Commission Meeting Minutes – May 18, 2017

For your consideration, please review the minutes from the Commission Meeting held on May 18, 2017.

Commission Meeting Minutes 5-18-17 with Attachments

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Brunswick-Glynn County Joint Water and Sewer Commission

1703 Gloucester Street, Brunswick, GA 31520

Thursday, May 18, 2017 at 2:00 PM 

COMMISSION MINUTES 

PRESENT:                             

Donald M. Elliott, Chairman

Clifford Adams, Vice-Chairman

Michael Browning, Commissioner

Cornell L. Harvey, Commissioner

Steve Copeland, Commissioner

Dave H. Ford, 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

Jay Sellers, Public Information Officer                                               

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.

Joan Shellito – Peninsula Cove

Mrs. Shellito inquired about the plans for the Peninsula Cove Development. Chairman Elliott noted that this subject was going to be discussed in the Executive Session and that it was best to allow the Commissioners to cover the matter prior to answering the question.  He invited her to remain until after the Sessions were over and he would discuss it with her at that time.

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

PRESENTATION

Employee Recognition – Commissioner Harvey / Cindy Barnhart, T.S.I.

Robert Ernest White was presented with his Waste Water Collection System Operator Certificate by Commissioner Harvey and Cindy Barnhart from T.S.I.  Commissioner Harvey congratulated him and expressed the importance of this accomplishment and the Commission’s appreciation and best wishes for Mr. White’s successful efforts and his future. 

INTRODUCTION     

Introduction of Financial Rate Consultant – Mr. Junkin

Mr. Junkin introduced Mr. Tony Harriston, representative for Raftelis Financial Consultants, Inc. to the Commission.  Raftelis is a utility rate and financial consultant across the United States, primarily in the Southeast U.S.  Their goal is to provide consulting services and assistance to the BGJWSC in keeping the rates as affordable for the community as possible. 

COMMITTEE UPDATES

Finance Committee – Chairman Elliott

Chairman Elliott advised that the Finance Committee did meet on Wednesday.  The proposed construction award for PS4048, and the appointment of Auditor were discussed and approved to be forwarded to the Commission, as well as the Accounts Receivable Policy.  The proposed rate and fee structures were also discussed.  Chairman Elliott noted that at the next Commission Meeting the Commissioners will be provided with the staff proposed rate and fee structures to approve to go forward as part of the Town Hall Meeting, yet that will still not be the approval for the final rates and fees. Finally, the April month end financial worksheets were reviewed. The next meeting of this Committee will be on Wednesday, June 14, 2017 at 2:00 pm.

Compliance & Legislative Committee – Commissioner Browning

Commissioner Browning updated that the Compliance & Legislative Committee did meet on Wednesday.  Angela Walker presented an update on pre-treatment and compliance to the Committee, with concentration on a particular restaurant regarding issues with grease and how that problem had to be solved.  Pre-treatment permits which are in process were also a topic for the Committee.  Discussion was held regarding the possibility of Mr. Junkin appealing to the local governmental delegation in search of legislative consideration for JWSC to obtain some additional funding.  Finally, John Donaghy presented a draft of recent verbiage changes to the Rate Resolution. The next meeting of this Committee will be on Wednesday, June 14, 2017 at 1:00 pm.

Facilities Committee – Commissioner Adams

There was no update at this time.  The next meeting for this Committee will be on Thursday, June 8, 2017 at 3:00 pm.

Human Resources & Safety Committee – Commissioner Harvey

There was no update at this time. The next meeting of this Committee will be on June 1, 2017 at 10:00 am.

Public Information & Customer Relations Committee – Commissioner Copeland

There was no update at this time. The next meeting of this Committee will be held on May 30, 2017 at 2:00 pm. 

APPROVAL

  1. Minutes from the May 4, 2017 Regular Commission Meeting

Commissioner Browning made a motion seconded by Commissioner Ford to approve the minutes from May 4, 2017 Regular Commission Meeting.  Motion carried 7-0-0. 

  1. Minutes from the May 4, 2017 Executive Session

Commissioner Browning made a motion seconded by Commissioner Ford to approve the minutes from May 4, 2017 Executive Session.  Motion carried 7-0-0.

  1. Pump Station 4048 Construction Award – T.B. Landmark – P. Crosby

Pam Crosby presented to the Commission that the bids for the construction of the Pump Station 4048 Force Main Improvements had been received, and request was being made to approve the award to a contractor. She noted that 6 firms had attended the pre-bid meeting, and of those only 3 met pre-qualification to bid on the Project.  A bid was received from each of those 3 firms, of which were provided to the Commission. Pam added that T.B. Landmark was the low bidder on the Project.  Staff is requesting approval for this contractor to move forward with an expected start date in early July, and that it is a 120 day Project. The Commission had previously approved the pre-purchase of the pipe and fittings required due to the long lead times of those items.  She also noted that the total cost of the Project is about $2.1M, which includes the engineering and construction costs as well as the pre-purchased items.  T.B. Landmark is the contractor for JWSC’s current PS2032 Project, as well as the sub-contractor for the horizontal drilling portion of previous PS2030 Project, and have been successful with both Projects.

Commissioner Browning made a motion seconded by Commissioner Ford that approval be granted to award the contract for construction to T.B. Landmark, Inc. for the Lift Station 4048 Force Main Improvements, Project No. 701 in the amount of $1,478,103.00.  Motion carried 7-0-0.

  1. Appointment of Auditor – J. Donaghy

John Donaghy presented to the Commission that the JWSC had issued a Request For Proposal for Auditing Services on April 2, 2015.  The firm of Mauldin & Jenkins was selected for the initial year ended June 30, 2015 with 2 option years.  John also noted that Mauldin & Jenkins has performed the year-end audit of the JWSC for FY ending 2015 and 2016, and the audit for June 30, 2017 will be the final option year.  He added that since the JWSC has followed the policy of changing auditing firms every 3 years, an RFP for Auditing Services will be released by the JWSC in the Spring of 2018.  In the initial proposal, Mauldin & Jenkins proposed a firm $24,900.00 for each of the 3 contract years, therefore the cost will not change for this year.

Commissioner Copeland made a motion seconded by Commissioner Adams that the JWSC engage the accounting firm of Mauldin & Jenkins to perform the financial audit of the Brunswick-Glynn County Joint Water and Sewer Commission for the fiscal year ending June 30, 2017 at a cost of $24,900.00, and that the Chairman, Executive Director and Director of Administration be authorized to sign the necessary documents. Motion Carried 7-0-0.

  1. Accounts Receivable Policy – J. Donaghy

John Donaghy presented to the Commission the proposed Delinquent Account Payment Policy.  He noted that the JWSC has a significant number of accounts with unpaid balances overdue by 60, 90 and 120 days or more, and that the total of these accounts is approaching $2M.  He added that in order to efficiently and effectively collect those amounts due while still allowing customers to maintain their services, the Delinquent Payment Policy of the JWSC has been significantly revised.  These policies provide a uniform and equitable means to effectively allow the customers to pay, over time, to satisfy those balances while still maintaining their water and sewer services.  The revised policy was reviewed with the Finance Committee and was recommended for adoption. John continued to explain the billing and payment process of collecting for accounts, and noted as to when an account becomes delinquent as well as the details of plans and provisions that have been established for customers to satisfy their debt.  Currently there are about 4,500 accounts that are past due.  This policy will help to streamline the process of collections for those accounts.

Commissioner Harvey made a motion seconded by Commissioner Browning that the JWSC adopt the Delinquent Payment Policy effective immediately. Motion carried 7-0-0

  1. Peninsula Development Agreement Terms – J. Junkin

Item #6 Peninsula Development Agreement Terms was deferred for discussion in the Executive Session, with no vote to be taken.

DISCUSSION

  1. BGJWSC Website Update – J. Sellers

Jay Sellers presented the new design for the BGJWSC website to the Commission.  He began by advising that there were 2 main complaints during the past few months regarding the JWSC website.  (1) It was not mobile friendly (68% of traffic to the website does come from mobile devices), and (2) It required navigating through too many links to find what was needed. Jay noted that he researched various options for the website, and that the Public Information and Customer Relations Committee has discussed those options.  He indicated that some of the options researched were at a high cost, so the best plan was to redesign the website in-house to accommodate the requested changes.  Jay displayed a screenshot of the previous BGJWSC website, and compared it with the new design, while providing explanation of navigation through the revised links.  He also showed screenshots of how the revised format will appear on a tablet and on an I-phone.  Jay noted that one goal was to have no more than 3 clicks on links to locate the desired information, thus making the website more user friendly.  All of the old data and minutes are still available on the redesigned site. He further mentioned plans to change the banner at the top of the home page to be a gallery.  Jay then explained and demonstrated to the Commissioners how they and the staff are able to locate the employee login link on the website for employee e-mail login.

  1. April End of Month Financial Comparative – J. Donaghy

John Donaghy presented the April End of Month Financial Comparative, for the period ending April 30, 2017 to the Commission. He first reviewed and discussed a few points on the Balance Sheet, such as the Bond Sinking Fund and its details and effects on the Long-Term Debt, the Restricted Cash Accounts, and Construction in Progress.  John then moved on to discuss details of the Supplemental Schedule of Cash Balances and the Commission Report of Revenues and Expenditures for the period of the first 10 months of the current fiscal year, noting that the JWSC is close to breakeven at the end of this fiscal year.  Finally the various balances of the Project Report were mentioned. 

EXECUTIVE DIRECTOR’S UPDATE

Mr. Junkin noted that the Staff has been working hard since the initial Rate Workshop with the Commission and with current numbers on the model, have reduced the expected overall expenditures by about $2M. The expected rate increases have been significantly reduced by the revisions made to the budget worksheet. 

CHAIRMAN’S UPDATE

There was no update at this time.

EXECUTIVE SESSION

Commissioner Harvey made a motion seconded by Commissioner Browning 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.

Return to Regular Session.

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

There being no additional business to bring before the Commission, Chairman Elliott adjourned the open meeting at 3:36 pm.