale reserved capacity to the Dupree Road wholesale water meter) on several occasions, resulting in surcharge fees. The CCWSA Capacity Policy contains provisions by which Woodstock can re-designate its reserved wholesale capacity among its various metered service points. The Authority’s records indicate that Woodstock’s Neese Road wholesale water meter has a designation of 91,441 gallons per day that is under-utilized. CCWSA stands ready to consider a request by Woodstock to re-designate under-utilized capacity to the Dupree Road wholesale water meter so Woodstock can avoid surcharges there.
MOTION BY ERIC WILMARTH AND SECOND BY DOUG DABBS TO ACCEPT THE COUNTER PROPOSAL PRESENTED BY MR. HEARD AND MR. ROACH AS THE AUTHORITY’S POSITION WITH REGARD TO THIS ISSUE, AND FOR MR. ROACH TO PROVIDE NOTIFICATION OF THE AUTHORITY’S POSITION TO COUNSEL FOR THE CITY OF WOODSTOCK. All members present voted for the motion.
8. MOTION BY ERIC WILMARTH AND SECOND BY LISA WOODRUFF TO THE APPROVE THE 2/25/19 BOARD MEETING MINUTES AS PRESENTED. Members Wilmarth, Woodruff, Dabbs, Morrison, and Johnston voted for the motion. Member Winchester abstained. Motion passed.
9. BETH JONES PRESENTED THE FINANCE REPORT. Mrs. Jones reported that total operating revenues are approximately $937,027.00 below budget projections for the period ending 1/31/19. Mrs. Jones reported that total operating expenses are approximately $994,603.00 below budget projections for the same period. Mrs. Jones reported year-to-date net income of $3,457,772.00 for the period ending 1/31/19.
10. CLINT BLACKWELL PRESENTED THE WATER TREATMENT OPERATIONS REPORT. Mr. Blackwell reported an average daily treatment of 13.207 MGD for the month of February 2019 at the Etowah River Water Treatment Facility. Mr. Blackwell also reported that the Hollis Q. Lathem Reservoir is currently at full pool at 1189.5 ft. Mr. Blackwell reported a cumulative rainfall total of 79.02” for the past twelve months.
11. CLINT BLACKWELL PRESENTED THE 2018 ANNUAL WATER QUALITY REPORT.
12. TOM HEARD PRESENTED THE WASTEWATER TREATMENT OPERATIONS REPORT IN THE ABSENCE OF MIKE VENTERS. Mr. Heard reported an average daily treatment of 3.2 MGD at the Rose Creek Wastewater Treatment Facility, as well as a total reuse monthly flow of 1.6 MG. Mr. Heard reported an average daily treatment of 5.0 MGD at the Fitzgerald Creek Wastewater Treatment Facility, and an average daily treatment of 0.438 MGD at the Riverbend Wastewater Treatment Facility.
13. TOM HEARD NOTED THAT ONE PERMIT VIOLATION AT THE RIVERBEND WASTEWATER TREATMENT FACILITY WAS REPORTED TO THE GEORGIA EPD FOR WEEKLY AVERAGE FLOW OF .700 MGD. Mr. Heard noted that the permit limit for weekly flow is .625 MGD.
14. JENNIFER ARP PRESENTED THE ENVIRONMENTAL REPORT. Mrs. Arp reported that a spill occurred on 2/22/19 at Daventry Crossing on Hwy. 92. Mrs. Arp noted that approximately 8,400 gallons were spilled due to grease and trash. Authority crews jetted the line to correct the problem.
Mrs. Arp also noted that an overflow occurred on 3/12/19 at the Noonday Creek lift station on Eagle Drive. Mrs. Arp noted that the overflow did not reach the waters of the State and Authority crews corrected the problem.
15. DWAYNE FOWLER PRESENTED THE CONSTRUCTION REPORT. MR. FOWLER REQUESTED AN AMENDMENT TO THE AUTHORITY’S CURRENT 2 1/2” LINE EXTENSION POLICY TO ALSO INCLUDE 3” LINE EXTENSIONS.
MOTION BY DOUG DABBS AND SECOND BY LISA WOODRUFF TO APPROVE THE AMENDMENT TO THE EXISTING LINE EXTENSION POLICY SO THAT THE POLICY WILL NOW READ: IT IS THE POLICY OF CCWSA TO CHARGE $6.00 PER LINEAR FOOT FOR 2 ½” OR 3” LINE EXTENSIONS, BEGINNING WITH THE FIRST FOOT OF THE EXTENSION. THIS WILL BE AN ALL-INCLUSIVE CHARGE, WITH NO ADDITIONAL CHARGES FOR MATERIALS. All members present voted for the motion.
16. TOM HEARD PRESENTED THE GENERAL MANAGER’S REPORT.
MOTION BY ERIC WILMARTH AND SECOND BY DOUG DABBS TO ADJOURN. All members present voted for the motion.