January 2010

Board Meeting Date:  January 25, 2010 ~ 9:00 A.M.

PERSONS PRESENT: Gary Winchester, Buzz Ahrens, Gene Cornelison, Eric Wilmarth, Nancy Martin, Steven Woodruff, Chris Wilbanks, Tom Heard, David Kubala, Bill Graham, Rick Dobbs, Darrell Caudill, Wesley Banks, Beth Williams, Jeff Hooper, Randy Mitchell, Dan Carson, Mike Venters, Ron Banks, Dwight Turner, Clint Blackwell, Ryan Sarks, Sharon Clark, Jim Carpenter, Craig Ferguson, and William Gantt.

1. Gary Winchester, Chairman, called the meeting to order.AN INVOCATION WAS GIVEN BY CHRIS WILBANKS, FOLLOWED BY THE PLEDGE OF ALLEGIANCE TO THE FLAG OF THE UNITED STATES OF AMERICA.
2. WILLIAM GANTT, SR. ADDRESSED THE BOARD TO REQUEST PERMISSION FOR DISABLED VETERANS TO HUNT ON THE AUTHORITY’S SHOAL CREEK PROPERTY.

   Gary Winchester stated that the Board, at its 1/31/2000 meeting, had voted to allow blanket access to the Boy Scouts and limited access to hunters to walk through this property in order to gain access to the Corps of Engineers property managed by the Department of Natural Resources.

   Tom Heard noted that the Authority could have discriminatory issues if certain groups were permitted to hunt on the property while others were denied use of the property.

   IT WAS THE CONSENSUS OF THE BOARD TO ABIDE BY EXISTING POLICY.

3. GARY WINCHESTER REPORTED THAT HE IS IN RECEIPT OF CORRESPONDENCE FROM CHEROKEE COUNTY RESIDENT SUZANNE TURNER. Ms. Turner had noted that she is alarmed at the growing number of health concerns proven to be a result of the ingestion of fluoride through drinking water. Ms. Turner requested that that Board review this issue and consider the removal of fluoride in the CCWSA water supply.

   Mr. Winchester noted that he had responded to Ms. Turner’s concerns. Mr. Winchester informed Ms. Turner that the Authority’s daily goal is to provide clean, safe drinking water to its customers. Mr. Winchester noted that CCWSA complies with numerous rules and regulations for drinking water designed to be protective of human health. Georgia law requires that all potable water supplies be fluoridated, and the Authority’s water system permit from the Georgia Environmental Protection Division reflects this requirement. The CDC observes that fluoridation of community drinking water is a safe, effective and inexpensive way to prevent tooth decay. The CDC also observes that, like many beneficial vitamins and minerals, fluoride should be taken in the proper amount. The beneficial range for fluoride in drinking water is 0.7-1.2 milligrams per liter. CCWSA’s water is controlled to a fluoride level of 0.8 milligrams per liter, a level on the low side of that range.

   Mr. Winchester noted that the Authority has updated its website with a link to the more broadly informative CDC site about drinking water fluoridation.

4. BUZZ AHRENS REPORTED THAT CHEROKEE COUNTY WOULD LIKE TO SUBMIT AN INSERT REGARDING THE UPCOMING CENSUS, WHICH COULD BE INCLUDED IN FUTURE AUTHORITY BILLINGS. Mr. Ahrens noted that the County would cover any additional costs associated with these inserts.

   MOTION BY GENE CORNELISON AND SECOND BY NANCY MARTIN TO AUTHORIZE TOM HEARD TO WORK OUT THE DETAILS REGARDING THE COORDINATION AND IMPLEMENTATION OF THIS PROJECT. All members voted for the motion.

5. 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 $349,739.14.
6. 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 $283,795.05.
7. DAN CARSON PRESENTED THE 2009-2010 PBS&J GENERAL SERVICES CONTRACT UPDATE. Mr. Carson reported an estimated contract amount of $86,205.00 and a total billing to date of $4,313.70.
8. DAN CARSON PRESENTED THE 2009-2010 INFRATEC SERVICES CONTRACT UPDATE. Mr. Carson reported an estimated contract amount of $39,500.00 and a total billing to date of $0.00.
9. MOTION BY GENE CORNELISON AND SECOND BY ERIC WILMARTH TO APPROVE THE 12/17/09 BOARD MEETING MINUTES AS PRESENTED. All members voted for the motion.
10. MOTION BY NANCY MARTIN AND SECOND BY CHRIS WILBANKS TO APPROVE THE 1/17/10 CALLED MEETING MINUTES AS PRESENTED. Members Martin, Wilbanks, Woodruff, Cornelison, and Ahrens voted for the motion. Member Wilmarth abstained from voting. Motion passed.
11. BETH WILLIAMS PRESENTED THE FINANCE REPORT. Ms. Williams reported that total operating revenues are approximately $1,003,325.00 below budget projections for the period ending 11/30/09. Ms. Williams also noted that total operating expenses are approximately $341,886.00 below budget projections for the same period. Ms. Williams reported a year to date net loss of -$604,977.00 for the period ending 11/30/09.
12. TOM HEARD NOTED THAT, BEGINNING NEXT MONTH AND CONTINUING THEREAFTER ON A MONTHLY BASIS, THE AUTHORITY’S YEARLY UNACCOUNTED FOR WATER REPORT WILL BE INCLUDED IN THE BOARD AGENDA PACKET.
13. CLINT BLACKWELL PRESENTED THE WATER TREATMENT OPERATIONS REPORT. Mr. Blackwell reported an average daily treatment of 13.40 MGD for the month of January at the Etowah River Water Treatment Facility. Mr. Blackwell noted that the Hollis Q. Lathem Reservoir is currently full at 1189 feet.
14. MIKE VENTERS PRESENTED THE WASTEWATER TREATMENT OPERATIONS REPORT. Mr. Venters reported an average daily treatment of 2.583 MGD at the Rose Creek facility, and an average daily treatment of 4.623 MGD at the Fitzgerald Creek facility.
15. MIKE VENTERS PRESENTED AN UPDATED SEWER SPILL REPORT. Mr. Venters noted that CCWSA experienced an increase in sewer spills in 2009, (five spills in 2008 as compared to seven spills in 2009), while experiencing a 19% reduction in the total volume of spills. Rainfall totals increased by 40% for the same period. Mr. Venters noted that CCWSA had no major spills in 2009, and noted that the Georgia EPD defines a major spill as a spill that is greater than 10,000 gallons in volume.

    Mr. Venters stated that grease-related spills continued to decrease from 2008 to 2009, and noted that grease-related spills have decreased by approximately 50% since the 2007 implementation of the Authority’s Grease Control Program.

    Mr. Venters noted a 42% reduction in the average volume of spills from 2008 to 2009 that can be attributed to fast response and proper implementation of Emergency Overflow Response Procedures by construction supervisors and crews, regularly scheduled line inspections by camera crews, continuous maintenance by collection and construction personnel, and precise marking of sewer lines by construction locators for contractors.

16. BILL GRAHAM PRESENTED THE CONSTRUCTION REPORT. MR. GRAHAM REQUESTED APPROVAL OF CONTRACT CHANGE ORDER #4 FOR THE SR 140 UTILITY RELOCATION PROJECT FROM ARNOLD MILL ROAD TO MOUNTAIN ROAD. Mr. Graham noted that the change order is for the extension of time for final completion of the contract from 7/25/09 to 7/25/10. There is no change in the current contract price, which remains at $821,835.80. Mr. Graham noted that the new water main is installed and has been in-service since April 26, 2009. This time extension will give D & H Construction one month after the road contractor is complete to install valve markers, adjust valve boxes, and adjust meters to grade as necessary.

    MOTION BY ERIC WILMARTH AND SECOND BY CHRIS WILBANKS TO APPROVE CONTRACT CHANGE ORDER #4 FOR THE SR 140 UTILITY RELOCATION PROJECT FROM ARNOLD MILL ROAD TO MOUNTAIN ROAD. All members voted for the motion.

17. BILL GRAHAM REQUESTED APPROVAL OF CONTRACT CHANGE ORDER #1 FOR PHASE TWO OF THE SR 92 UTILITY RELOCATION PROJECT. Mr. Graham noted that the change order is for the extension of time for final completion of the contract from 11/30/09 to 7/30/10. There is no change in the current contract price, which remains at $4,245,568.00. Mr. Graham noted that the reason for the change is due to the fact that the road contractor (C.W. Matthews) is currently completing final grading and grassing. Their contract ended 10/2009. Per discussion with the Georgia DOT, C.W. Matthews will not receive an official time extension. The DOT’s estimate is that C.W. Matthews will be complete by June 2010. The new water main is installed and has been in-service since October 1, 2008 (prior to the substantial completion date of February 28, 2009). The time extension will give Mid-South Builders one month after the road contractor is complete to adjust valve boxes and meters to grade as necessary.

    MOTION BY ERIC WILMARTH AND SECOND BY GENE CORNELISON TO APPROVE CONTRACT CHANGE ORDER #1 FOR PHASE TWO OF THE SR 92 UTILITY RELOCATION PROJECT. All members voted for the motion.

18. TOM HEARD PRESENTED THE GENERAL MANAGER’S REPORT. MR. HEARD NOTED THAT PILGRIMS PRIDE HAS CONTACTED THE AUTHORITY FOR A DETERMINATION OF THE DEPOSIT AMOUNT REQUIRED BY THE AUTHORITY FOR PILGRIMS PRIDE, IN LIEU OF PILGRIMS PRIDE COMING OUT OF BANKRUPTCY.

    MOTION BY CHRIS WILBANKS AND SECOND BY GENE CORNELISON TO CHARGE PIGRIMS PRIDE ONE MONTH’S DEPOSIT (BASED UPON MONTHLY AVERAGE CONSUMPTION) TEMPORARILY UNTIL THE BOARD HAS ADEQUATE TIME TO MAKE A FORMAL POLICY REGARDING METERS THAT ARE 4” OR GREATER. Members Wilbanks, Cornelison, Martin, Ahrens, and Wilmarth voted for the motion. Member Woodruff abstained from voting.

    ERIC WILMARTH THEN OFFERED AN AMENDMENT TO THE PRECEEDING MOTION. MOTION BY ERIC WILMARTH AND SECOND BY NANCY MARTIN TO RETAIN THE DEPOSIT CURRENTLY IN PLACE, WHICH INCLUDES THE ADDITIONAL DEPOSIT MADE AT THE ONSET OF BANKRUPTCY. THE BOARD WILL RESEARCH THE IDEA OF ESTABLISHING A FORMAL POLICY REGARDING METERS OF THIS TYPE. Chris Wilbanks accepted this amendment to his previous motion. Members Wilmarth, Martin, Wilbanks, Ahrens, and Cornelison voted for the motion. Member Woodruff abstained from voting. Motion passed.

19. BUZZ AHRENS NOTED THAT HE HAD INQUIRED ABOUT THE CULVERT COLLAPSE AT AIR ACRES SUBDIVISION. Bill Graham noted that a 6” pvc water main runs parallel to the runway at Air Acres. Tom Heard and Bill Graham had informed Mr. Ahrens that the line was installed during the 1970s and is not on the road right-of-way, and exists in a prescriptive easement. A culvert existed that crossed perpendicular under the runway. The culvert has been collapsed for some amount of time. During the September flooding, water was backed up from the collapsed pipe and caused flooding in the area of the County road. The County advised Air Acres that they would need to repair the pipe. The pipe is deep and would require a 30’ wide trench at ground level to replace under the runway.

    Mr. Graham had met with the contractor for the culvert pipe installation, and was advised that the trench would have to remain open for an extended period during construction. Mr. Graham suggested that the easiest way to maintain water service during construction would be to install a steel casing for the water main, which would allow it to free span the open trench during construction.

    Mr. Graham noted that the Authority had requested reimbursement from Air Acres for changing the existing pipe from pvc to steel. Mr. Graham noted that the Authority could install a 6” steel pipe at a distance of 50 feet long, at an estimated cost of $3900.00.

    Mr. Graham noted that the Authority has not received payment from Air Acres at this time, and noted that when payment occurs, the Authority’s construction crew could begin replacement of the pvc piping with steel piping.

20. BILL GRAHAM REPORTED THAT THE SR 20 UTILITY RELOCATION PROJECT WOULD BE BID ON 3/4/10.
21. MOTION BY BUZZ AHRENS AND SECOND BY NANCY MARTIN TO ADJOURN. All members voted for the motion. 

The meeting adjourned at 10:30 A.M.