Commission Meeting Minutes – October 5, 2017

For your consideration, please read the minutes from the Commission Meeting held on Thursday, October 5, 2017.

Commission Minutes 10-5-17 with Attachments

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

Brunswick-Glynn County Joint Water and Sewer Commission

1703 Gloucester Street, Brunswick, GA 31520

Thursday, October 5, 2017 at 2:00 PM 

COMMISSION MINUTES 

PRESENT:                             

Donald M. Elliott, Chairman

Clifford Adams, Vice-Chairman

Cornell L. Harvey, Commissioner

Mike Browning, Commissioner

Steve Copeland, Commissioner

David H. Ford, Commissioner

Robert Bowen, Commissioner 

ALSO PRESENT:                 

Jimmy Junkin, Executive Director

Charlie Dorminy, Legal Counsel HBS

Andrew Burroughs, Deputy Executive Director

Todd Kline, Senior Engineer

Pam Crosby, Director of Procurement

John D. Donaghy, Director of Finance

Jay Sellers, Director of Administration

Cindy Barnhart, T.S.I.                                        

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

Chairman Elliott provided the invocation and Commissioner Ford led the pledge.

PUBLIC COMMENT PERIOD

Chairman Elliott opened the public comment period.  

Rick Padgett – Mr. Padgett requested to discuss street flooding in his neighborhood from storm water, and asked for advice on who to address regarding this issue.  Mr. Padgett was advised by Chairman Elliott that he should contact Dave Austin at Glynn County.  It was noted that storm water and drainage is handled by the City and County.

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

COMMITTEE UPDATES

Compliance & Legislative Committee – Commissioner Browning

There was no update at this time.

Facilities Committee – Commissioner Adams

Commissioner Adams was not present during the update period, but it was noted that the items covered in the Facilities Committee meeting will be covered in the Discussion period later in the meeting. 

Finance Committee – Chairman Elliott

There was no update at this time.

Human Resources & Safety Committee – Commissioner Harvey

Commissioner Harvey updated that Commission that the Human Resources & Safety Committee had met earlier in the morning.  Recruiting and termination statistics were discussed, and some additional information will be added to the report to help the Commissioners identify the new staff that has been hired.  He noted that the position of Director of Operations will go back to the Finance Committee later for discussion.  The services of the interim Deputy Director were also discussed.  He mentioned that the appeals process was reviewed and will be discussed again in the next Human Resources & Safety Committee Meeting.  Chairman Elliott added that there have only been 2 safety incidents for the year of 2017 and commended the staff for keeping their personnel safe and doing a good job, and thanked them.

Public Information & Customer Relations Committee – Commissioner Copeland

There was no update at this time. 

APPROVAL

  1. Minutes from the September 21, 2017 Regular Commission Meeting

Commissioner Browning made a motion seconded by Commissioner Ford to approve the minutes from September 21, 2017 Regular Commission Meeting.  Motion carried 6-0-1. (Commissioner Adams was not present at the time of the vote.)

DISCUSSION

  1. Customer Service Update – J. Sellers

Jay Sellers presented an update on Customer Service to the Commission. He began by noting some statistics which he had researched such as numbers on incoming customer phone calls during the two periods of 1/1/2017 to 5/1/2017 and 6/1/2017 to 10/4/2017.  From the first period to the second, the total number of incoming customer calls doubled, the percentage of answered calls dropped, the percentage of hang-ups increased, and the number of voicemail messages left increased.  Jay added that the service level over these two periods dropped from 65% to 28% through no fault of the Customer Service Representatives.  He discussed many changes that were made on July 1, 2017 which affected the statistics he noted.  Those changes included rate increases, a change in the billing system, customer account numbers changed, the online payment portal changed, billing statements changed, processing of mailed in check payments, and Hurricane Irma.  Jay continued that the call volume and walk-in traffic has been high as a result of these changes and their side-effects, thus reducing the customer satisfaction level. Jay presented some suggested changes and options to provide a higher level of customer service in a more timely manner.  These suggested options included solutions for walk-in customer service as well as customer phone calls.  Currently additional staff has been added from hiring one full time CSR, and periodically borrowing staff from another department to assist with phone calls, as well as other solutions such as staggering schedules for CSRs, overtime as necessary, etc.  Additional options suggested by Jay will be discussed further at the next Finance Committee and Human Resources & Safety Committee Meetings.

  1. Wastewater Treatment Plant Flows Update – M. Ryals

Mark Ryals updated the Commission on the Wastewater Treatment Plant Flows for Academy Creek, Dunbar, and Southport.  The BOD’s on the effluent were noted and discussed for various months where differences were seen. BOD stands for Bio-Chemical Oxygen Demand.  The effects of rain, such as bringing in more solids, on the BOD were also discussed and compared for certain months at the various plants.  The percent of plant capacity used was also noted for various months. 

  1. Foam Issues at Academy Creek – M. Ryals

Mark Ryals provided the Commission with the background causing staff to look at foam issues again.  He also provided the Commissioners with a copy of a technical memorandum regarding an Academy Creek Wastewater Treatment Plant Effluent Foam Reduction Evaluation & Recommendations.  This report was prepared by Constantine Engineering, Inc. for BGJWSC on September 6, 2017.  In the discussion it was noted that when the plant is treating BOD at a higher level, the drawback is that the foam is at a higher level.  The foam is often caused by old grease sludge that is in the system being treated by chlorination.  There was additional discussion pertaining to this subject matter.

  1. Letter to EPD Update – M. Ryals

Mark Ryals advised the Commission that he is in the process of drafting two letters to the EPD regarding the reports of silt overflow. There is an individual who periodically flies over the facilities and makes reports based on what he “believes” he sees when he flies over and takes pictures, for example a recent report of grey water.  Mark noted that the Academy Creek Plant is operating and performing well within the limits.

  1. JWSC Construction Standards Update – T. Kline

Todd Kline advised that the JWSC standards were last updated in February of 2012.  They can be accessed on the JWSC website on the Planning & Construction page.  Todd has requested Timothy Ransom who has 30 years of experience to compile the technical data to revise and update the standards.  The final standards will either be then completed in house or by an outside consultant.  Todd also presented the Revision Plan and Schedule of Milestones.  There was additional discussion regarding County and State standards, as well as concerns of private water systems being constructed to meet or exceed certain standards.  The final draft of the JWSC standards are expected to be presented to the Commission in October of 2018. 

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

Todd Kline presented the R & R Capital Projects update to the Commission.  Project 232 – Phase 1 change order under review to switch from open cut to directional drilling under a section of Hwy 341; Phase 2 revisions to route due to existing utilities along SR99, Seaboard/GA Pacific easements possible (provides water & fire protection availability). Project 319 – record drawings have been received and under JWSC review, coordination with G-DOT for WM service abandonment for PS 4019 underway, working with city engineer on a list of locations holding water. Project 421 – JWSC has requested scheduled plan for completion, final grouting & adjustment work on sanitary sewer will be done after paving, installation of utility conflict box at intersection of Mansfield and Reynolds St., WM installation at Bay St. within G-DOT r/w is incomplete, staff evaluating change order pricing vs. JWSC in-house valve installation; Project 503 – JWSC staff met with contractor on site to verify locations of force main, JWSC staff has reviewed record drawings and forwarded back to contractor with revisions, awaiting submission of project closeout documents, warranty documents and submission of final record drawings; Project 504 – record drawings received, project close out documents have been received and are approved; Project 505 – final payment executed, record drawings complete; Project 701 – initial component to open small amount of N. Mainland capacity, coordinated with SPLOST 2016 Phase 1, 3,200 LF of 24” force main upgrade using open cut, Jack & Bore and HDD methods, CSX & NS Railroad jack and bore complete, pre-purchased material pipe delivered on August 1, 2017 and HDPE manhole delivered on October 2, 2017; Project 702 – SPLOST 2016, divided into 4 phases to expedite, long term component of solution for N. Mainland capacity, Phase 1 near term N. Mainland capacity relief: pumps have been pre-purchased, contractor is mobilized and working at PS 4028, 4048, 4005, 4006, and 4110, decommissioned underground fuel tanks removed, next progress meeting scheduled for October 10, 2017.

Todd also discussed the capital projects which are in the Engineering/Design in progress stage.  Those projects are: Project 501 – Alder Circle, Project 602 – Holly St. Sewer Rehabilitation/Replacement, 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.

EXECUTIVE DIRECTOR’S UPDATE

There was no update at this time. 

CHAIRMAN’S UPDATE

There was no update at this time.

EXECUTIVE SESSION

Commissioner Adams made a motion seconded by Commissioner Harvey to adjourn into Executive Session to discuss personnel issues.  Motion carried 6-0-1 (Commissioner Bowen was absent for the vote).

The Chairman stated that there will be no vote after the Executive Session.

Return to Regular Session.

Commissioner Ford made a motion seconded by Commissioner Browning to return to the Regular Meeting.  Motion carried 6-0-1 (Commissioner Bowen was absent for the vote).

Commissioner Adams made a motion seconded by Commissioner Ford to adjourn the Meeting.  Motion carried 6-0-1 (Commissioner Bowen was absent for the vote).

There being no additional business to bring before the Commission, Chairman Elliott adjourned the open meeting at 4:40 pm.