Entries from January 2010

Board Meeting Date:  December 17,2009 ~ 4:00 P.M.                             

PERSONS PRESENT:  Gary Winchester, Buzz Ahrens, Gene Cornelison, Eric Wilmarth, Nancy Martin, Steven Woodruff, Chris Wilbanks, Tom Heard, Janice Henderson, David Kubala, Bill Graham, Tom Roach, Jim Carpenter, Wesley Banks, Jeff Hooper, Dan Carson, Melissa Darvish, Beth Williams, Chris Evans, Randy Mitchell, Dwayne Fowler, Rick Dobbs, Dwight Turner, Clint Blackwell, Ron Banks, and Craig Ferguson.

Gary Winchester, Chairman, 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. MOTION BY ERIC WILMARTH AND SECOND BY BUZZ AHRENS TO AMEND THE 12/17/09 AGENDA TO INCLUDE A PROCLAMATION OF RETIREMENT.  All members voted for the motion.GARY WINCHESTER READ A PROCLAMATION OF RETIREMENT FOR JANICE HENDERSON, WHO IS RETIRING AT THE END OF THE YEAR AFTER 31+ YEARS OF SERVICE.MOTION BY GENE CORNELISON AND SECOND BY BUZZ AHRENS TO APPROVE THE PROCLAMATION OF RETIREMENT FOR JANICE HENDERSON.  All members present voted for the motion.
3. DAN CARSON PRESENTED THE 2007-2008 PBS&J GENERAL SERVICES CONTRACT UPDATE.  Mr. Carson reported an estimated contract amount of $354,744.51 and a total billing to date of $348,739.14.
4. DAN CARSON PRESENTED THE 2008-2009 PBS&J GENERAL SERVICES CONTRACT UPDATE.  Mr. Carson reported an estimated contract amount of $360,503.74 and a total billing to date of $264,088.11.
5. DAN CARSON PRESENTED THE 2009-2010 PBS&J GENERAL SERVICES CONTRACT UPDATE.  Mr. Carson reported an estimated contract amount of $51,075.00 and a total billing to date of $900.00.
6. DAN CARSON REPORTED THAT THE 2009-2010 BROWN & CALDWELL GENERAL SERVICES CONTRACT IS NOT SIGNED AT THIS TIME.
7. DAN CARSON REPORTED NO TASKS TO DATE FOR THE INFRATEC SERVICES CONTRACT UPDATE.
8. DAN CARSON PRESENTED AN UPDATED FUTURE PROJECTS LISTING (ATTACHED) FOR THE AUTHORITY’S CAPITAL IMPROVEMENTS PROGRAM.  Mr. Carson requested approval for the Authority to proceed with the design and bidding process for the Rose Creek rehabilitation projects (Items 8 & 9)MOTION BY NANCY MARTIN AND SECOND BY CHRIS WILBANKS TO APPROVE THAT AUTHORITY STAFF PROCEEDS WITH DESIGN AND BIDDING FOR THE ROSE CREEK REHABILITATION PROJECTS.  All members voted for the motion.
9. DWIGHT TURNER REFERENCED A LETTER RECEIVED FROM AUTHORITY CUSTOMER DEBORAH BLOOM.  In this letter, Ms. Bloom noted that she is disputing a water bill for services rendered from 8/6/09 – 9/2/09 in the amount of $485.56.  Ms. Bloom noted that she has never received such a large bill.  Ms. Bloom further noted that she had contacted the Authority at the end of June and requested that her service be terminated on 7/30/09.  Ms. Bloom noted that the Authority had erroneously cut off her service on 6/30/09. However, Authority records indicate that Ms. Bloom, on 6/23/09, scheduled disconnection of service for 6/30/09.  It is standard procedure of the CCWSA Customer Service Department to schedule disconnections no more than two weeks from the requested date for disconnection.The Authority reestablished Ms. Bloom’s service effective 7/2/09.  Ms. Bloom’s deposit was debited to her account.

   Gaye Blackwell, Customer Service Manager, informed Ms. Bloom on 7/2/09 that when Ms. Bloom is ready to close her account, she should contact the Authority at least one day prior to the day she desires for the service to be disconnected.

   The Authority received no further contact from Ms. Bloom until 9/22/09, at which time her balance due was $485.56 for services rendered from 8/6/09 – 9/2/09.

   MOTION BY ERIC WILMARTH AND SECOND BY GENE CORNELISON TO DENY THE REQUEST OF DEBORAH BLOOM FOR RELIEF FROM HER CURRENT BILL OF $485.56.  All members voted for the motion.

10. MOTION BY NANCY MARTIN AND SECOND BY GENE CORNELISON TO APPROVE THE 11/23/09 CALLED MEETING MINUTES AS PRESENTED.  All members voted for the motion.
11. MOTION BY GENE CORNELISON AND SECOND BY STEVEN WOODRUFF TO APPROVE THE 11/30/09 BOARD MEETING MINUTES AS PRESENTED.  All members voted for the motion.
12. JANICE HENDERSON PRESENTED THE FINANCE REPORT.  Mrs. Henderson reported that total operating revenues are approximately $422,877.00 below budget projections for the period ending 10/31/09.  Mrs. Henderson also reported that total operating expenses are approximately $107,539.00 below budget projections for the same period.  Mrs. Henderson noted that income from operations is approximately $315,338.00 below budget projections, and reported a year to date net loss of $275,020.00 for the period ending 10/31/09.  Mrs. Henderson noted that it is normal for the Authority to be below projections at this time of year since the budget is divided by twelve months equally.
13. JANICE HENDERSON PRESENTED A PROPOSED AMENDMENT TO THE FISCAL YEAR 2010 BUDGET (ATTACHED), WHICH INCLUDES AN AMENDMENT TO DEPRECIATION FOR THE WASTEWATER DEPARTMENT.  Mrs. Henderson noted that this amendment to depreciation will allow for the inclusion of the Fitzgerald Creek expansion in the 2010 budget.  Mrs. Henderson noted that the Authority will continue to meet its bond coverage requirements.MOTION BY ERIC WILMARTH AND SECOND BY NANCY MARTIN TO APPROVE THE PROPOSED AMENDMENT FOR THE FISCAL YEAR 2010 BUDGET TO INCLUDE AN ADJUSTMENT TO DEPRECIATION FOR THE WASTEWATER DEPARTMENT FOR INCLUSION OF THE FITZGERALD CREEK EXPANSION.  All members voted for the motion.
14. JANICE HENDERSON REPORTED THAT THE AUTHORITY HAS RETAINED ITS “Aa3” BOND RATING WITH MOODY’S RATING AGENCY,  AND NOTED THAT ALTHOUGH NO FORMAL RESPONSE HAS BEEN RECEIVED AT THIS TIME FROM STANDARD & POOR’S RATING AGENCY, ALL INDICATIONS POINT TO THE AUTHORITY RETAINING ITS “AA­” BOND RATING WITH STANDARD & POOR’S.  Mrs. Henderson noted that she expects to receive a formal response from Standard & Poor’s sometime next week.
15. CLINT BLACKWELL PRESENTED THE WATER TREATMENT OPERATIONS REPORT.  Mr. Blackwell reported an average daily treatment of 12.44 MGD for the month of December at the Etowah River Water Treatment Facility.  Mr. Blackwell also noted that the Hollis Q. Lathem Reservoir is full at 1189 feet.
16. CHRIS EVANS PRESENTED THE WASTEWATER TREATMENT OPERATIONS REPORT IN THE ABSENCE OF MIKE VENTERS.  Mr. Evans reported an average daily treatment of 2.512 MGD at the Rose Creek facility, and an average daily treatment of 4.436 MGD at the Fitzgerald Creek facility.
17. BILL GRAHAM PRESENTED THE CONSTRUCTION REPORT.  MR. GRAHAM REPORTED THAT BIDS HAVE BEEN RECEIVED FOR THE BRAMBLE OAK SUBDIVISION WATER MAIN REPLACEMENT PROJECT.  Mr. Graham noted that the low bid received was from D & H Construction, Inc. in the amount of $595,340.85.  Mr. Graham noted the engineering estimate for this project is $650,000.00. Mr. Graham recommended approval of the low bid.MOTION BY GENE CORNELISON AND SECOND BY BUZZ AHRENS TO APPROVE THE LOW BID OF D & H CONSTRUCTION, INC. IN THE AMOUNT OF $595,340.85 FOR THE BRAMBLE OAK SUBDIVISION WATER MAIN REPLACEMENT PROJECT.  All members voted for the motion.
18. BILL GRAHAM REPORTED THAT BIDS HAVE BEEN RECEIVED FOR THE MOUNTAIN PARK ROAD AND CARDINAL COVE WATER MAIN REPLACEMENT PROJECT.  Mr. Graham reported that the low bid received was from D & H Construction, Inc. in the amount of $134,978.55.  Mr. Graham noted the engineering estimate for this project is $179,000.00.  Mr. Graham recommended approval of the low bid.MOTION BY STEVEN WOODRUFF AND SECOND BY CHRIS WILBANKS TO APPROVE THE LOW BID OF D & H CONSTRUCTION, INC. IN THE AMOUNT OF $134,978.55 FOR THE MOUNTAIN PARK ROAD AND CARDINAL COVE WATER MAIN REPLACEMENT PROJECT.  All members voted for the motion.
19. BILL GRAHAM REPORTED THAT THE AUTHORITY HAS RECEIVED A REQUEST FROM THE CITY OF MOUNTAIN PARK FOR PARTICIPATION IN THE CARDINAL COVE LINE IN THE AMOUNT OF $10,000.00.  Bill Graham and Tom Heard noted that they would draft a letter of response to the City of Mountain Park.
20. TOM HEARD PRESENTED THE GENERAL MANAGER’S REPORT.  MR. HEARD NOTED THAT THE PROPOSED 2010 BOARD MEETING CALENDAR IS INCLUDED IN THE BOARD AGENDA PACKETS.
21. TOM HEARD NOTED THAT THE PIKE’S NURSERY ISSUE IS NOW RESOLVED.
22. GARY WINCHESTER RECOGNIZED JIM CARPENTER, WHO IS NOW RETIRED FROM PBS&J.
23. MOTION BY NANCY MARTIN AND SECOND BY CHRIS WILBANKS TO ADJOURN.  All members voted for the motion.The meeting adjourned at 5:00 P.M.

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