Commission Minutes December 15, 2016

For your consideration, please review the minutes for the Commission Meeting from December 15, 2016:

BGJWSC_Commission_Meeting_Minutes_December_15_2016_W_Att.docx

To read the minutes, please open or download the pdf from the link above or you may see more below: 

PRESENT:                             

Clifford Adams, Chairman

Donald M. Elliott, Commissioner

Allen Booker, County Commissioner

John A. Cason, III, City Commissioner

Ronald Perry, Commissioner

Robert Bowen, 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 Adams called the meeting to order at 2:00 PM.  Commissioner Booker provided the invocation and Commissioner Adams led the pledge.

PUBLIC COMMENT PERIOD

There being no citizens who wished to address the Commission, the Chairman closed the public comment period.

 Commissioner Perry made a motion seconded by Commissioner Elliott to add an approval item North Mainland Assessment. Motion approved 6-0-1 (vacant seat).

 COMMITTEE UPDATES

Communications & Customer Service Committee Commissioner Adams

There was nothing new to report at this time.

Economic Development Committee – Commissioner Elliott

There was nothing new to report at this time.

Facilities Committee – Commissioner Perry

There was nothing new to report at this time.

Finance Committee – Commissioner Elliott

Discussion items for the Finance Committee will be on the agenda today.

Human Resources Committee – Commissioner Cason

There was nothing new to report at this time.

Legislative Committee

There was nothing new to report.

EMPLOYEE RECOGNITION

Commissioner Cason and Cindy Barnhart, TSI recognized Matthew Samuel Lane as a Water Operator Class 3 under the State Board of Examiners.

APPROVAL

Minutes from the December 1, 2016 Regular Meeting

Commissioner Elliott made a motion seconded by Commissioner Booker to approve the minutes from December 1, 2016 Regular Meeting.  Motion carried 6-0-1 (vacant seat).

Urbana – Change Order; Grouting of Abandoned Sewers – T. Kline

Todd Kline presented the Urbana Change Order.  He stated this was previously presented as a discussion item for the Facilities Committee.  The pricing is now provided with a recommendation.  The Urbana project includes replacing many old defective gravity sewer lines.  The original design documents did not include grouting or grout filling the abandoned sewer mains.  The primary concern is for the lines under roads as they can fail and cause roadway defects like sinkholes and potholes.  It is advisable to grout fill those lines before the contract is up.   The staff has reviewed and recommends to approve the additional project costs as a change order as proposed by Washington County Machine Shop.

 

Commissioner Cason made a motion seconded by Commissioner Booker to approve the Executive Director to facilitate the additional work to properly abandon the sewer mains as presented by Washington County Machine Shop for the total additional amount of $50,396.50 to be processed as a Contract Change Order.

 

There was additional discussion regarding the timeline and if it extends the time frame of the project.  It does not affect the timeline and the completion should be second week of January 2017.  The importance of the completions of this project for the residents in the area was expressed.  This project will also remove the need for the lift station on HWY 17.

 

Motion carried 6-0-1 (vacant seat).

Mansfield St. – Change Order; Sewer Connection Re-Route of 2 Existing Homes – T. Kline

Todd Kline presented the Mansfield Street Change Order.  He stated that during the gravity sewer replacement it was discovered that there were two homes that were not connected properly to the new sewer and were missed on the design.  The total amount for this change order is $8,789.75.

Commissioner Cason made a motion seconded by Commissioner Booker to authorize the Executive Director to execute a contract change order in the amount $8,789.75 for the additional work described in Exhibit A.  Motion approved 6-0-1 (vacant seat).

N. Mainland Basin Assessment and LS4048 Force Main Re-Route Project 701 – J. Junkin

Mr. Junkin presented the N. Mainland Basin Assessment and LS4048 Force Main Re-Route Project 701.  He stated this request approval is for the LS 4048 Force Main Re-Route.  The history was provided regarding the recently provided engineering assessment services from Hussey Gay Bell on project 701.  The assessment was to further analyze the sewer capacity deficiencies originally identified in the 2015 Master Plan and included Lift Stations 4118, 4119, 4110, 4039, 4048, and 4005. The memorandum stated the findings from the initial assessment indicated that at LS4005 the existing 14” diameter force main is not suitable for the current pumping rate requirements.  The recommendation is that a new 24” diameter force main be constructed from LS4005 to the existing 36” diameter gravity sewer along 5th Street.  The memorandum continued by stating that the recently approved SPLOST 2016 referendum will provide the funding for N. Mainland R&R Basin Project 702.  The overall project is estimated to cost $11.7M.  Based on all the information available to date, the LS4005 force main replacement is a crucial piece of the long-term plan to increase sewer capacity.  It was stated that LS4110 is receiving the most pressure.   The projected timeline is still 12 – 18 months before additional REU’s are available at LS4110 even with the upgrades.  It was noted that the potential change in approach was discussed at the December Facilities Committee.  The memo noted an alternative option was provided by Hussey Gay Bell and reviewed by staff.  The re-route of LS4048 force main will have a more long-term positive impact but requires additional time and cost.  The new estimated cost with hourly rates for construction will be $113,570.00.

Commissioner Elliott made a motion seconded by Commissioner Perry that approval be granted for the attached proposal from Hussey Gay Bell in the amount of $113,570.00 to provide professional services for the LS4048 Force Main Re-Route.  Motion approved 6-0-1 (vacant seat).

DISCUSSION

November End of Month Financials Report – J. Donaghy

John Donaghy presented the Financial statements for the November Month End.  The balance sheet was reviewed and the Bond Sinking Fund was discussed.  The detailed revenue and expenditures were reviewed and stated the actual operating revenues are YTD 12.8M. The total operating expenditures were reviewed as well as the net revenues.  It was stated that to some extent the deficit is tied to Hurricane Matthew. Reimbursement is expected from the insurance and FEMA.

EXECUTIVE DIRECTOR’S UPDATE

Mr. Junkin stated he received the resignation of the Commission Clerk, Sandy Egan this week. It was stated that she is retiring when her husband retires.  She stated she appreciated working with the Commissioners and great staff at JWSC and will do her best to train the person that is hired for the position.

 CHAIRMAN’S UPDATE

 EXECUTIVE SESSION

Commissioner Elliott made a motion seconded by Commissioner Bowen to adjourn into Executive Session to discuss Personnel Issues.  Motion approved 6-0-1 (vacant seat).

Return to regular session

Commissioner Perry made a motion second by Commissioner Elliott to return to the Regular meeting.  Motion approved 6-0-1 (vacant seat).

Commissioner Cason made a motion seconded by Commissioner Booker that the Exec. Director to enter into an employment agreement to hire a Deputy Director, Thomas A. Boland Sr. and that the agreement will sunset in six months unless it is terminated by Thomas A. Boland, Sr. or the Executive Director, Jimmy Junkin.  The salary and particulars will be ratified at a later date by the commission.  Motion approved 6-0-1 (vacant seat).

Commissioner Bowen thanked the leaving commissioners for their hard work and strength to carry on the work of the Joint Water and Sewer Commission.  Commissioner Cason agreed and showed his appreciation.

Commissioner Cason made a motion to adjourn the regular meeting.  Motion approved 6-0-1 (vacant seat).

Chairman Adams adjourned the open meeting at 3:08 pm.