Board Meeting: May 20, 2024 @ 9:00 AM
PERSONS PRESENT: Eric Wilmarth, Barry Mansell, Lisa Woodruff, Harry Johnston, Nancy Martin, Becky Dabbs, John Workman, Dwayne Fowler, David Kubala, Darrell Caudill, Wesley Banks, Corey Ghorley, Beth Jones, Clint Blackwell, Jennifer Arp, Greg Long, Keith Allen, Mark Cochran, Bryan Watkins, Mike Venters, Jamie Veley, Jody Henson, Eric Wright, Melissa Darvish, Melanie Stephens, Joey Buice, Garry Hensley, Ron Price, Shayne Fowler, Ryan Sarks, Jeff Hooper, Sharon Clark, and Clay Strovinskas.
Eric Wilmarth, Chair, called the meeting to order.
1. AN INVOCATION WAS GIVEN BY NANCY MARTIN, FOLLOWED BY THE PLEDGE OF ALLEGIANCE TO THE FLAG OF THE UNITED STATES OF AMERICA.
2. COREY GHORLEY REQUESTED APPROVAL OF A BID FROM KAM CONTRACTING SOUTHEAST, LLC IN THE AMOUNT OF $1,035,179.00 FOR THE RIVERCHASE SEWER LINE REPLACEMENT PROJECT (PHASE 2). Mr. Ghorley noted that this project was for the installation of 1,250 feet of 18” PVC sewer main across an area deemed as wetlands. Mr. Ghorley noted that this scope of work is listed as Item #2 under Asset Replacement on the Authority’s current CIP list with a total original estimated cost of $876,852.00.
Mr. Ghorley noted that the low bid received from Complete Site, LLC in the amount of $936,810.00 was deemed non-responsible per Contractor Qualification stipulations in the bid. Mr. Ghorley further noted that under Section 4.v of the “Instructions to Bidders”, bidders were required to demonstrate qualifications to perform the service to be bid upon by providing (5) owner or engineer of record references on similar projections with the last (5) years. Out of the five references provided by Complete Site, LLC, only (3) had sanitary sewer work involved. The reference contact for two of those five projects never returned request for reference. Mr. Ghorley noted that of the references that did respond, they stated that their projects were 8” sanitary sewer installed on mass graded site development projects.
Mr. Ghorley also noted that due to lack of references for similar projects, the low bidder did not meet the Responsibility requirements for procuring Public Works Construction Contracts as outlined by the Association of County Commissioners of Georgia. This Contractor also did not meet the minimum qualification requirements listed in the bid documents.
MOTION BY BARRY MANSELL AND SECOND BY HARRY JOHNSTON TO FOLLOW STAFF RECOMMENDATION AND APPROVE THE BID OF KAM CONTRACTING SOUTHEAST, LLC IN THE AMOUNT OF $1,035,179.00 FOR THE RIVERCHASE SEWER LINE REPLACEMENT PROJECT (PHASE 2). All members voted for the motion.
3. COREY GHORLEY REQUESTED APPROVAL OF A PROPOSAL FROM ATKINS REALIS FOR CONSTRUCTION MANAGEMENT SERVICES FOR THE RIVERCHASE SEWER LINE REPLACEMENT PROJECT (PHASE 2) IN THE AMOUNT OF $49,803.00.
MOTION BY NANCY MARTIN AND SECOND BY LISA WOODRUFF TO APPROVE THE PROPOSAL FROM ATKINS REALIS FOR CONSTRUCTION MANAGEMENT SERVICES FOR THE RIVERCHASE SEWER LINE REPLACEMENT PROJECT (PHASE 2) IN THE AMOUNT OF $49,803.00. All members voted for the motion.
4. COREY GHORLEY REQUESTED APPROVAL OF A PROPOSAL FROM S&ME, INC. FOR MATERIALS AND COATINGS TESTING FOR THE FITZGERALD CREEK HEADWORKS IMPROVEMENTS PROJECT IN THE AMOUNT OF $36,985.00.
MOTION BY BARRY MANSELL AND SECOND BY NANCY MARTIN TO APPROVE THE PROPOSAL FROM S&ME, INC. FOR MATERIALS AND COATINGS TESTING FOR THE FITZGERALD CREEK HEADWORKS IMPROVEMENTS PROJECT IN THE AMOUNT OF $36,985.00. All members voted for the motion.
5. MOTION BY LISA WOODRUFF AND SECOND BY NANCY MARTIN TO APPROVE THE 2025 CIP/FUTURE PROJECTS LISTING (ATTACHED) AS PRESENTED. All members voted for the motion.
6. JENNIFER ARP PRESENTED A BOARD POLICY UPDATE. Mrs. Arp noted the following updates to existing Board policies:
1) CCWSA Safety Policy Manual: Corrected grammatical errors along with minor clarification as needed; Removed “Emergency Action Plan” from the title to avoid confusion with another document
2) CCWSA Fleet Policy Manual: Corrected grammatical errors along with minor clarification as needed; Renamed “Fleet Safety Program Manual” to “Fleet Policy Manual”; Changed equipment damage from $100 to $250
3) CCWSA Personnel Policy Handbook: Corrected grammatical errors along with minor clarification as needed; Renamed “Personnel Handbook” to “Personnel Policy Handbook”; Sick leave donation now includes caring for spouse and children; New hire probation period changed from 90 days to 180 days, per industry standard; Simplified probation period for disciplined employees (90) days; Updated fringe benefits to reflect current offerings; Clarified lunch periods; Changed equipment damage from $100 to $250 to match Fleet Policy
4) Updated the Meter Installation Policy – Removed employee names and used titles and updated contact numbers; Updated price from $50 to $100
5) Updated Payment of Sewer Tap Fees – Fees can only be paid after final approval and recording of the subdivision plat
6) Updated Septic Waste Hauler Regulations – Payments are due 15 days after the bill date
7) Amendment to Septic Hauler Rate – Updated to reflect rate changes passed September 2023 to $0.20 per gallon
8) Wholesale Policy Update – Reflects Board changes from April 2024
9) Updated Extending Water and/or Sewer Policy – Updated language to reflect water extensions are for drinking water only and attached a copy of the revised petition as an addendum
MOTION BY BARRY MANSELL AND SECOND BY BECKY DABBS TO APPROVE THE BOARD POLICY UPDATES AS PRESENTED. All members voted for the motion.
7. MOTION BY JOHN WORKMAN AND SECOND BY BECKY DABBS TO APPROVE THE 4/29/24 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 $316,971.00 below budget projections for the period ending 3/31/24. Mrs. Jones reported that total operating expenses are approximately $1,621,268.00 below budget projections for the same period. Mrs. Jones reported a year-to-date net income of $8,751,948.00 for the period ending 3/31/24.
9. CLINT BLACKWELL PRESENTED THE WATER TREATMENT OPERATIONS REPORT. Mr. Blackwell reported an average daily treatment of 19.777 MGD for the month of April 2024 at the Etowah River Water Treatment Facility. Mr. Blackwell reported that the Hollis Q. Lathem Reservoir is currently at full pool at 1189.2 ft. Mr. Blackwell reported a cumulative rainfall total of 48.94” for the past twelve months.
10. MIKE VENTERS PRESENTED THE WASTEWATER TREATMENT OPERATIONS REPORT. Mr. Venters reported an average daily treatment of 2.6 MGD at the Rose Creek Wastewater Treatment Facility, as well as a total reuse monthly flow of 2.8 MG. Mr. Venters reported an average daily treatment of 5.6 MGD at the Fitzgerald Creek Wastewater Treatment Facility, and an average daily treatment of 0.330 MGD at the Riverbend Wastewater Treatment Facility.
11. JENNIFER ARP PRESENTED THE ENVIRONMENTAL REPORT. Mrs. Arp noted that a wastewater spill occurred during this reporting period at Owl Creek at Buice Lake. Mrs. Arp reported that approximately 22,800 gallons were spilled due to construction debris. Authority crews cleared the line and monitoring will occur for a period of one year.
12. GARRY HENSLEY PRESENTED THE CONSTRUCTION REPORT. Mr. Hensley noted that crews are continuing work on the Reavis Mountain Road project and the Holly Springs Parkway project.
13. DWAYNE FOWLER PRESENTED THE GENERAL MANAGER’S REPORT. Mr. Fowler noted that he hopes to conduct a Board tour of the Fitzgerald Creek Wastewater Treatment Facility sometime next month.
14. MOTION BY LISA WOODRUFF AND SECOND BY BARRY MANSELL TO ADJOURN. All members voted for the motion.
