Columbus, Georgia

DECEMBER 11, 2001









The regular monthly meeting of the Board of Water Commissioners of

Columbus, Georgia, was held at the office of the Columbus Water Works on

Monday, December 11, 201, at 1:30 p.m., the following Commissioners being

present:

James Yancey, Chairman

Kathelen Spencer, Treasurer

Leon Siegel

Harry Vernon

Mayor Bobby Peters



Receipt of the Minutes of the November 12, 2001, meeting was

acknowledged by the Board and approved a written.

President Turner announced to the Board that the Water Works received

three more awards during the past month. They are as follows:



1. State of Georgia Distribution and Collection System Award

2. State of Georgia Wastewater Collection System Award

3. Project Safety Award for the Public Sector





President Turner informed the Board that after receiving these three awards,

the Water Works has received a total of 19 state, regional and national awards

during the year 2001. Chairman Yancey spoke on behalf of the Board in saying

how proud they were of the whole staff for their hard work and accomplishments.

Next, Chairman Yancey recognized Tony Mercer of Fountain, Arrington, Bass,

Mercer & Lee to present the Water Works? Annual Audit Report. Following a

brief summary, the Board acknowledged receipt of this year?s Audit Report.

Management presented the reports from the Division of Operations, Division of

Engineering and Division of Environmental and Information Services. Following

each presentation, the Board acknowledged the Division Reports for the month of

November.

Management reminded the Board that at last months meeting they were advised

that through the efforts of Congressman Mac Collins the Water Works was able to

get appropriations in the amount of $1.5 million. This $1.5 million would go

towards the process to produce Class A Biosolids at the South Columbus Water

Resources Facility.

The project is provided in three phases. The first phase is Facility Planning

and involves the following:



1) Protocol Development

2) Construction and Testing of a full scale reactor for its plug

flow capacity

3) Pilot Scale Testing at a university to demonstrate the effectiveness

of pathogen destruction by the plug flow thermophilic process

4) Reporting, Peer Review and acceptance of the process by EPSA





Phase Two of this project is the design and Phase Three is the construction and

testing. Phase one and Phase Two can be completed with approved funds on the

basis of 55% federal share and 45% local share. Management advised that the

Water Works cost for Phases One and Two would be about $1.4 million to be paid

from the State Revolving Fund Program. The Georgia Environmental Facilities

Authority, who manages the SRF Program, has indicated that money is available

for use on this project. Management informed the Board that if successful an

estimated payback to the Water Works is about five years due to lower costs for

biosolids disposal.

Following discussion, motion was made and seconded authorizing Management to

proceed with this project. Motion carried.

Management advised the Board that funding for work by the Department of

Transportation (DOT) contractors on several road projects, specifically the

Macon Road Widening, was provided from reserve funds ($700,000) during

development from the current budget. The DOT consolidated two separate

projects severely compacting the Water Works time allowed for utility

relocation work. Management stated that in order to meet the new schedule and

avoid conflict with the DOT it is necessary that the work bid on Macon Road be

contracted while recognizing that the funding shortfall is provided from the

Fiscal 2002-03 Budget.

Management reminded the Board that at last months meeting they approved $1.2

million in the design of projects in anticipation that the U.S. Congress would

pass an Economic Stimulus Bill containing funds for water and wastewater

projects. At this time, water and wastewater funding has been dropped,

therefore the proposed design work has been suspended until funding can be

reinstated by Congress.

Management accepted bids on December 4th for water and sewer line adjustments

in conjunction with the DOT Macon Road Widening Project. The work involves

the relocation of 11,000 LF of 6?, 10?, 12? and 16? water main, and the

relocation of 170 LF of gravity sewer. The following bids were received:

Gordy Construction Company $989,558

Jones General Contracting No Bid

Following review of the bid and scope of work, staff has value engineered a

cost savings of $138,640.00, reducing the contract amount to $850,918.00

After discussion, motion was made and seconded authorizing Management to award

the Macon Road Widening Water and Sewer Adjustment Project to Gordy

Construction Company in the amount of $850,918.00. Motion carried.

The Financial Report for the month of November, along with the Meter Reading,

Employee Services and Customer Service?s Reports, were presented to the

Board. Following discussion, motion was made and seconded to accept the

reports. Motion carried.

Following the Financial Report, Secretary Blount reminded the Board of an

earlier report presented at the July Board meeting called ?Customer Oriented

Operations Optimization (CO3) Report?. The recommendations that came out of

this report are as follows:



1. Increase the hours when customer service is available:

Current Customer Service Officer Hours

Lobby Hours 9:00 a.m. ? 5:00 p.m. 8 hrs/day

Drive-Thru 8:00 a.m. ? 5:00 p.m. 9 hrs/day

Telephone Service 8:00 a.m. ? 5:00 p.m. 9 hrs/day

Meter Services 8:30 a.m. ? 5:00 p.m. 8.5 hrs/day

(?on call? crew available until 9:00 p.m.)



Proposed Customer Service Office Hours



Lobby Hours 9:00 a.m. ? 5:00 p.m. 8 hrs/day

Drive-Thru 7:00 a.m. ? 7:00 p.m. 12 hrs/day

Telephone Service 7:00 a.m. ? 7:00 p.m. 12 hrs/day

Meter Services 7:00 a.m. ? 7:00 p.m. 12 hrs/day







2. Allow water service to be restored, following a cut-off for

non-payment, without the customer being home:



The proposed policy and release of liability in support of this recommendation

have been reviewed and endorsed by our attorney.



3. Reduce the hours when water service restoration is available,

following a cut-off for non-payment:



The CO3 report recommends establishing a deadline for submission of payments in

order for customers to receive ?same-day? service. The recommended deadline

for this policy is 2:00 p.m., rather than the current 5:00 p.m. Implementing

this change will significantly reduce the overtime expenditures for the Meter

Services Department.



4. Increase public communications efforts:



Recommended action ? Purchase more media contact with customers.



5. Lengthen the meter reading/billing cycle:



A comprehensive cost analysis does not support a change at this time.



6. Invest in improving the quality of interaction between CWW

representatives and customers:



Establish a regular in-service training program for customer service

representatives and cashiers ? recommendation to be included as part of the FY

02-03 Budget process.



Routinely phone customers prior to a scheduled on-site visit; implement routine

follow-up phone calls after an on-site visit ? process currently being reviewed

by Information Services Department for viability as an automated process.



After discussion, Secretary Blount recommended that these policies become

effective February 2002. During the month of January, bill inserts outlining

these changes will be utilized. As a follow-up, inserts will accompany the

February ? April bills. The Secretary will give a follow-up report to the

Board at its May Board meeting. Motion was made and seconded to approve these

changes. Motion carried. President Turner informed the Board that the Water

Works is observing its 100th Anniversary December 2002, and kicked it off by

the Christmas lighting ceremony on November 26th at the North Columbus Water

Resource Facility. President Turner advised the Board that they have proposed

an outline of activities to do throughout the year in recognition of the Water

Works? history. Also, President Turner advised that they have had a

preliminary discussion with Richard Hyatt on going back through the newspapers

and chronicle the history of the Water Works subject to Board approval.

President Turner informed the Board that it would take approximately $150,000

to achieve such events, which includes establishing two additional scholarship

funds. Management hopes to raise most of these funds through sponsorships and

contributions from consultants, contractors, equipment suppliers, etc. In the

event the Water Works cannot fully fund these events through contributions,

Management requested that reserve funds be utilized to make up any

difference. Following discussion, motion was made and seconded authorizing

Management to proceed with these events. Motion carried.

Next, President Turner wanted to make the Board aware of a request from

Mr. Isaiah Hugley, Deputy City Manager, to allow two members of the Youth

Advisory Council, sponsored by the School Board and City Council, to

participate in a non-voting manner in the Board?s activity. After discussion,

the Board acknowledged this request.

Management provided copies of letters thanking members of the staff for

their participation and services provided from various organizations and

individuals. The Board acknowledged Management?s report.

There being no further business the senior staff and the Board went into

Executive Session to discuss a real estate and legal matter. No action was

taken. The meeting was adjourned.









_________________________________

Emory E. Blount, Secretary