Board Meeting Date: August 29, 2011 ~ 4:00 P.M.
PERSONS PRESENT: Nancy Martin, Buzz Ahrens, Steven Woodruff, Eric Wilmarth, Chris Wilbanks, Mike Byrd, Robert Morrison, Tom Heard, David Kubala, Bill Graham, Tom Roach, Wesley Banks, Ryan Sarks, Beth Williams, Clint Blackwell, Jeff Hooper, Corey Ghorley, Dwayne Fowler, Randy Mitchell, Dan Carson, Dwight Turner, Mike Venters, Ron Banks, Brad Dickerson, Craig Ferguson, Gene Hobgood, Rodney Thrash, Kristal Dixon, and Andy Alexander.
Buzz Ahrens, Vice-Chairman, called the meeting to order.
1. AN INVOCATION WAS GIVEN BY BUZZ AHRENS, FOLLOWED BY THE PLEDGE OF ALLEGIANCE TO THE FLAG OF THE UNITED STATES OF AMERICA.
2. BUZZ AHRENS WELCOMED NEWLY-APPOINTED BOARD MEMBER ROBERT MORRISON.
3. MR. AHRENS NOTED THAT IT WAS TIME FOR THE ANNUAL ELECTION OF OFFICERS.
MOTION BY ERIC WILMARTH AND SECOND BY MIKE BYRD TO ELECT NANCY MARTIN AS CHAIR. All members voted for the motion.
MOTION BY ERIC WILMARTH AND SECOND BY STEVEN WOODRUFF TO RE-ELECT BUZZ AHRENS AS VICE-CHAIR. All members voted for the motion.
MOTION BY ERIC WILMARTH AND SECOND BY MIKE BYRD TO ELECT STEVEN WOODRUFF AS SECRETARY. All members voted for the motion.
4. NANCY MARTIN, CHAIR, NOTED THAT THE BOARD COMMITTEE REVIEW ITEM WOULD BE HANDLED AT NEXT MONTH’S MEETING.
5. DWAYNE FOWLER PRESENTED A REQUEST FROM BILL ECHOLS, DIRECTOR OF CAPITAL PROJECTS FOR CHEROKEE COUNTY. In this request, Mr. Echols noted that he and Dwayne Fowler had discussed various concerns regarding the force main running through the site of the proposed new Aquatic Center. Mr. Echols noted that the County is requesting that the Authority vacate this easement since the force main is not in operation and is not a needed line for CCWSA’s operation of its sanitary sewer lines in this area. Mr. Echols noted that the County would remove this line or leave it in place as abandoned structures.
MOTION BY ERIC WILMARTH AND SECOND BY CHRIS WILBANKS TO APPROVE THAT THE AUTHORITY RELINQUISH THE EXISTING EASEMENT ACROSS THE PROPERTY OWNED BY THE CHEROKEE RECREATION & PARKS AGENCYIN EXCHANGE FOR NEW EASEMENTS THATWILL BE TRANSFERRED TO THE AUTHORITY UPON COMPLETION OF INFRASTRUCTURE TO THE NEW AQUATIC CENTER. All members voted for the motion.
6. DWIGHT TURNER PRESENTED A LETTER FROM SUSAN WHITE, DIRECTOR OF THE SEQUOYAH REGIONAL LIBRARY SYSTEM. In this letter, Ms. White extended appreciation to the Authority for making her aware of a water leak at the Hickory Flat Library.
7. DWIGHT TURNER PRESENTED LEAK ADJUSTMENT INFORMATION FOR THE PERIOD ENDING JULY 2011.
8. TOM ROACH PRESENTED THE PROPOSED PERMISSIVE USE AGREEMENT (ATTACHED) BETWEEN THE CCWSA AND SCOUTS CANTON, INC. (BOY SCOUTS) FOR USE OF THE AUTHORITY’S 640-ACRE PROPERTY AT SHOAL CREEK.
MOTION BY STEVEN WOODRUFF AND SECOND BY ERIC WILMARTH TO APPROVE THE PROPOSED PERMISSIVE USE AGREEMENT.All members voted for the motion.
9. MOTION BY CHRIS WILBANKS AND SECOND BY BUZZ AHRENS TO APPROVE THE 7/25/11 BOARD MEETING MINUTES AS PRESENTED. All members voted for the motion.
10. BETH WILLIAMS PRESENTED THE FINANCE REPORT. Mrs. Williams reported that total operating revenues are approximately $158,781.00 below budget projections for the period ending 6/30/11. Mrs. Williams also noted that total operating expenses are approximately $1,604,269.00 below budget projections for the same period. Mrs. Williams reported a year-to-date net income of $1,492,945.00 for the period ending 6/30/11.
11. MOTION BY ERIC WILMARTH AND SECOND BY CHRIS WILBANKS TO APPROVE THE PROPOSED BUDGET FOR FISCAL YEAR 2012 (ATTACHED), BASED UPON THE UNANIMOUS RECOMMENDATION OF THE CCWSA BOARD OF DIRECTORS FINANCE COMMITTEE. All members voted for the motion.
12. BETH WILLIAMS PRESENTED A PROPOSED AMENDMENT (ATTACHED) TO THE FISCAL YEAR 2011 BUDGET IN ORDER TO FULLY FUND THE AUTHORITY’S ANNUAL REQUIRED CONTRIBUTION (ARC) OF THE OTHER POST EMPLOYMENT BENEFITS (OPEB).Mrs. Williams noted that the current FY 2011 budget allows for funding of OPEB in the amount of $522,600.00. Mrs. Williams noted that the Authority’s most recent actuarial valuation estimates an annual required contribution of $852,000 for FY 2011. Therefore, Mrs. Williams requested approval of the proposed amendment to the FY 2011 budget in the amount of $329,400.00 in order for the Authority to fully fund its OPEB annual required contribution of $852,000.00.
MOTION BY ERIC WILMARTH AND SECOND BY STEVEN WOODRUFF TO AMEND THE FY 2011 BUDGET IN THE AMOUNT OF $329,400.00 IN ORDER FOR THE AUTHORITY TO FULLY FUND THE ANNUAL REQUIRED CONTRIBUTION OF THE OTHER POST EMPLOYMENT BENEFITS IN THE AMOUNT OF $852,000.00. All members voted for the motion.
13. CLINT BLACKWELL PRESENTED THE WATER TREATMENT OPERATIONS REPORT. Mr. Blackwell reported an average daily treatment of 18.302 MGD at the Etowah River Water Treatment Plant for the month of August 2011. Mr. Blackwell also noted that the Hollis Q. Lathem Reservoir is currently 1.8 ft. below full pool at 1187.2 ft. Mr. Blackwell reported a cumulative rainfall total of 53.36” for the past 12 months.
14. MIKE VENTERS PRESENTED THE WASTEWATER TREATMENT OPERATIONS REPORT. Mr. Venters reported an average daily treatment of 2.690 MGD at the Rose Creek facility, and an average daily treatment of 2.938 MGD at the Fitzgerald Creek facility.
15. BILL GRAHAM PRESENTED THE CONSTRUCTION REPORT. MR. GRAHAM REQUESTED APPROVAL OF CONTRACT CHANGE ORDER #2 IN THE AMOUNT OF -$427,519.93 FOR THE SR 20 TRUCK CLIMBING LANES WATER MAIN RELOCATION PROJECT. Mr. Graham noted the reason for the change order is to reflect actual quantities installed. Mr. Graham reported a present contract price of $1,669,872.30 and a final contract price of $1,242,352.37.
MOTION BY CHRIS WILBANKS AND SECOND BY STEVEN WOODRUFF TO APPROVE CONTRACT CHANGE ORDER #2 IN THE AMOUNT OF -$427,519.93 FOR THE SR 20 TRUCK CLIMBING LANES WATER MAIN RELOCATION PROJECT. All members voted for the motion.
16. BILL GRAHAM REFERENCED CORRESPONDENCE RECEIVED FROM GEOFFREY MORTON, COUNTY ENGINEER OF CHEROKEE COUNTY. In this correspondence, Mr. Morton stated that Cherokee County has been contacted by a resident and property owner on Gibbs Road, County maintained, regarding permission to install a new water distribution line within the right-of-way. In this correspondence, Mr. Morton further noted that the County does not ordinarily allow the installation of private water lines within its right-of-way because of liability and maintenance issues. Mr. Morton noted that it was his understanding that there are three existing private water lines and meters, located at the intersection of Gibbs Road and Arbor Hill Road, that serve residents along Gibbs Road. If permitted to allow another water line and meter, this would result in a total of four private water lines on Gibbs Road.
Mr. Morton further noted in this correspondence that, in order to protect the integrity of the roadway and right-of-way and to prevent possible future maintenance issues, his office requests that CCWSA consider the construction and installation of a water main along Gibbs Road to supply the existing and possible future residents.
MOTION BY ERIC WILMARTH AND SECOND BY MIKE BYRD TO AUTHORIZE TOM HEARD TO PROVIDE NOTIFICATION TO MR. MORTON THAT THE AUTHORITY WILL CONSTRUCT APPROXIMATELY 900 FEET OF 2 ½” WATER LINE ALONG GIBBS ROAD FOR CHEROKEE COUNTY, PROVIDED THAT CHEROKEE COUNTY WILL BE AGREEABLE TO COVER THE MATERIAL COST ONLY OF $6000.00. THE CCWSA WILL ALSO INSTALL THE ADDITIONAL METER UPON PURCHASE BY THE RESIDENT AND RELOCATE THE EXISTING METERS FROM ARBOR HILL ROAD.All members voted for the motion.
17. TOM HEARD PRESENTED THE GENERAL MANAGER’S REPORT.
18. MOTION BY STEVEN WOODRUFF AND SECOND BY CHRIS WILBANKS TO AUTHORIZE TOM HEARD TO SEND THE PROPOSED NORTHSIDE HOSPITAL-CHEROKEE RELOCATION DETERMINATION REQUEST LETTER (ATTACHED) TO THE GEORGIA DEPARTMENT OF COMMUNITY HEALTH. Members Woodruff, Wilbanks, Wilmarth, Ahrens, and Byrd voted for the motion. Member Morrison abstained. Motion passed.
19. MOTION BY STEVEN WOODRUFF AND SECOND BY ERIC WILMARTH TO APPROVE THE PROPOSED MEMORANDUM OF UNDERSTANDING (MOU) BETWEEN THE CITY OF CANTON, COBB COUNTY-MARIETTA WATER AUTHORITY, AND CHEROKEE COUNTY WATER & SEWERAGE AUTHORITY (ATTACHED). All members voted for the motion.
20. MOTION BY MIKE BYRD AND SECOND BY ERIC WILMARTH TO ADJOURN. All members voted for the motion.