Board Meeting Date: April 27, 2009 ~ 4:00 P.M.
PERSONS PRESENT: Don Stevens, Barry Mansell, Gene Cornelison, Gary Winchester, Eric Wilmarth, Buzz Ahrens, Nancy Martin, Tom Heard, Janice Henderson, David Kubala, Bill Graham, Tom Roach, Jim Carpenter, Wesley Banks, Clint Blackwell, Dan Carson, Mike Venters, Dwayne Fowler, Randy Mitchell, Dwight Turner, Jeff Hooper, Rick Dobbs, Ryan Sarks, Ron Banks, Dave Hatabian, Gene Hobgood, Randy Shaw, and Ashley Fuller.
Don Stevens, Chairman, called the meeting to order.
- MOTION BY NANCY MARTIN AND SECOND BY BARRY MANSELL TO APPROVE THE 3/30/09 BOARD MEETING MINUTES WITH THE FOLLOWING CORRECTION: Page 2, Item 3, Paragraph 4: This item will read: “Motion by Eric Wilmarth and second by Nancy Martin to approve an extension of the time for completion of this project by one year, based upon the prior commitment of the Board to approve participation in an amount not to exceed $62,072.50. The request for participation for additional footage is denied at this time. All members voted for the motion.”All members voted for the preceding motion.
- CHAIRMAN STEVENS REVIEWED THE FOLLOW-UP ITEMS FROM THE 3/30/09 MEETING:1) TOM ROACH REPORTED THAT HE AND VARIOUS AUTHORITY STAFF MEMBERS HAD MET WITH REPRESENTATIVES OF MCNEARY, AN INDEPENDENT RISK MANAGEMENT CONSULTING FIRM, CONCERNING THE AUTHORITY’S INSURANCE ANALYSIS OF ITS PROPERTY, CASUALTY, AND WORKERS COMPENSATION INSURANCE PACKAGES. McNeary is headquartered in Charlotte, North Carolina, and provides services in the areas of risk management, risk reduction and control, insurance consulting and management advisory services.
Mr. Roach noted that this company does not sell insurance, and noted that the Authority has secured references for McNeary.
Mr. Roach reported that McNeary has submitted a proposal to the Authority for insurance and risk management consulting services. McNeary proposes that the maximum fee for this project will be $28,000.00 plus out-of-pocket travel expenses. All trips would be subject to the Authority’s prior approval.
Mr. Roach noted that this proposal would fit into the Authority’s timeline to award the insurance contract in August 2009.
MOTION BY ERIC WILMARTH AND SECOND BY GARY WINCHESTER TO AUTHORIZE AUTHORITY STAFF TO NEGOTIATE A CONTRACT WITH MCNEARY FOR INSURANCE AND RISK MANAGEMENT CONSULTING SERVICES, AT A NOT-TO-EXCEED AMOUNT OF $28,000.00 PLUS OUT-OF-POCKET TRAVEL EXPENSES, WHICH WOULD BE SUBJECT TO THE AUTHORITY’S PRIOR APPROVAL. All members voted for the motion.
- JANICE HENDERSON PRESENTED THE FINANCE REPORT. Mrs. Henderson reported that operating revenues are approximately $2,214,000.00 under budget for the period ending 2/28/09. Mrs. Henderson also reported operating expenses are approximately $866,000.00 under budget for the same period. Mrs. Henderson stated that income from operations is approximately $1,348,000 under budget, and reported a year to date net loss of $1,461,545.00 as of 2/28/09.Mrs. Henderson reported that expenses for all departments are currently under budget, and reported that water sales have decreased by 7 ¾% for the period February 2008-February 2009, while sewer sales have increased by 5 ¾% for the period February 2008-February 2009.
- RYAN SARKS PRESENTED THE AUTHORITY’S PROPOSED IDENTITY THEFT PREVENTION PROGRAM WHICH DETAILS THE AUTHORITY’S COMPLIANCE WITH THE FEDERAL TRADE COMMISSION’S RED FLAGS RULE. Mr. Sarks recommended that the Board of Directors approve this program prior to the deadline of 5/1/09. Mr. Sarks noted that this program must be re-evaluated on an annual basis and an annual report must be submitted to the Federal Trade Commission. Mr. Sarks detailed the following components of the proposed program:1) Assessment of Existing Business Practices
2) Identification of Red Flags
3) Detection of Red Flags
4) Prevention and Mitigation
5) Program Administration
6) Additional Security Information
Tom Roach noted that the Authority cannot guarantee against identity theft. However, with implementation of this program, the Authority would be in a better position to prevent identity theft when red flags are raised.
MOTION BY NANCY MARTIN AND SECOND BY GARY WINCHESTER TO ADOPT THE AUTHORITY’S IDENTITY THEFT PREVENTION PROGRAM IN COMPLIANCE WITH RULINGS OF THE FEDERAL TRADE COMMISSION. CHAIRMAN STEVENS WILL EXECUTE THE DOCUMENT AS PRESENTED. RYAN SARKS WILL BE RESPONSIBLE FOR THE OVERSIGHT, DEVELOPMENT, IMPLEMENTATION AND ADMINISTRATION OF THE PROGRAM. MR. SARKS WILL DEVELOP AN ANNUAL REPORT THAT WILL ADDRESS THE COMPLIANCE OF THE CCWSA WITH THIS PROGRAM. THE AUTHORITY’S BOARD OF DIRECTORS WILL REVIEW THESE REPORTS AND APPROVE MATERIAL CHANGES TO THE PROGRAM AS NECESSARY IN ORDER TO ADDRESS CHANGING RISKS OF IDENTITY THEFT. All members voted for the motion.
- CLINT BLACKWELL PRESENTED THE WATER TREATMENT OPERATIONS REPORT. Mr. Blackwell reported an average daily treatment of 12.81 MGD for the month of April at the Etowah River WTP. Mr. Blackwell reported that the Hollis Q. Lathem Reservoir is full at 1189 feet.
- MIKE VENTERS PRESENTED THE WASTEWATER TREATMENT OPERATIONS REPORT. Mr. Venters reported an average daily treatment of 2.403 MGD at the Rose Creek facility, and an average daily treatment of 3.882 MGD at the Fitzgerald Creek facility.
- MIKE VENTERS REPORTED THAT A SEWER SPILL HAD OCCURRED ON 3/9/09 AT THE ROSE CREEK WPCP. Mr. Venters noted the cause of the spill was from the washing down of scum from basins, which flowed to the drainage ditch and into the creek.
- MIKE VENTERS REPORTED THAT A SEWER SPILL HAD OCCURRED AT THE PUMP STATION ON CENTENNIAL LAKES PARKWAY IN ACWORTH. Mr. Venters noted that the spill was the result of a broken force main.
- MIKE VENTERS REPORTED THAT A SEWER SPILL HAD OCCURRED AT RIVER LAUREL WAY IN WOODSTOCK. Mr. Venters noted that the spill was the result of grease blocking the sewer line.
- MIKE VENTERS REPORTED THAT THE FITZGERALD CREEK WWTP HAD RECEIVED THE GOLD AWARD FOR 100% COMPLIANCE IN 2008.
THE AUTHORITY’S BOARD OF DIRECTORS CONGRATULATED STAFF FOR THE RECEIPT OF THIS AWARD. - BILL GRAHAM PRESENTED THE CONSTRUCTION REPORT. MR. GRAHAM NOTED THAT THE BOARD, AT ITS 11/24/08 BOARD MEETING, HAD APPROVED THE INSTALLATION OF A 4” WATER LINE IN THE MITCHELL ROAD AREA, BASED UPON A PETITION RECEIVED FROM RESIDENTS OF MITCHELL ROAD, DAMASCUS ROAD, AND LOWER DOWDA MILL ROAD. Mr. Graham noted that, based upon the petition, the Authority anticipated receipt of 25 tap fee payments at $1750.00 each.Mr. Graham noted that the Authority has only received payment for four taps at this time, and noted that one homeowner is requesting a refund of their tap fee payment.
Mr. Graham questioned if the Board would like to approve the refunding of these tap fees.
MOTION BY BARRY MANSELL AND SECOND BY GENE CORNELISON TO TABLE THIS PROJECT UNTIL FURTHER NOTICE IF PAYMENT FOR TWENTY TAPS IS NOT RECEIVED BY SUNSET ON 5/1/09 FROM THE RESIDENTS OF MITCHELL ROAD, DAMASCUS ROAD, AND LOWER DOWDA MILL ROAD. AT THAT TIME, HOMEOWNERS WHO HAVE REMITTED PAYMENT FOR THESE TAPS WILL BE REFUNDED BY THE AUTHORITY. All members voted for the motion.
- BILL GRAHAM REPORTED THAT THE AUTHORITY HAS RECEIVED TWELVE BIDS FOR THE STOCKWOOD ESTATES SUBDIVISION WATER MAIN REPLACEMENT PROJECT. Mr. Graham noted that the low bid received was from Total Development, Inc. in the amount of $468,650.50. Mr. Graham noted that the engineering estimate for this project was $623,000.00.Mr. Graham recommends approval of this low bid.
MOTION BY BARRY MANSELL AND SECOND BY NANCY MARTIN TO APPROVE THE LOW BID OF TOTAL DEVELOPMENT, INC. IN THE AMOUNT OF $468,650.50 FOR THE STOCKWOOD ESTATES SUBDIVISION WATER MAIN REPLACEMENT PROJECT. All members voted for the motion.
- TOM HEARD PRESENTED THE GENERAL MANAGER’S REPORT. MR. HEARD QUESTIONED IF THE BOARD WOULD LIKE TO RESCHEDULE ITS MAY 2009 MEETINGS DUE TO THE MEMORIAL DAY HOLIDAY.IT WAS THE CONSENSUS OF THE BOARD TO SCHEDULE THE BOARD AGENDA MEETING ON THURSDAY, MAY 21, 2009 AT 3:00 P.M. IT WAS ALSO THE CONSENSUS OF THE BOARD TO SCHEDULE THE MAY 2009 BOARD MEETING ON TUESDAY, MAY 26, 2009 AT 9:00 A.M.
THE BOARD WILL ALSO CONSIDER THE SCHEDULING OF FUTURE BOARD AGENDA MEETINGS.
- BILL GRAHAM REPORTED THAT THE PAINTING OF THE UNIVETER TANK IS COMPLETE, AND NOTED THAT THE TANK SHOULD BE IN SERVICE WITHIN A COUPLE OF WEEKS.
- DAVE HATABIAN NOTED THAT PBS&J WILL CONDUCT THE FITZGERALD CREEK PLANT’S DEDICATION CEREMONY SOMETIME IN JUNE 2009.
- MOTION BY BARRY MANSELL AND SECOND BY GARY WINCHESTER TO ADJOURN. All members voted for the motion.
The meeting adjourned at 5:10 P.M.