For your consideration, please read the minutes from the Commission Meeting held on Thursday, March 20, 2025 at 2:00 p.m. in the Commission Meeting Room.

Commission_Minutes_03-20-2025_with Attachments

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

 

Brunswick-Glynn Joint Water and Sewer Commission

1703 Gloucester Street, Brunswick, GA 31520

Commission Meeting Room

Thursday, March 20, 2025, at 2:00 pm

COMMISSION MINUTES

PRESENT:                             

G. Ben Turnipseed, Chairman

Clayton Watson, Vice-Chairman

Charles Cook, Commissioner

Wayne Neal, Commissioner

Lance Sabbe, Commissioner

Dave Ford, Commissioner

Bill Edgy, Commissioner

 

ALSO PRESENT:                  

Andrew Burroughs, Executive Director

Charles A. Dorminy, HBS Legal Counsel

LaDonnah Roberts, Deputy Executive Director

Todd Kline, Director of Engineering

David Owens, Director of Finance

Pam Crosby, Director of Procurement

Christa Free, Procurement Coordinator

Fred McGinty, Oakbridge Insurance

 

MEDIA PRESENT:                None

                                               

Chairman Turnipseed called the meeting to order at 2:00 PM.

Commissioner Watson provided the Invocation, and Commissioner Cook led the Pledge of Allegiance.

 

PUBLIC COMMENT PERIOD

Chairman Turnipseed opened the public comment period. There being no public comment, Chairman Turnipseed closed the public comment period.

 

EMPLOYEE RECOGNITION

Employees scheduled for recognition were unable to attend.

 

COMMITTEE UPDATES

Facilities Committee – Chairman Turnipseed provided an update on the Facilities Committee Meeting held on March 19, 2025.

Finance Committee – Commissioner Watson provided an update on the Finance Committee Meeting held on March 19, 2025.

 

AMENDMENT TO AGENDA

Commissioner Cook made a motion seconded by Commissioner Sabbe to defer Approval Item #8 to the next meeting.  Motion carried 7-0-0.

 

APPROVAL

1. Minutes from February 20, 2025, Commission Meeting

Commissioner Cook made a motion seconded by Commissioner Neal to approve the minutes from the February 20, 2025, Regular Commission Meeting.  Motion carried 7-0-0.

 

2. Minutes from February 20, 2025, Executive Session

Commissioner Cook made a motion seconded by Commissioner Edgy to approve the minutes from the February 20, 2025, Executive Session.  Motion carried 7-0-0.

 

3. FY26 Property and Liability Insurance Renewal – A. Burroughs/F. McGinty

Mr. Burroughs explained that BGJWSC’s insurance coverage is under a suite of coverage packages with multiple carriers that is updated around this time every year. The two main pieces are the property insurance and the liability package, which includes auto liability. JWSC saw a fairly significant jump in the liability package, almost a 20% increase, which was mostly offset by a reduction in the property package, a 4% reduction. Total cost increase this year is $9,154, for a total premium for the six lines of coverage of $724,386. A summary sheet was provided that included the different coverages and limits that JWSC has, as well as a detailed proposal provided by Mr. Fred McGinty with Oakbridge Insurance. The information provided included the automobile schedules, property schedules, etc. Commissioner Watson posed some questions related to automobile coverages and deductibles at the March 19, 2025, Finance Committee. Mr. Burroughs introduced Mr. McGinty. Mr. McGinty provided the additional information to the Commission that was requested at the Finance Committee meeting, and he offered to answer further questions from the Board.

Commissioner Cook made a motion seconded by Commissioner Sabbe that the Brunswick-Glynn Joint Water and Sewer Commission approve insurance renewal rates for each coverage category and insurer as listed in the attached 2025 Property and Liability Insurance Premium Summary.  Motion carried 7-0-0.

 

4. Contract Award – SPLOST Exit 29 WPF & EST – Div 2 – A. Burroughs

Mr. Burroughs informed the Board that this item was heard at both the Facilities and Finance Committee meetings the previous day. Both committees voted to recommend moving the item forward for the full Commission’s approval.

He reminded the Board that in January 2025 JWSC awarded bids for Division 1 and Division 3 of this project. The work was bid as three separate Divisions. Division 1 was a conversion of a fire well into a water production facility through the addition of treatment chemicals and a ground storage tank. Division 3 was for some distribution system improvements to loop some neighborhoods more effectively and stop them from being single-fed. Division 2 is for the construction of a 500,000 gallon elevated storage tank. When JWSC bid all three together, no bids were received for Division 2. Initially, JWSC allowed for three different styles of water tanks to be included. When the work was rebid, JWSC narrowed it down to just the composite style tank, and two bids were received. Bids were received on March 6, 2025. The low bid was from Landmark Structures at $7,767,000 for the construction of Division 2. Thomas & Hutton, the Engineer of Record, had a $9.6 million Opinion of Probable Cost on Division 2. This will, if awarded, consume the bulk of the remaining Tier One SPLOST funds awarded at SPLOST 2022. There will be $361,942 uncommitted for SPLOST 2022 funding for Tier One. A letter of recommendation to award this contract to Landmark Structures from Thomas & Hutton is attached to the memo, as well as a bid tab. A mathematical error was discovered in the Caldwell Tanks bid. That was adjusted, but it did not impact who the low bid was on the contract.

Considering the values of this item plus item three on our agenda (construction phase services contract for this work and the other two divisions), if both contracts are awarded at the values shown, JWSC will exceed the allotted SPLOST Tier One funds. JWSC does have the potential for, if collected, an additional $2 million in SPLOST Tier Two funding from Glynn County, if collected, which appears likely. The BGJWSC logo will be displayed on at least one side of the tank, and it will be visible from I-95.

Commissioner Ford made a motion seconded by Commissioner Neal that the Brunswick-Glynn Joint Water and Sewer Commission award a contract to Landmark Structures, LLC in the amount of $7,767,000.00 for Division 2 of the Exit 29 Water Production Facility & Elevated Storage Tank project. Motion carried 7-0-0.

 

5. Contract Award – SPLOST Exit 29 WPF & EST Construction Phase Svcs. – A. Burroughs

On April 20, 2023, JWSC awarded a contract for design, engineering and bid preparation to Thomas & Hutton for engineering services for the SPLOST Exit 29 Water Production Facility and Elevated Storage Tank project. Mr. Burroughs stated that, at that time, a percentage of construction cost was requested for the construction phase services, such as submittal reviews, and payout reviews, as well as 40 hours per week of onsite observation of construction while construction is occurring. Thomas & Hutton’s percentage at the time of that RFP was 3%. However, at the time of that solicitation, the project was intended and written into the RFP as being awarded under one contract. Since this work is now separated into three separate contracts with three separate vendors, Thomas & Hutton has requested an adjustment to 3.8%, as allowed by their engineering contract, for the construction phase services. Based on the total cost of the project being $12,825,011, 3.8% of that is $487,350. JWSC did have to re-bid Division 2 as previously described, and there were some permitting fees that were not included in the original proposal. The total cost, including the rebid and the permitting fees, for this request is $493,608. Again, this would commit all of the Tier One SPLOST funding and $131,666 of the Tier Two SPLOST funding. Commissioner Sabbe asked if the work to be managed by Thomas & Hutton also supports expansion of the Port. Mr. Burroughs replied that while the Port does not buy water from JWSC, the offsite improvements that are ongoing and the growth that is being incurred residentially because of Port operations will benefit from that work.

 Commissioner Sabbe made a motion seconded by Commissioner Watson that the Brunswick-Glynn Joint Water and Sewer Commission award a contract to Thomas & Hutton in the amount of $493,608 for construction phase services for the Exit 29 Water Production Facility & Elevated Storage Tank project.  Motion carried 7-0-0.

 

6. Contract Award – Academy Creek WCPF Sludge Dryer Repairs – A. Burroughs

JWSC operates a Fenton sludge dryer at Academy Creek. Mr. Burroughs explained that Fenton is no longer in business, so JWSC is unable to buy a Fenton dryer. Trying to find parts has been very challenging, and with the improvements JWSC is making at Academy Creek, significant stress has been put on the dryer that previously was not placed upon it. JWSC has run into some issues with some bearings and related items at the site. When the dryer runs it will run some solids up to about 95% solids before taking it to the landfills, versus 15 to 18% coming off the belt presses. The landfills have certain limitations related to permitting that limit the volume of wet sludge that they can accept from JWSC.

There is one company, AIT Services, Inc. that is operated by one of the original designers of the Fenton sludge dryer. JWSC cannot locate parts from any other provider, so JWSC requested a quote from AIT Services to provide parts and labor to repair the dryer.

Mr. Burroughs noted that a correction is needed in the second paragraph under Staff Report. The $139k number does not include expediting one of the parts to shorten the timeframe. That amount is for the parts for the sprocket. It would cost approximately $8,000 to expedite the part so that JWSC can get the dryer back online sooner. For AIT Services to provide the parts and labor then completely rehab the dryer with new bearings, new sprockets and swivels, the cost would be $147,200.68. Considering the difference in hauling costs when the dryer is running, this investment would have a two-month payback. JWSC is running over 100 tons a month through the landfill right now. Saving 75% of the cost of 100 tons a month adds up quickly. Staff is evaluating the potential of adding a second dryer, but that would be a longer-term decision.

Commissioner Ford made a motion seconded by Commissioner Edgy that the Brunswick-Glynn Joint Water and Sewer Commission award in the amount of $147,200.68 to AIT Services, Inc. for the rehab of the Academy Creek sludge dryer.  Motion carried 7-0-0.

 

7. USGS Joint Funding Agreement – A. Burroughs

For several years BGJWSC has been entering into a joint funding agreement with the U.S. Geological Survey to monitor groundwater in the Upper Floridan Aquifer to determine the saltwater intrusion and the migration of chlorides throughout the Aquifer. Mr. Burroughs explained this is key for long-term planning for the existing JWSC wells. Also, as growth continues this helps JWSC to understand how the saltwater plume is being shifted relative to JWSC’s existing wells. The Perry Park well had to be closed several years ago, but so far none of JWSC’s other wells have been impacted, although the Brunswick Villas well is very near the plume location. With Pinova closing, some shifting of the plume has been observed. The plume appears to be concentrating a little bit closer to the Brunswick Cellulose property but this is not unexpected given the withdrawal rates they have. USGS’s work includes real-time monitoring. JWSC can go online and pull up the data on the well sites “24/7”. Also, there are additional samples that are taken throughout the year.

So, this is a key contract for JWSC. This expenditure is funded out of the Office of the Director’s operations budget, and sufficient budget exists to fund this year’s agreement. The Board was presented with a ten-year snapshot of what JWSC has spent in the past. Due to increases in costs that USGS is incurring to provide the services, the proposed amount for the contract has increased for the upcoming year. USGS is increasing their allotment by $5,000 and JWSC is increasing its allotment by $5,000 as well. Mr. Burroughs also indicated that there were other parties that provided funding for this work. For JWSC, this is an $85,000 joint funding agreement with the U.S. Geological Survey.

Mr. Burroughs referenced the written agreement containing descriptive information about the project. He also stated that he could invite Mr. Greg Cherry from USGS to prepare a presentation if the Board wishes for the USGS to present some data and results.

Commissioner Neal made a motion seconded by Commissioner Watson that the Brunswick-Glynn Joint Water and Sewer Commission enter into a Joint Funding Agreement with USGS in the amount of $85,000 for the continuation of groundwater monitoring in the Upper Floridan Aquifer.  Motion carried 7-0-0.

 

8. Agreement with HIC Altama, LLC – Deferred to Next Meeting

 

9. Dedication of Easements and Infrastructure – T. Kline

Mr. Kline explained that there are two items under this approval item. The first one is Grace Crossing Phase 2C, and that is dedication of infrastructure and an easement. The second is a temporary (up to three years) construction easement only for JWSC’s Exit 42 elevated storage tank project.

Grace Crossing is a development within a greater development called Carriage Gate off Harry Driggers Boulevard. In the dedication documents, Mr. Kline noted that there are about 1700 linear feet of eight-inch PVC water main and appurtenances such as hydrants, valves, etc., as well as a little over 1100 linear feet of eight-inch PVC gravity main. Also included are manholes and utility easements over the private rights-of-way. Record drawings are attached to the packet that show the water and sewer improvements. These were inspected all along the way, as all new construction is, by JWSC water personnel. This development will add 32 new customers to JWSC.

The temporary construction easement is near Exit 42 on I-95. Mr. Kline displayed GIS and indicated the proposed tank site. He stated that JWSC does have an existing easement that runs through there with existing water and sewer going through it. However, JWSC will access the tank site for construction with this temporary easement. This would give JWSC two legal access points.

Mr. Burroughs noted that permanent access will be along the general easement area. There will be a public right-of-way dedicated, but this will just allow JWSC and the contractor to access it during construction.

Commissioner Ford made a motion seconded by Commissioner Neal that the Brunswick-Glynn Joint Water and Sewer Commission approve and accept these projects with associated documentation. Motion carried 7-0-0.

 

EXECUTIVE DIRECTOR’S UPDATE

Mr. Burroughs stated that prior to the next Board meeting JWSC will be accepting bids on a project that has been awarded FEMA funding. The scope of work includes purchasing and installing eight fixed generators. Bids are currently scheduled to be due on April 2, 2025. He also invited any Commissioners who were interested to contact him regarding attendance at the Georgia Rural Water Association’s Spring Conference on Jekyll Island, May 6-8. He described opportunities for attending presentations and industry networking that the conference presented.

 

COMMISSIONERS’ DISCUSSION

In a previous committee meeting, Commissioners requested a cost summary for a particular repair made by JWSC on a private system recently. Commissioner Ford asked if that information was available. Mr. Burroughs provided that total of $11,231.24 to the Commissioners and explained that this amount would be billed to the responsible party.

 

CHAIRMAN’S UPDATE

Chairman Turnipseed recognized and praised the commitment of an employee working 43 years with an entity. He thanked all retirees for their time, and he wished them well in their retirement. He also encouraged Commissioners to contact Mr. Burroughs about attending the GRWA conference. The Chairman was especially complimentary of JWSC staff due to their commitment to increasing their knowledge through regular attendance during all Conference break-out sessions.

 

EXECUTIVE SESSION

Chairman Turnipseed requested a motion to adjourn to Executive Session for matters of litigation. Mr. Burroughs noted that no action will be needed afterward.

Commissioner Neal made a motion seconded by Commissioner Sabbe to adjourn to Executive Session.  Motion carried 7-0-0.

 

Commissioners returned to the Commission Chambers. Chairman Turnipseed entertained a motion to return from Executive Session.

Commissioner Neal made a motion seconded by Commissioner Watson to return from Executive Session.  Motion carried 7-0-0.

 

ADJOURN

There being no additional business to bring before the Commission, Chairman Turnipseed requested a motion to adjourn the meeting.

Commissioner Sabbe made a motion seconded by Commissioner Ford to adjourn the meeting.  Motion carried 7-0-0.

 

The Chairman adjourned the meeting at 2:57 p.m.