Commission Meeting Minutes April 6, 2017

For your consideration, please review the minutes from the Commission Meeting on April 6, 2017:

Commission Meeting Minutes April 6, 2017 with Attachments

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Brunswick-Glynn County Joint Water and Sewer Commission

1703 Gloucester Street, Brunswick, GA 31520

Thursday, April 6, 2017 at 2:00 PM 

COMMISSION MINUTES 

PRESENT:                             

Donald M. Elliott, Chairman

Clifford Adams, Commissioner

Michael Browning, Commissioner

Cornell L. Harvey, Commissioner

Robert Bowen, Commissioner

Steve Copeland, Commissioner

Dave H. Ford, Commissioner 

ALSO PRESENT:                 

Jimmy Junkin, Executive Director

Charlie Dorminy, Legal Counsel HBS

Thomas A. Boland, Sr., Deputy Director

John D. Donaghy, Director of Administration & Finance

Todd Kline, Senior Engineer

Pam Crosby, Director of Purchasing                                               

Chairman Elliott called the meeting to order at 2:00 PM.  Commissioner Copeland provided the invocation and Chairman Elliott led the pledge. 

PUBLIC COMMENT PERIOD

Chairman Elliott opened the public comment period.  There being no citizens for public comment, Chairman Elliott closed the public comment period. 

COMMITTEE UPDATES

Compliance & Legislative Committee – Commissioner Browning

No update at this time.  The next meeting will be held on April 19, 2017 at 1:00 pm. 

Facilities Committee – Commissioner Adams

No update at this time.  The next meeting will be held on April 13, 2017 at 3:00 pm. 

Finance Committee – Chairman Elliott

No update at this time.  The next meeting will be held on April 19, 2017 at 2:00 pm. 

Human Resources & Safety Committee – Commissioner Harvey

Commissioner Harvey presented the following update.  The Committee had met earlier the same morning, April 6 at 10:00 am. Two proposals were approved to be forwarded to the full Commission. The first was the Proposed Amendments to the Evaluation and compensation Policies and Procedures, and the second was Proposed Amendments to the Probationary Period and Paid Time Off Benefits. Recruiting statistics was also discussed along with the hiring process of the JWSC and claims history.  For the next meeting plans are to discuss proposed orientation and training of new employees, and recurring training for existing employees. The next meeting will be held on Thursday, May 4, 2017 at 10:00 am.

Public Information & Customer Relations Committee – Commissioner Copeland

Commissioner Copeland presented the following update.  The Committee met on Tuesday, April 4, 2017 at 2:00 pm.  During the Public Comment period a presentation was made by Monica Smith.  She provided two recommendations to the Committee as follows:  (1) Modify the JWSC New Customer Application process to eliminate Social Security numbers, and (2) Set up the system so that Lessors/Landlords are ultimately responsible for a bill in the event it isn’t paid by the tenant.  Discussion level presentations were provided by Jay Sellers on an “Effective Community Engagement Program,” “Community Lifeblood Campaign” and a suggested “Proudly Serving High Quality H2O Campaign.”  Agenda items to be added to the next meeting Agenda include: (1) Effective Community Engagement Program – A diagrammatic representation of what would be considered a resilient Effective Community Engagement Program which can be used as a tool for assisting the P.I. & C.S. Committee in guiding the development of this campaign, and (2) A fifteen minute draft “Value of the JWSC” presentation that highlights certain key points as follows: (a) The value of the JWSC to the county, state, nation and world, (b) Top value customers, (c) Status of the JWSC facilities, (d) Infrastructure projects/costs necessary to support a resilient system, and (e) Other items as deemed necessary.  The next meeting will be held on Tuesday, May 2, 2017 at 2:00 pm. 

APPROVAL

  1. Minutes from the March 16, 2017 Regular Meeting

Commissioner Ford made a motion seconded by Commissioner Browning to approve the minutes from March 16, 2017 Regular Meeting.  Motion carried 7-0-0. 

  1. Lift Station 4048 Pipe Pre-Purchase – P. Crosby

Pam Crosby presented the recommendation to pre-purchase the pipe required for the upcoming Force Main Improvements Project on Lift Station 4048. The Invitation For Bid on the construction was released on March 24, 2017.  The construction will require 3,300 feet of 24” HDPE pipe of which the lead time for these materials is approximately 6-8 weeks.  In order to accommodate the desired construction start date of no later than July 1, 2017, it is recommended that JWSC immediately make a direct purchase for this material.  Pam also presented the IFB Timeline, Bid Tabulation for the pipe, and the product Specification sheet. There was some further discussion on the pipe, delivery, costs and warranty.  This direct and immediate pre-purchase of the pipe would allow JWSC to lock in the existing pricing and delivery schedule without risk of price increase or delivery delay if items were not bid until after the contract award.  The anticipated delivery for the product would be the week of 6/21/2017.

Commissioner Browning made a motion seconded by Commissioner Harvey to approve the pre-purchase of 3,300 feet of 24” HDPE pipe for the Lift Station 4048 Force Main Improvements, Project No. 701 from HD Supply Waterworks in the amount of $238,993.00.  Motion approved 7-0-0.

  1. Resolution – Post-Issuance Compliance Policies and Procedures for Governmental Tax-Exempt Bonds and Tax Credit Bonds – J. Donaghy

John Donaghy presented a recommendation to approve the Post Compliance Resolution for JWSC-Related Governmental Tax-Exempt Bonds and Tax Credit Bonds to the Commission.  He noted that in obtaining the 2 Capital Leases for the Vac-Con Trucks and Pumps, the JWSC bond counsel Gray Pannell & Woodard, LLP suggested that JWSC have a written policy for disclosure in bond issuance. This is not a requirement of the IRS, however the IRS has begun recommending that issuers of tax-exempt borrowings have written procedures in place to ensure that proceeds of such borrowings are properly used in a timely manner and that the handling of proceeds complies with the arbitrage and rebate requirements.

Commissioner Harvey made a motion seconded by Commissioner Ford to approve the Post Compliance Resolution for JWSC-Related Governmental Tax-Exempt Bonds and Tax Credit Bonds.  Motion approved 7-0-0.

  1. Proposed Evaluation & Compensation Policies and Procedures – J. Donaghy

John Donaghy presented the proposed amendment to the Evaluation and Compensation Policies and Procedures to the Commission for approval.  JWSC staff proposed this method of employee evaluations that is a more effective evaluation tool and that may be modified to more appropriately measure the performance of an array of employee positions. John explained that this simplified evaluation form applies a rating score of 1 through 5, with a score of 3 meaning that the employee is meeting standards.  If an employee scores a 1, 2 or 3 there is no additional pay increase other than the COLA.  A score of 4 will provide a one-step increase along with the COLA, and a score of 5 provides a two-step increase along with the COLA, not to exceed a total of 5 percent pay increase. Additionally this modification in policies and procedures will facilitate budgeting and keep the JWSC pay scales current with market conditions. John noted that with the annual compensation not to exceed 5 percent it will be easier to budget appropriately. John mentioned that meetings have been held with all employees and this proposed evaluation and compensation policy has been discussed and explained to everyone. 

Commissioner Harvey made a motion seconded by Commissioner Copeland to approve the proposed changes to the Evaluation and Compensation policies of the JWSC, subject to the policy language being reviewed by legal counsel, and that a salary and wage adjustment of 2.5% be implemented effective for the pay period beginning April 24, 2017, ending May 7, 2017.  Motion approved 7-0-0.

  1. Proposed Amendments to the Probationary Period & Paid Time Off Benefits – J. Donaghy

John Donaghy presented the proposed amendment to the Probationary Period and Paid Time Off Benefits to the Commission. He explained that the probationary period for new employees will be raised from 6 months to a 1 year period.  Also with the current system employees earn 1 day of sick leave and 1 day of vacation time each month, but are not able to use any of that paid time until they have completed their probationary period with JWSC.  Staff is proposing for each new hire to be given 30 hours each of paid sick and vacation time upon being hired, prior to their accrual, and they will be able to use this paid time off during their probationary period.

Commissioner Ford made a motion seconded by Commissioner Bowen to approve the proposed changes to the Compensated Absences of the Personnel Policy for the JWSC, subject to policy language being reviewed by legal counsel.  Motion approved 7-0-0. 

DISCUSSION

  1. R & R Capital Projects Update – T. Kline

Todd Kline presented the R & R Capital Projects Update to the Commission. First he discussed the Capital Projects that are currently in the construction phase.  Project 232 – SR99 Waterline Extensions – Phase I – In the engineering design a re-route of waterline is necessary due to existing utilities, and are awaiting G-DOT approval.  Phase II – Contractor starting on wetland bores along SR99, this portion of construction is 15% completed.  Phase IIA and III are complete.  Project 319 – Urbana Sewer Replacement – A map was provided indicating progress on paving of roads.  Sanitary sewer and sewer services, Water, Storm system, and PS4019 Demolition are all completed.  Remaining items: Installation of sewer lateral cleanouts, manhole inverts, paving of roadways, replacement of concrete/asphalt sidewalks and driveways.  Project 421 – Mansfield St. Sewer Replacement – Contractor is primarily working on the storm water portion of the Project. Sanitary sewer is complete excluding final grouting & adjustment work.  Continued Bi-Weekly meetings.  PROJECT 503 – Canal Crossing Water & Force Main Improvements – Project is essentially complete except for the 16” water main being lowered by the Contractor and final punch list items and record drawings.  Project 504 – Canal Crossing Pumpstation – 95% Complete with Lift Station 4101 online.  Awaiting final punch list items and record drawings.  Project 505 – Pumpstation 2032 Regional Station and Forcemain – 100% of forcemain installed.  Balance of work: bore tie-ins, pipe fitting @ PS2032, headworks tie-in @ Dunbar WWTP.  Todd then discussed the Capital Projects that are in the Engineering Design Phase.  Those Projects are: Project 501 – Alder Circle, Project 602 – holly St. Sewer Rehabilitation/Replacement, Project 701 – PS4048 Force Main Improvements, Project 702 – North Mainland Sewer Basin Re-route, Project 703 – PS4003 Decommission & Gravity Sewer, Project 704 – Canal Road to Glynco Parkway 12” Water Main Loop, and Project 705 – Hautala to Old Jesup 12” Water Main Loop.

  1. Results of 2307 Gloucester Lot Bid – J. Junkin

Mr. Junkin gave a brief update on the results of the 2307 Gloucester Street Lot bid.  The responder was substantially below the appraised price.  Possible re-negotiations may be offered. 

EXECUTIVE DIRECTOR’S UPDATE

Mr. Junkin advised the Commissioners of the upcoming Finance/Budget Workshop on April 13, 2017 from 10:15 am until 2:00 pm. 

CHAIRMAN’S UPDATE

Chairman Elliott advised that he has been through the Budget process at JWSC five times, and he has found the workshops and information to be very educational.  He noted the consultants and speakers who would be in attendance, and possible final outcomes of the workshop. 

EXECUTIVE SESSION

Commissioner Harvey made a motion seconded by Commissioner Copeland to adjourn into Executive Session to discuss property and litigation issues.  Motion carried 7-0-0.

The Chairman stated that there will not be a vote after the Executive Session.

Back in Session.

Commissioner Browning made a motion seconded by Commissioner Adams to return to the Regular Meeting.  Motion carried 7-0-0.

Commissioner Browning made a motion seconded by Commissioner Ford to adjourn the Commission Meeting.  Motion carried 7-0-0.

There being no additional business to bring before the Commission, Chairman Elliott adjourned the open meeting at 4:37 pm.