Board Meeting Date: April 29, 2013 ~ 4:00 P.M
PERSONS PRESENT: Nancy Martin, Steven Woodruff, Eric Wilmarth, Robert Morrison, Tom Heard, David Kubala, Bill Graham, Rick Dobbs, Tom Roach, Wesley Banks, Dan Carson, Beth Williams, Clint Blackwell, Jeff Hooper, Dwayne Fowler, Dwight Turner, Ryan Sarks, Mike Venters, Bud Ledsinger, Randy Mitchell, Ron Banks, Judy Jones, Craig Ferguson, Bob Bartlett, and Gil PuffNancy Martin, Chair, called the meeting to order.
1. AN INVOCATION WAS GIVEN BY ROBERT MORRISON, FOLLOWED BY THE PLEDGE OF ALLEGIANCE TO THE FLAG OF THE UNITED STATES OF AMERICA.
2. MS. JUDY JONES, PRESIDENT-ELECT OF THE GEORGIA ASSOCIATION OF WATER PROFESSIONALS, PRESENTED THE AUTHORITY WITH THE PLANT OF THE YEAR AWARD FOR THE AUTHORITY’S ROSE CREEK WASTEWATER TREATMENT PLANT.
3. TOM HEARD NOTED THAT AUTHORITY EMPLOYEE DON BOWDEN IS THE RECEIPIENT OF THE GEORGIA ASSOCIATION OF WATER PROFESSIONALS’ TOP OPERATOR AWARD.
4. DWAYNE FOWLER PRESENTED A REQUEST FROM DAVID WINTERS OF WOODSTOCK SLP, LLC REGARDING A TRANSFER OF SERVICES/489 AGREEMENT LETTER (REQUEST AND MAP ATTACHED). In the correspondence received from Mr. Winters, Mr. Winters stated that Woodstock SLP, LLC is requesting that the Benton House property in Woodstock (+/- 3385 Trickum Road, Woodstock; Parcel ID# 15-1246-011, Tax ID# 15N24033A) have the water and sewer servicing rights transferred from CCWSA to the City of Woodstock. Mr. Winters further noted in his correspondence that the above referenced property lies with the incorporated limits of the City of Woodstock with the City agreeing to provide services with the Authority’s approval. In addition, the cost to connect to the county available sewer system would be cost prohibited due to the numerous easements to be acquired.
Dwayne Fowler noted that it is the recommendation of Authority staff to relinquish this property to the City of Woodstock.
MOTION BY ERIC WILMARTH AND SECOND BY STEVEN WOODRUFF TO RELINQUISH THE SERVICE AREA FOR THIS PROPERTY TO THE CITY OF WOODSTOCK PER THE HB 489 AGREEMENT. All members present voted for the motion.
Dwayne Fowler noted that Authority staff would revise the 489 boundary map and send a copy of the map to the City of Woodstock.
5. JEFF HOOPER REQUESTED APPROVAL OF UPDATES (ATTACHED) TO THE AUTHORITY’S INDUSTRIAL PRETREATMENT MANUAL. Mr. Hooper noted that the Authority’s Industrial Pretreatment Program was approved in 2005. These updates are new data for the Industrial Pretreatment Manual, per the local limits study approved by the EPD.
MOTION BY ERIC WILMARTH AND SECOND BY ROBERT MORRISON TO ADOPT THE UPDATES TO THE AUTHORITY’S INDUSTRIAL PRETREATMENT MANUAL AS PRESENTED. All members present voted for the motion.
6. DAN CARSON PRESENTED THE 2011-003 ATKINS NORTH AMERICA GENERAL SERVICES CONTRACT UPDATE. Mr. Carson reported an estimated contract amount of $280,729.21 and a total billing to date of $247,367.58.
7. DAN CARSON PRESENTED THE 2011-004 McKIM-CREED GENERAL SERVICES CONTRACT UPDATE. Mr. Carson reported an estimated contract amount of $117,977.50 and a total billing to date of $87,257.50.
8. DAN CARSON PRESENTED THE 2011-005 BROWN & CALDWELL GENERAL SERVICES CONTRACT UPDATE. Mr. Carson reported an estimated contract amount of $160,226.19 and a total billing to date of $155,812.79.
9. DAN CARSON PRESENTED THE 2012-008 ATKINS NORTH AMERICA GENERAL SERVICES CONTRACT UPDATE. Mr. Carson reported an estimated contract amount of $47,345.00 and a total billing to date of $13,318.83.
10. DAN CARSON PRESENTED THE 2012-009 McKIM-CREED GENERAL SERVICES CONTRACT UPDATE. Mr. Carson reported an estimated contract amount of $0.00 and a total billing to date of $0.00.
11. DAN CARSON PRESENTED THE 2012-010 BROWN & CALDWELL GENERAL SERVICES CONTRACT UPDATE. Mr. Carson reported an estimated contract amount of $0.00 and a total billing to date of $0.00.
12. DAN CARSON REPORTED THAT BIDS HAVE BEEN RECEIVED FOR THE LIFT STATION UPGRADES AND UST REMOVAL PROJECT. Mr. Carson noted that the low bid received was from FS360, LLC in the amount of $435,419.00. Mr. Carson noted that the construction budget for this project was $623,000.00. Mr. Carson recommended approval of the low bid received from FS360, LLC.
MOTION BY ERIC WILMARTH AND SECOND BY STEVEN WOODRUFF TO APPROVE THE LOW BID OF FS360, LLC IN THE AMOUNT OF $435,419.00 FOR THE LIFT STATION UPGRADES AND UST REMOVAL PROJECT. All members present voted for the motion.
13. DAN CARSON NOTED THAT THE AUTHORITY IS IN RECEIPT OF A RESOLUTION (ATTACHED) FROM THE MAYOR AND CITY COUNCIL OF THE CITY OF HOLLY SPRINGS, GEORGIA, TO COMMIT TO THE PAYMENT OF UP TO $750,000.00 TO THE CCWSA FOR THE CCWSA HOLLY SPRINGS DOWNTOWN SANITARY SEWER SYSTEM PROJECT. Mr. Carson also noted that the Authority is in receipt of a Preliminary Engineering Report (ATTACHED) for this project, which includes an evaluation of the project site and various calculations that will govern the design of the project. Atkins North America has evaluated all three proposed routes for the force main to compare the issues that would affect the construction of the force main. Based upon information presented, Atkins recommended that the Authority choose “Route C” as the proposed route for the force main. Route C costs less to install than either of the two other possible routes, requires the least construction time, requires the smallest number of easements, results in the least amount of property restoration, and requires the shortest lead time before the start of construction. Route C is the route where the proposed force main parallels the alignment of the gravity sewer line from the lift station northward to Walnut Street.
Mr. Carson also noted that the original budget for the construction of the project to a point 600 feet short of Hickory Road totaled $1,335,000.00. To extend the gravity sewer an extra 600 feet to and under Hickory Road as requested by the Authority adds an additional $95,388.00 to the construction cost of the project, for a revised total of $1,430,388.00. Mr. Carson noted that in addition to the construction costs, there are also additional engineering costs to consider, including additional design, permitting, survey, environmental, and construction management costs. Atkins estimated that the extension would cause an increase in the engineering fee of approximately $11,840.00.
Dan Carson presented the following engineering and construction cost estimates (assuming Route C is selected with extended sewer of 600 feet):
Estimated Construction Cost:
Additional 600’ Under Hickory Road $ 95,388.00
Total Estimated Construction Cost: $1,430,388.00
Estimated Engineering Cost:
Budget: $ 158,295.00
Additional Engineering for 600’: $ 11,840.00
Total Estimated Engineering Cost: $ 170,135.00
Total Estimated Cost for Engineering & Construction: $1,600,523.00
Holly Springs Commitment: $ 750,000.00
CCWSA: $ 850,523.00
Dan Carson noted that staff recommends approval of Routing Option C for this project, based upon the Preliminary Engineering Report received by Atkins.
MOTION BY ERIC WILMARTH AND SECOND BY STEVEN WOODRUFF TO APPROVE ROUTING OPTION C FOR THE HOLLY SPRINGS DOWNTOWN SANITARY SEWER SYSTEM PROJECT. All members present voted for the motion.
MOTION BY STEVEN WOODRUFF AND SECOND BY ERIC WILMARTH TO APPROVE THE MODIFICATION TO THE CONSTRUCTION BUDGET OF THE HOLLY SPRINGS DOWNTOWN SANITARY SEWER SYSTEM PROJECT IN THE AMOUNT OF $95,388.00 FOR THE EXTENSION OF THE GRAVITY SEWER AN ADDITIONAL 600 FEET TO AND UNDER HICKORY ROAD. All members present voted for the motion.
MOTION BY STEVEN WOODRUFF AND SECOND BY ERIC WILMARTH TO APPROVE THE CHANGE ORDER IN THE AMOUNT OF $11,840.00 FOR ADDITIONAL ENGINEERING RELATED TO THE HOLLY SPRINGS DOWNTOWN SANITARY SEWER SYSTEM PROJECT. All members present voted for the motion.
MOTION BY STEVEN WOODRUFF AND SECOND BY ERIC WILMARTH TO APPROVE THE HOLLY SPRINGS COMMITMENT OF PAYMENT OF UP TO $750,000.00 TO THE CCWSA FOR THE HOLLY SPRINGS DOWNTOWN SANITARY SEWER SYSTEM PROJECT. CCWSA WILL MANAGE AND PAY ALL ASSOCIATED CONTRACTS FOR ENGINEERING AND CONSTRUCTION, AND BILL HOLLY SPRINGS DIRECTLY FROM THE COMMENCEMENT OF THE PROJECT FOR 50% OF ANY COSTS UP TO $750,000.00, PAYABLE TO CCWSA. All members voted for the motion.
14. DAN CARSON PRESENTED A REQUEST TO ADVERTISE FOR BIDS FOR THE ROSE CREEK DECANTER PROJECT AND FOR DISCUSSION OF SOLE SOURCE DECANTERS. Mr. Carson noted that CCWSA is seeking to make specific upgrades to the Rose Creek WRF, including decanter replacement. The existing decanter equipment is located within SBR basins 1 & 2 and was installed in the late 1980s. The decanter equipment in SBR basins 3 & 4 was replaced in the early 2000’s as part of a plant expansion. Mr. Carson noted that Atkins has evaluated and reviewed different styles of decanters, obtained budget equipment proposals, developed estimates of probable construction cost and prepared a technical memo including a recommendation of the decanter to be used as the basis of final design.
Mr. Carson noted that based upon the review and evaluation of proposals and corresponding installation costs, Atkins narrowed the decanters replacement equipment options down to Aqua Aerobics and ABJ.
Mr. Carson requested to advertise for bids for the Rose Creek Decanter Project, and design around Aqua Aerobics decanters because only 25% of the plant is required to be out of service to install the Aqua Aerobics equipment, as compared to 50% for ABJ. This difference in capacity outage can significantly impact overall plant performance, especially during periods of higher flows.
MOTION BY ERIC WILMARTH AND SECOND BY STEVEN WOODRUFF TO ADVERTISE FOR BIDS FOR THE ROSE CREEK DECANTER PROJECT. All members present voted for the motion.
MOTION BY STEVEN WOODRUFF AND SECOND BY ERIC WILMARTH TO APPROVE THAT THE ROSE CREEK DECANTER PROJECT BE DESIGNED AROUND AQUA AEROBICS DECANTERS DUE TO THE FACT THAT ONLY 25% OF THE PLANT WOULD BE REQUIRED TO BE OUT OF SERVICE TO INSTALL THE AQUA AEROBICS EQUIPMENT AS COMPARED TO 50% FOR ABJ. THIS DIFFERENCE IN CAPACITY OUTAGE COULD SIGNIFICANTLY IMPACT OVERALL PLANT PERFORMANCE, ESPECIALLY DURING PERIODS OF HIGHER FLOWS, AS STATED IN ATKINS’ TECHNICAL MEMO NUMBER 1 (ATTACHED). All members present voted for the motion.
15. DAN CARSON PRESENTED THE 90% CONSTRUCTION DOCUMENTS COST ESTIMATE SUMMARY FOR THE CCWSA 140 W. MAIN STREET RENOVATIONS. Mr. Carson reported a total probable cost of construction of $1,019,672.00.
MOTION BY ERIC WILMARTH AND SECOND BY ROBERT MORRISON TO APPROVE THAT THIS PROJECT GO TO BID BASED UPON THE 90% CONSTRUCTION DOCUMENTS COST ESTIMATE SUMMARY, NOT INCLUDING VALUE ENGINEERING. All members present voted for the motion.
16. TOM ROACH ADVISED THE BOARD THAT HE HAD SENT CORRESPONDENCE TO CHARLES ROBERTSON II, THE ATTORNEY REPRESENTING JON FLAIG, CONCERNING THE ISSUE BROUGHT TO THE BOARD AT THE 3/25/13 MEETING. Mr. Roach noted that he had informed Mr. Robertson that Mr. Flaig’s payment was presented to the Board at the 3/25/13 meeting. The Authority discussed this matter at great length with regards to the issuance of a fine in addition to the sewer charges tendered by Mr. Flaig. Mr. Roach noted that he and Mr. Robertson had previously discussed the possibility of the issuance of a fine, as well as the Authority’s ability to issue fines up to $2500.00. Mr. Roach noted that he believes the Authority has appreciation for the situation regarding Mr. Flaig, but the Authority feels that it is important to not only deter Mr. Flaig from similar conduct in the future, but to maintain precedent for others who might undertake similar measures regarding a well. Ultimately, the Authority unanimously approved the issuance of a $250.00 fine in addition to the $1557.60. Mr. Roach further noted that in the event Mr. Flaig agrees to pay the additional $250.00, this matter will be resolved. In the event Mr. Flaig chooses not to pay the fine, Mr. Roach noted he would return the $1557.60 check issued by Mr. Flaig on 3/3/13 and proceed with efforts to collect the fine and fees.
Dwight Turner noted that the Authority has not received payment for the $250.00 fine at this time. Mr. Turner noted that the payment will be deposited when it is received by the Authority.
17. DWIGHT TURNER REFERENCED CORRESPONDENCE RECEIVED FROM AUTHORITY CUSTOMER CATHERINE OKEKE. In this correspondence, Ms. Okeke stated that since February 2013, she has continued to receive bills well over $300.00. Ms. Okeke further noted that she has contacted CCWSA several times and has spoken with several different people regarding her bill. Ms. Okeke noted she has conducted a leak test at her home, and feels that she does not have a leak.
Dwight Turner noted that an Authority technician went to the Okeke residence, and after performing a meter accuracy test, informed the Okekes that water is going through their system.
In her correspondence, Ms. Okeke noted that she paid a professional leak detector to come to her home on two different occasions. The professional leak detector checked the system and informed the Okekes that there was no leak present.
Ms. Okeke further noted that her husband then came to CCWSA offices to discuss these findings with Authority staff. Authority staff offered the Okekes a rescheduling of the bills for the Okekes to pay. Mr. Turner noted that this account is current.
Ms. Okeke noted that she is officially disputing her last three bills and requests CCWSA’s attention to this matter, including bringing in a professional leak detector expert and changing the meter if necessary.
Dwight Turner noted that an Authority technician has once again checked this meter for accuracy, and has confirmed once again that water is going through the system.
IT IS THE CONSENSUS OF THE BOARD TO ABIDE BY EXISTING POLICY. THEREFORE, NO ADJUSTMENTS TO THIS ACCOUNT WILL BE MADE.
18. DWIGHT TURNER PRESENTED LEAK ADJUSTMENT INFORMATION FOR THE PEROIOD ENDING MARCH 2013.
19. MOTION BY ERIC WILMARTH AND SECOND BY STEVEN WOODRUFF TO APPROVE THE 3/25/13 BOARD MEETING MINUTES AS PRESENTED. All members present voted for the motion.
20. MOTION BY STEVEN WOODRUFF AND SECOND BY ROBERT MORRISON TO APPROVE THE 4/25/13 CALLED MEETING MINUTES AS PRESENTED. All members present voted for the motion.
21. BETH WILLIAMS PRESENTED THE FINANCE REPORT. Mrs. Williams reported that total operating revenues are approximately $1,050,960.00 below budget projections for the period ending 2/28/13. Mrs. Williams also noted that total operating expenses are approximately $746,045.00 below budget projections for the same period.
22. CLINT BLACKWELL PRESENTED THE WATER TREATMENT OPERATIONS REPORT. Mr. Blackwell reported an average daily treatment of 13.146 MGD for the month of April 2013 at the Etowah River Water Treatment Facility. Mr. Blackwell also reported that the Hollis Q. Lathem Reservoir is currently full at 1189 feet. Mr. Blackwell reported a cumulative rainfall total of 55.89” for the past 12 months.
23. MIKE VENTERS PRESENTED THE WASTEWATER TREATMENT OPERATIONS REPORT. Mr. Venters reported an average daily treatment of 2.9 MGD at the Rose Creek Wastewater Treatment Facility, as well as a total reuse monthly flow of .707 MG. Mr. Venters reported an average daily treatment of 3.7 MGD at the Fitzgerald Creek Wastewater Treatment Facility.
24. BILL GRAHAM PRESENTED THE CONSTRUCTION REPORT. Mr. Graham reported that Authority construction crews are currently replacing pipe on Eubanks Road. Mr. Graham noted this work should be completed sometime next week.
25. TOM HEARD PRESENTED THE GENERAL MANAGER’S REPORT. MR. HEARD REFERENCED CORRESPONDENCE RECEIVED FROM AUTHORITY CUSTOMER HAROLD DOMBECK. In this letter, Mr. Dombeck stated that he wanted to bring to the Authority’s attention the excellent work, coordination, and customer care of Authority construction crews responding to the water main break on 3/12/13.
In this correspondence, Mr. Dombeck further noted that CCWSA personnel did a superb job of isolating the break, repairing the break on the 8” water main, cleaning up the debris on the street, placing temporary steel plates on the roadway for access, and repairing the extensive damage to the road, curb, catch basin, and Mr. Dombeck’s
landscaping. Mr. Dombeck noted that the Authority crews were professional, courteous, and worked quickly with minimal supervision.
26. MOTION BY ERIC WILMARTH AND SECOND BY STEVEN WOODRUFF TO SCHEDULE THE MAY BOARD MEETING FOR THURSDAY, MAY 23, 2013 AT 9:00 A.M., DUE TO THE MEMORIAL DAY HOLIDAY. THERE WILL BE NO BOARD AGENDA MEETING/WORK SESSION FOR THE MONTH OF MAY. All members present voted for the motion.
27. MOTION BY ERIC WILMARTH AND SECOND BY STEVEN WOODRUFF TO ADJOURN. All members present voted for the motion.