April 9, 2007
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,
April 9, 2007, at 1:30 p.m., the following Commissioners being present:
Kathelen Amos, Chairperson
Harry Vernon, Treasurer
Phillip Thayer
Billy Blanchard
Mayor Jim Wetherington
Receipt of the Minutes of the March 12, 2007, meeting was acknowledged
by the Board and approved as written.
Management presented the reports from the Division of Operations and
Technical Services, Division of Engineering and Division of Strategic and
Master Plan Implementation. Following each presentation the Board
acknowledged the Division Reports for the month of March.
Management informed the Board that due to the tornado activity in early
March the Water Works had sanitary sewage to backup into three homes in the
Bunker Hill area. The investigation revealed that there was a temporary
blockage in the main line which caused these backups. The customers affected
by the incident brought it to the attention of Councilor Mimi Woodson. She
notified the Water Works and requested that they send the City Manager a copy
of its standard operating procedures for sewer backups. Management complied
with Councilor Woodson?s request. A copy of the Standard Operating Procedures
developed in July 2003 is on file at the Water Works? office.
Next, Management gave a detailed report on the Ft. Benning Contract
Modification Procedures. They are as follows:
Ft. Benning Contract Modifications
Allows for additional work
Initiated by either Ft. Benning or CWW
Both parties sign each contract modification
Procedure
Define scope of work
Obtain competitive pricing for construction
Apply CWW administration cost
Submit scope and fee to Ft. Benning
Ft. Benning drafts contract modification for CWW review
CWW provides review comments
Contract modification executed by both parties
CWW authorizes work to proceed
CWW bills Ft. Benning for completed work
Ft. Benning pays CWW
CWW pays contractor
Status of Contract Modifications
Following the report on the Ft. Benning Contract Modifications,
Management requested the Board to approve the Water Works ongoing commitment to
serve Ft. Benning?s additional work requests via the Contract Modification?s
Process as described above. Management will continue to report on the status
of the modifications in the Engineering section of the Board report each
month. Motion was made and seconded approving the process of the Ft. Benning
Contract Modification Procedures. Motion carried.
Next on the agenda, Management gave a presentation of the history of
the Land Reclamation Site including Oxbow Meadows.
Management reminded the Board that this site was not adequate to handle
all of Columbus Water Works? biosolids and that the Columbus Demonstration
Project (CBFT3), was tested and proved to be a successful process for creating
Class A biosolids that could be distributed and used more favorably by the
general public. The following benefits are:
Producing Class A biosolids allows for wider distribution
Produced dry solids are projected to be reduced by 15% through thermo/meso
combination
Increased solids destruction followed by dewatering reduces nitrogen content
per ton of dry solids by 25% to 50%
Management informed the Board that additional equipment could be added to the
CBFT3 Project that would produce electrical power to be used by the Water
Works. The addition of high efficiency engines to produce electrical power
and heat for the anaerobic digestion process will result in a significant
annual power cost savings even after covering additional costs for operations
and maintenance of the new engines. The payback and projected net cash flow
will result in a payback after 11 years and a 15-year savings to the Water
Works of approximately $1.6 million and a 20-year savings of approximately $3.8
million.
At this point, Management introduced the project engineer, Mr. John Willis of
Brown and Caldwell to the Board. Mr. Willis was present at the meeting to
explain the process of handling the request for proposals for the additional
equipment.
Mr. Willis advised that by the Water Works using the ARES engines they would
produce 20% more power and be more efficient than other options. He gave a
comparison of features from three different manufacturers shown below:
Comparison of Features of Three ARES Manufacturers
Manufacturer
CaterpillarCumminsWaukesha
Capacity
1.6 MW1.75MW1.0 MW
Size, LxW in feet
251? x 79?287? x 83?191? x 85"
Units required
223
Required building size,
65? x 45?
68? x 45?
56? x 66?
LxW in feet
Ventilation air, cfm
60,000 each
60,000 each
42,000 each
Heat produced, btuh14.5 Mbtuh each16.0 Mbtuh each9.0 Mbtuh each
Mr. Willis informed the Board that request for proposals were
previously issued to the above mentioned ARES manufacturers: Caterpillar,
Cummins and Waukesha. The proposals were received in November 2006. The
proposed purchase price, number and unit capacity for each manufacturer is
provided below:
Engine Proposal Capital Costs Comparison
Manufacturer
CaterpillarCumminsWaukesha
Proposed number of
Units and size
(2) 1.6 MW Units
(2) 1.75MW Units
(3) 1.0 MW Units
Proposed purchase
Price
$3.23M
$2.25M
$4.06M
The following schedule for this project is listed below:
1. Sign and execute Letter of Understanding Late April
A. Pay $25,000 for submittals, design and firm price
maintenance once submittals are approved.
B. Agree to purchase two 1.75 MW ARES Engine-
Generators from Cummins with controls and
appurtenances if and only if the cost of the CBFT3
Advanced Demonstration project is within budget.
C. Agree to a Service and Maintenance Contract with
Cummins which is estimated to cost between $150,000
and $250,000 per year, depending on individual
engine run time.
2. Receive design submittals from Cummins Late May
3. Finalize CBFT3 design Late June/Early July
4. Open bids for CBFT3 project Late August
5. Award CBFT3 general construction contract Late September
6. Release Cummins to fabricate engines Before end of Nov.
7. Engines delivered to the SCWRF site Mid June 2008
Following a lengthy discussion with the Board Management requested permission
to enter into a Letter of Understanding with Cummins for the design and
purchase of the engines. Also, to pay a $25,000.00 fee for the design and
pricing of the service and maintenance contract. Motion was made and seconded
authorizing Management to sign a Letter of Understanding with Cummins for the
above mentioned engines. Motion carried.
President Turner advised the Board that the Water Works received the American
Academy Environmental Engineer?s top award for research at the national
level. This is one of two major engineering groups that offer awards. The
CBFT3 project was selected as the top research based award in the country. It
will be presented in Washington, D.C. at the National Press Club on May 2nd.
The Board members were invited to attend.
Management provided the Board with an update on the Strategic and Master
Facilities Plan Implementation. It has been previously reported that an
example of keeping the strategic plan up-to-date was the SCAN workshop that was
held in November 2006. The teams are working now to implement the changes
recommended from the workshop.
In 1999 Management used the growth projections that were current at that time
which were used to predict future water and wastewater demands and to put
priorities on projects in the Capital Improvement Plan. When the plan was
updated in 2004, our current conditions at that time reflected a loss due to
the reduction of large water users such as the textile mills. Since that
time, Ft. Benning?s Water and Wastewater system has been added to the Columbus
Water Works? system. Also, BRAC with its associated growth at Ft. Benning and
influences in the area, along with the projected growth from AFLAC and the KIA
plant, it is necessary to reevaluate past projections of population and growth
and the priorities put on projects so that they are current with the conditions
that exist today.
Management informed the Board that the Water Works is reengaging Jordan, Jones
and Goulding and their associates who assisted in the 2004 update to bring this
plan current. Ft. Benning has agreed to contribute $559,000 to help update
this plan which leaves $200,000 to be contributed by Columbus Water Works and
is a part of the $300,000 previously approved by the Board at last months
meeting. This will take twelve to sixteen weeks and will identify projects on
the Ft. Benning post that need to be designed when the funds are made available
by Ft. Benning that Steve Davis described earlier.
Next, Management advised the Board that the Strategic Plan identifies six
values held by the Water Works. Values are how the company does business and
how we carry out our plans. The second value identified states that the Water
Works is a Customer Focused organization. The value further defines that
employees will:
Ensure customer satisfaction by providing:
The highest quality of products and services available at a
reasonable cost
(Be) Dedicated and committed to understanding and fulfilling our
customers? needs
Put customers interests first
Seek and apply innovative approaches to serve our customers
Some specific actions that are taken to keep the customers involved are listed
below:
Each year Customer Focus Groups are held to meet with customers
To ask them what is valuable to them
Stakeholders Interviews
Customer Service Satisfaction Survey
Field Operations Performance Survey
The above actions are used to gain input from the customers that will influence
our Strategic Plan and how we do business. The Board acknowledged
Management?s report.
The Financial Report for the month of March including Ft. Benning, along with
the Meter Reading, Employee and Customer Services? Reports, were presented to
the Board. Following discussion motion was made and seconded to accept the
reports. Motion carried.
Management advised the Board that due to the devastating storm that affected
the Columbus area March 1st, the Division of Customer, Employee and Financial
Services created an ?ad hoc? response team to review and make recommendations
regarding our role as a utility. The Storm Relief Initiatives are outlined
below:
Identified the primary area affected by the storm
Conducted initial assessment of storm damages by conducting field review
Plan of Action to address billing and customer service issues
Review bills for abnormal readings
Review temporary cut-offs from 1-5 March for possible rebates
Conducted a follow-up field review of storm area to assess damages
Complete on-going review and assessment of customer service activities
(requests for re-reads, disconnects, service order requests, etc.)
Management requested Board approval that allowed Management, on a case-by-case
basis, to make an adjustment in excess of the standard 1/3 credit leak
adjustment, if excess is related to storm damages. Also, Management asked the
Board for their approval to waive the reconnection fee of $20 when damaged
homes are repaired and services are reconnected. Motion was made and seconded
authorizing Management to make an adjustment in excess of the standard 1/3
credit on a case-by-case basis and to waive the reconnection fee of $20 when
damaged homes are repaired. Motion carried.
Management informed the Board that members of the Employee Wellness Committee
are beginning to plan the Annual Health and Benefits Fair, which is scheduled
for Thursday, May 24 at the Service Center and Friday, May 25 at the Main
Office. This event gives the employees the opportunity to complete general
health screenings (vision, blood pressure, body fat, etc.) as well as update
their benefits package. Vendors representing local companies, such as the
Business Resource Center, educational institutions, banking and fitness centers
are also slated to participate. Management extended an invitation to all
Board members to attend this event.
Management advised the Board that during the month of March, several of the
Customer Service Representatives and Cashiers went out into the field to train
with the Meter Service Department. The employees spent a day training with a
technician to learn how to read and change out a meter, check for leaks, and/or
repair a broken curb stop. Additional cross-training has been scheduled
through the month of June so that the Field Technicians can spend a day with a
Cashier or Customer Service Representative. This type of hands-on knowledge
and information will allow each department to assist customers in a more
efficient manner. The Board acknowledged Management?s report.
Last on the agenda, President Turner provided the Board with copies of the
following items of information:
Mutual Aid Agreement with Phenix City ? Approved by all parties involved
Thank you letter to Billy Turner from Marcus Peacock, U.S. EPA ? Service
provided to the U.S. Environmental Protection Agency?s Environmental Financial
Advisory Board
Thank you letter to Billy Turner from Joy Solomon, ?Drug Free?You & Me? for
CWW?s support ? Paula Goble, Gerald Hall, Jr., William Kent and Natasha Hall
Certificate of completion to Danthea Hill from the University of North Carolina
at Chapel Hill
Thank you note to Becky Butts regarding the ?Rotary Walk for Water?
Letter to Gwen Ruff from Carl Brown and Susan Berry for supporting the 2007
Dare to Dream Teen Summit
There being no further business the regular meeting adjourned and senior staff
and the Board went into Executive Session to follow-up on the status of
Easements for the 1) Heiferhorn Creek Sewer Extension Project, 2) discuss a
legal issue, and 3) personnel matter.
Upon coming out of Executive Session, the following action was taken on the
Executive Session items:
Easements for Heiferhorn Creek Sewer Extension Project ? Motion was made and
seconded authorizing Management to formalize the offer of $7,260 lump sump
payment to Mr. and Mrs. Perry Brooks (Parcel 5) and $12,000 lump sum payment to
Mr. Clay Allen (Parcel 6) in exchange for an executed easement to include
replacement of trees. Motion carried.
Motion was made and seconded authorizing Management to proceed with eminent
domain on outstanding Parcels 8, 9, 10, 11 and 12, if easements cannot be
reached on a timely basis. Motion carried.
Legal Issue ? Chattahoochee River Flows ? Attorneys Barry Vaught with
Hatcher-Stubbs and Lee DeHihns and Ben Snowden with Alston and Bird were
present to discuss any and all aspects of CWW?s proposed lawsuit against the
Corps of Engineers. The approval to finalize and file complaint in federal
court was postponed. No action taken.
Personnel Matter ? No action taken.
There being no further business the meeting adjourned.
____________________________________
Emory E. Blount, Secretary
Attachments
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