HCWSA Board Meetings and Committee Meetings
May 25, 2004
STATE OF GEORGIA
COUNTY OF HENRY
I. CALL TO ORDER/ATTENDANCE
A scheduled meeting of the Henry County Water and Sewerage Authority Board was held on Tuesday, May 25, 2004 at the Authority Administration Building located at 1695 Hwy. 20 West, McDonough, Georgia. Mr. Ken Phillips, Chairman, called the meeting to order at approximately 1:17 p.m.
Board Members present were: Kenneth L. Phillips, Chairman; Christi Conner Tate, Vice Chairman; Darrell Walker, Secretary; Al J. Smith, Jr. and Ray Rainer. Also in attendance were: Lindy D. Farmer, Jr., General Manager; Kim Osborne, Clerk; Pat Hembree, Engineer; Roderick Burch, Financial Officer; Ray Novotny, Customer Service Manager; Messrs. John Dean and Jimmy Thurmond, ARCADIS; Messrs. Garry Garretson and Skip Layton, Stantec Consulting; Dr. Rick Whiteside, Wetland Ecological Consultants; and Mr. Chris Wood, JWA.
Visitors Present: None
II. ACCEPTANCE OF AGENDA
Motion was made by Mrs. Tate and seconded by Mr. Smith to accept the Agenda as presented. Motion carried unanimously.
III. REPORT OF ATTORNEY
Mr. Welch was not in attendance.
IV. REPORT OF CONSULTANTS
John Dean/ARCADIS
Mr. Dean reported to the Board on the status of construction and design projects. A written report was also provided to the Board.
Walnut Creek Interceptor – Mr. Dean reported that Gary’s Grading continues with pipe-laying activities. He stated that soil and erosion controls are in place and are being monitored. He reported that plans for the construction of the sewer bypass and splitter box at the Camp Creek Plant is being assessed and evaluated in order to avoid interruption of service.
Walnut Creek Plant and LAS – Mr. Dean reported that Crowder Construction is nearing completion of final grading at the influent pump station and that asphalt paving continues. He reported that site grading and seeding work is nearing completion. He stated that monitoring of soil and erosion control measures continues. Mr. Dean stated that mechanical, plumbing and electrical work is nearing completion at the electrical, maintenance, control, solids handling and blower buildings. Crowder continues to test and start-up equipment utilizing water pumped from Walnut Creek. Mr. Dean reported that yard piping is also being tested.
Big Cotton Indian Creek Pump Station – Mr. Dean reported that Haren Construction has soil and erosion control measures in place which are being monitored. He stated that Haren is currently working on the installation of the wet well foundation and that work continues for the form, tie and pour of reinforcing steel for the walls and slabs. Mr. Dean presented Pay Estimate No. 2 in the amount of $110,231.90 and recommended that it be approved for payment.
Big and Little Cotton Indian Creek Interceptor – Mr. Dean reported that Rockdale Pipeline is making good progress on the Big and Little Cotton Indian Creek Interceptor. He stated that survey and construction lay-out activities continue. He reported that clearing and grubbing operations are nearing completion. He stated that drilling and blasting activities continue in order to begin laying the pipe for the interceptor. Mr. Dean presented Pay Estimate No. 2 in the amount of $103,736.12 and recommended that it be approved for payment.
Stormwater Management Program – Mr. Dean reported that Georgia EPD has approved the watershed assessment and watershed protection plan in a letter dated May 14, 2004. He reported that Henry County’s stormwater manager will respond to comments from EPD on the Notice of Intent in order to finalize the document.
Big Cotton Indian Force Main - Mr. Dean reported that bids have been received for this project and that we are progressing with the acquisition of necessary easements. He reported that a formal recommendation on award of the bid for the project should be made by June 22, 2004.
Garry Garretson/Stantec Consulting, Inc. – Mr. Garretson reported to the Board concerning the status of construction projects and also provided a written report.
Tussahaw Road and Bridge Relocations/Dam Improvements –
Mr. Garretson reported that bridge design over Peeksville Road is approximately 40% complete and should complete design in the next three to four weeks. He stated that easement plats are being prepared and will be delivered to the Authority very soon. Mr. Garretson reported that road design is now complete.
Tussahaw Transmission Main – Mr. Garretson reported that design of the transmission main is now complete and will be sent to EPD for review and approval in the next few days. He stated that half of the easement plats are complete and will be delivered to Authority next week.
NE Elevated Tank – Mr. Garretson stated that plans for the project have been submitted to EPD for review and that Stantec is now awaiting approval from EPD. He stated that once is approval is received from EPD, Stantec will release the project to be advertised for bids.
Authority’s Administration Entrance Road & Parking Project
Mr. Garretson stated that the contractor plans to start on the Authority’s administration project mid-June. Until then, there is no additional information to report on the project.
Tussahaw Water Treatment Plant – Mr. Garretson reported that Winter Construction is working on the 6 mg clearwell and is pouring the slab today. He reported that the base slab has been poured for the raw water pump station. He stated that the project is coming along well. Mr. Garretson reported that a change order will be submitted at a future Board meeting for rock excavation totaling approximately $93,000 computed using unit pricing. Mr. Garretson stated that the basement for the chemical building has been excavated and concrete is being poured for the suction well. He reported that the slab for the well has been poured and that the contractor is starting work on the walls. He stated that pipe grading is complete and that storm water detention pond BMP’S are in place. He stated that work continues on the sludge thickener; the center well has been poured and the contractor is starting to tie steel and install piping. Mr. Garretson stated that Central GA EMC will be is building a substation on site and that Stantec is approximately 50% complete with design of the substation. Mr. Garretson presented Pay Estimate No. 2 from Winter Construction in the amount of $867,074.00 and recommended that it be approved for payment.
Tussahaw Reservoir – Mr. Garretson stated that Brad Cole continues work on the emergency spillway and that slab and sidewalls are all in place. He said that Cole is pouring weir walls for the labyrinth and is backfilling on the outside of structure. He reported that the saddle dams are complete and the pool area is 60% cleared. Mr. Garretson stated that the key ways are in on the north side at the main dam and that the contractor is now working on south side. He reported that the mud mat has been installed at the primary spillway. He reported that Brad Cole will begin work to renovate the private dams and install the cul de sac on Moccasin Gap Road in about one month.
Mr. Garretson presented Change Order No. 8 for the 12’ wide steel bridge across the emergency spillway. The contractor felt that safety issues would justify the installation of the bridge. Mr. Garretson stated that Brad Cole went back to Keystone to negotiate the best price and that Keystone lowered its price about $30,000 despite rising steel prices. Brad Cole feels that the Authority should approve the construction of the bridge in order to provide access to both sides of the dam in case of emergency. Mr. Farmer stated that the Board has had previous discussions concerning the safety issues involved with having immediate access. He stated he had also discuss the matter with Mr. Hembree and Mr. Whitson and all concur that the Authority should move forward and approve the construction of the bridge based upon the safety issues presented.
Motion was made by Mr. Walker and seconded by Mrs. Tate to approve Change Order No. 8 to contract with Brad Cole Construction in the amount of $299,559.00 for the construction of a 12’ wide steel bridge across the emergency spillway at the new Tussahaw Reservoir in order to provide accessibility to both sides of the dam. Motion carried unanimously.
High Service Pump Replacement and Filter Improvements –
Mr. Garretson informed the Board that its decision to move forward with filter rehabilitation at the water plant was a good one. He informed the Board that a few days ago the Towaliga Water Treatment Plant was running at 21 mgd. Mr. Smith concurred that the Board had acted appropriately in approving Crowder to complete these improvements. He also commended the Authority’s staff and consultants for their foresight and planning to get this project completed prior to the peak demand season. Mr. Garretson stated that Crowder Construction is finishing up on this project.
Mr. Garretson presented Pay Estimate No. 10 from Crowder Construction in the amount of $428,396.34 and recommended that it be approved for payment.
East Lake Road Pump Station – Mr. Garretson advised that Precon Corporation is has basically completed this project and is only waiting for materials to complete the installation of pumps.
Mr. Garretson presented Change Order No. 1 for additional security items requested by the Authority’s security staff in the amount of $14,797.36. He stated that the contract amount will not increase since the cost of these upgrades will be deducted from contingencies included in the contract.
Motion was made by Mr. Walker and seconded by Mr. Rainer to approve Change Order No. 1 to contract with Precon Corporation in the amount of $14,797.36 for additional security items at the East Lake Road Pumping Station. Motion carried unanimously.
Mr. Garretson presented Pay Estimate No. 7 from Precon Corporation in the amount of $202,131.00 and recommended it be approved for payment.
Dr. Rick Whiteside/Wetland Ecological Consultants
Dr. Whiteside referred the Board to his utility line update report with respect to the status of wetland and stream permitting. He reported that delineation has been completed on the North Ola Sewer Line coming from the new schools proceeding down Nails Creek and tying into the Walnut Creek line. Dr. Whiteside reported that this would be a fairly significant permit potentially impacting wetlands.
Dr. Whiteside reported that the permit application was submitted on May 7, 2004 for the Tussahaw Transmission Main. He reported that the Authority should receive its permit in about 45 days at which time Stantec can proceed with bidding the project for construction.
Dr. Whiteside stated that Mr. Dean had reported on the approval of the water quality management plan by EPD. He advised the Board that this is also referred to as Special Condition No. 15 on the Tussahaw Reservoir permit checklist. Dr. Whiteside stated that his firm will be performing the biological sampling as part of the water quality management plan and will be sampling at 12 locations throughout the county. He informed the Board that he would hand-deliver EPD’s letter of approval to the Corps so that this special condition can be completed in the Corps’ records.
Mr. Chris Wood/JWA
Mr. Wood reported to the Board concerning recent media events and also provided a written report to the Board. He reported that the fishing permit story was mailed out yesterday and that interest in fishing at the Authority’s reservoirs has increased. He presented future media ideas for water conservation and also the opening of the Walnut Creek facility. Mr. Wood also recommended a release on the approval of the water quality management plan as well as the Tussahaw projects. He reported that JWA staff will begin working on the next newsletter which will go out to the public in July. He reported that JWA staff continues to work with James Whitaker to update and improve the Authority’s web site as well as the design of the Authority’s .net site to be used by the Authority’s engineering department for project information, bids and jobs open for bidding by contractors. He reported that the Authority’s Crisis Communication Team had a meeting on Thursday with Max Hill and that work continues on a draft crisis communication plan. Mr. Wood stated that JWA is working to submit an application on behalf of the Authority to Georgia Water & Pollution Control for a Public Education Award. He stated that the Authority is doing a great job with public education and is hopeful that GWPCA will recognize the Authority for its efforts. Mr. Wood stated that Mr. Phillips will participate in a talk show with Kay Pippen of the Henry County Chamber to discuss water issues which will air on Cable Channel 15 the week of June 14th. Mr. Wood encouraged everyone to watch the program.
V. REPORT OF GENERAL MANAGER
Mr. Farmer advised the Board that Mr. Burch would discuss a proposed draft of the budget for fiscal year 2004/2005 at the end of the Board meeting and that no executive session will be held at today’s meeting.
Mr. Farmer advised the Board that he would be meeting tomorrow with Mayor Craig, City of McDonough and Mr. James Lee, City Manager to address some issues concerning the transition of services to the Authority under the terms of the House Bill 489 agreement between the Authority and the City. Mr. Farmer advised that under the agreement the Authority will be taking over service of areas west side of the railroad track. Mr. Farmer recommended that the process be completed in three phases: Green Valley, Wesley Lakes and Blacksville. He advised that the process would be lengthy and that a number of issues need to resolved under a stand-alone agreement with the City. Mr. Farmer recommended that the stand-alone agreement require the City to provide the Authority with as-builts of the City’s system, materials specifications as well as customer information. He suggested the agreement also contain provisions for the transfer of service and public notification. He informed the Board that there are likely areas served by polybutylene pipe which will need to be replaced. He said the most pressing issue for the City is the tie-in to the Authority’s Camp Creek facility. He stated that Pat Hembree would talk to the City to determine what capacity the Authority will be taking on from the decommissioning of that system. Mr. Farmer advised the Board that he had spoken with Mr. Andrew Sullivan at EPD and that they are aware of the agreement with the City. Mr. Farmer stated he would like to have the Board’s direction concerning a stand-alone agreement outlining these areas of concern.
Mrs. Tate expressed her concern that the agreement allows the City to expand its limits and requested some clarification of that issue. Mr. Farmer replied that the City has an allocation of 1,000,000 gallons and that the areas the Authority will be serving comes off of that allotment, i.e. Wesley Lakes, Green Valley, Blacksville and Avalon. He stated that these are high density areas.
Mr. Farmer then distributed to the Board a copy of a letter sent to him by Mr. Rick Brownlow of the Metro North Georgia Water Planning District. The undated letter was sent by the City of McDonough to the Water Planning District requesting to double its capacity in its facility. Mrs. Tate expressed her concern that no public notifications concerning this requested increase had been issued. She stated that the citizens along the city’s limits feel that the City is increasing its allotment and that the Authority will pick up the capacity needed by the City.
It was a consensus of the Board that Mr. Farmer should seek a legal opinion from Mr. Welch concerning the intent of the letter sent by the City of McDonough to the Metro North Georgia Water Planning District. The Board also concurred with Mr. Farmer that a separate stand-alone agreement is necessary in order to outline the process by which the Authority will take over certain service areas and to provide that the Authority will receive information necessary to effect this transition.
The members of the Board indicated that they are prepared to issue a motion to rescind or suspend the agreement if the City will not agree to those terms under a separate stand-alone agreement. Mrs. Tate stated the Authority cannot subsidize the City and the way they have allocated their capacity.
Mr. Smith expressed his concern that the Authority would expend significant funds to make improvements to the Wesley Lakes and Blacksville areas and then potentially lose the area back to the City at some future point without reimbursement to the Authority of the expenses it has incurred. Mr. Farmer stated that Mr. Welch will need to clarify that the City will not have the option of retaking the service area and if it did the Authority would be reimbursed for all improvements.
Mr. Farmer stated he would like to meet with the Mayor Craig and Mr. Lee on an act of good faith and to present Board’s concerns. Mr. Smith suggested that the Board could be called together if necessary to take additional action in the event Mr. Farmer cannot negotiate a stand-alone agreement. Mrs. Tate interjected that the Authority’s Board did not have knowledge of the City’s letter to the Metro North Georgia Planning District when the Board approved the House Bill 489 agreement with the City. She stated she would like clarification of the City’s intentions to request an increase in its current capacity.
After some discussion, Motion was made by Mr. Smith and seconded by Mrs. Tate to hold in abeyance the motion previously made by the Board approving the adoption of the House Bill 489 Agreement with the City of McDonough at its meeting of May 11, 2004, subject to:
1. Consultation with the Authority’s counsel to clarify the meaning and intent of the City’s letter to the Metro North Georgia Water Planning District; and
2. Pending the outcome of Mr. Farmer’s meeting with City officials concerning a stand-alone agreement with the City for the transition of its service areas to the Authority.
Motion carried unanimously.
Mr. Farmer stated he would forward a copy of the City’s letter to Mr. Welch for a legal opinion.
Mr. Burch addressed to Board concerning the proposed budget for FY 2004/2005. Mr. Farmer stated that he had reviewed the budget and had already cut approximately $1,000,000.00 of proposed expenditures. Mr. Burch distributed copies of the proposed budget and gave a brief presentation concerning capital projects and funding for said projects. He also discussed projected income from the sale of water and collection of sewerage impact fees. Mr. Farmer advised the Board that final budget would be presented for approval at the Board’s last meeting in June.
Mr. Farmer also reminded the Board that the annual employee cook-out is scheduled for June 5, 2004. He encouraged the Board to join the Authority’s employees and to bring members of their families.
VI. APPROVAL OF MINUTES – May 4, 2004 (Joint Meeting with BOC)
May 11, 2004 (Regular Meeting of the Board
Motion was made by Mr. Walker and seconded by Mrs. Tate to approve the Minutes of the Joint Meeting with the Henry County Board of Commissioners conducted on May 4, 2004. Motion carried unanimously.
Motion was made by Mr. Walker and seconded by Mrs. Tate to approve the Minutes of the Regular Meeting of the Board conducted on May 11, 2004. Motion carried unanimously.
VII. APPROVAL OF ACCOUNTS PAYABLE
Motion was made by Mr. Walker and seconded by Mrs. Tate to authorize payment of accounts payable as presented. Motion carried unanimously.
VIII. PAY ESTIMATES
Motion was made by Mr. Rainer and seconded by Mr. Walker to approve for payment Pay Estimate No. 2 from Haren Construction Company, Inc. in the amount of $110,231.90 (Big Cotton Indian Creek Pump Station) for work performed from 2/26/04 through 4/25/04. Motion carried unanimously.
Motion was made by Mr. Rainer and seconded by Mr. Smith to approve for payment Pay Estimate No. 2 from Rockdale Pipeline, Inc. in the amount of $103,736.12 (Big Cotton Indian Creek Phase 1 and Little Cotton Indian Creek Interceptor) for work performed from 3/26/04 through 4/25/04. Motion carried unanimously.
Motion was made by Mr. Rainer and seconded by Mrs. Tate to approve for payment Pay Estimate No. 2 from Winter Construction Company in the amount of $867,074.00 (Tussahaw Water Treatment Plant) for work performed from 3/26/04 through 4/26/04. Motion carried unanimously.
Motion was made by Mr. Rainer and seconded by Mrs. Tate to approve for payment Pay Estimate No. 7 from Precon Corporation in the amount of $202,131.00 (East Lake Road Pump Station Expansion) for work performed from 3/26/04 through 4/25/04. Motion carried unanimously.
Motion was made by Mr. Walker and seconded by Mr. Rainer to approve for payment Pay Estimate No. 10 from Crowder Construction in the amount of $428,396.34 (Towaliga River Water Treatment Plant – High Service Pump Replacement & Filter Rehabilitation) for work performed from 3/25/04 through 4/25/04. Motion carried unanimously.
IX. BIDS
Mr. Rainer presented the following bids received for manhole materials for the Rocky Branch extension:
Atlantic Precast Concrete Company $37,201.00
Foley Products Company $35,836.00
McArthur Concrete Products, Inc. Incomplete
Oldcastel Precast, Inc. No Response
Motion was made by Mr. Walker and seconded by Mr. Rainer to accept the apparent low bid of Foley Products Company in the amount of $35,836.00 subject to tabulation and evaluation. Motion carried unanimously.
Mr. Rainer presented the following bids received for manhole materials for the Timber Ridge School extension:
Atlantic Precast Concrete Company $47,135.00
Foley Products Company $45,561.50
McArthur Concrete Products, Inc. Incomplete
Oldcastel Precast, Inc. No Response
Motion was made by Mr. Walker and seconded by Mr. Rainer to accept the apparent low bid of Foley Products Company in the amount of $45,561.50 subject to tabulation and evaluation. Motion carried unanimously.
Mr. Rainer presented bids received for construction materials for the Eagles Landing and N. Mt. Carmel Road Park projects as well as to replace inventory:
Consolidated Pipe & Supply Company, Inc. $33,047.90
Ferguson Underground, Inc. No Response
Hayes Pipe Supply, Inc. $28,536.70
Hughes Supply $30,124.81
Macon Supply No Response
MainLine Supply $27,391.00
Premier Utilities $30,372.58
National Waterworks No Response
Motion was made by Mr. Walker and seconded by Mr. Rainer to accept the apparent low bid of MainLine Supply in the amount of $27,391.00 subject to tabulation and evaluation. Motion carried unanimously.
X. PROJECTS
Mr. Farmer presented the following project for approval by the Board and indicated that it was in compliance with Water Authority policy.
06-30 Liberty Square Park II
LL 229, 230; District 6
WS: 3,000’ – 8” DI
SS: 2,205’ – 8” SDR35; 108’ – 8” DI
58 lots by Reese Builders & Developers
07-856 Head Lane Waterline Extension
LL 156; District 7
WS: 480’ – 8” DI
By: Petition
Motion was made by Mr. Walker and seconded by Mr. Rainer to approve said projects as recommended by Mr. Farmer. Motion carried unanimously.
XI. EXECUTIVE SESSION - No Executive Session was held.
XII. ADJOURNMENT
Motion was made by Mrs. Tate and seconded by Mr. Walker to adjourn the meeting at approximately 3:40 p.m. Motion carried unanimously.
__________________________________
Kenneth L. Phillips, Chairman
______________________________
Kimberly Turner Osborne, Clerk
